Policies

2. Safeguarding & Child Protection Policy

Policy Statement
Happy Hearts Yoga is committed to safeguarding and promoting the welfare of all children and young people who attend our classes, workshops, events, and activities.

We believe that every child has the right to participate in activities in a safe, positive, inclusive, and nurturing environment, free from abuse, neglect, exploitation, or harm.

The welfare of the child is paramount. All concerns regarding a child’s safety or wellbeing will be taken seriously and acted upon appropriately.

This policy applies to all instructors, assistants, volunteers, and anyone acting on behalf of Happy Hearts Yoga.

Our Commitment
Happy Hearts Yoga will:

• Place the welfare and safety of children at the centre of everything we do.
• Provide a safe, welcoming, and inclusive environment for all children and families.
• Treat all children with dignity, respect, and kindness.
• Promote children’s physical, emotional, and mental wellbeing.
• Ensure appropriate safeguarding procedures are followed at all times.
• Respond appropriately to concerns, disclosures, allegations, or incidents involving children.
• Maintain appropriate insurance and safeguarding arrangements.
• Regularly review safeguarding practices and procedures.

Safeguarding Lead
The Designated Safeguarding Lead (DSL) for Happy Hearts Yoga is:
Sophie Del Gaudio O’Brien – Owner & Lead Instructor
Email: sophie@happyheartsyoga.co.uk

The DSL is responsible for:

• Managing safeguarding concerns.
• Maintaining safeguarding records.
• Liaising with local safeguarding agencies where required.
• Reviewing safeguarding policies and procedures.
• Ensuring safeguarding training remains up to date.

Safer Recruitment & Suitability
Anyone delivering classes independently on behalf of Happy Hearts Yoga will:

• Hold an Enhanced DBS Check where appropriate.
• Be suitable to work with children.
• Receive safeguarding information and guidance.
• Understand their responsibilities for protecting children.

Happy Hearts Yoga will not knowingly permit any individual who poses a risk to children to work within the organisation.

Professional Conduct
All adults involved with Happy Hearts Yoga are expected to:

• Act as positive role models.
• Treat all children equally and with respect.
• Maintain appropriate professional boundaries.
• Avoid behaviour that could be misunderstood or misinterpreted.
• Never use inappropriate language, discrimination, intimidation, or physical punishment.
• Follow all safeguarding procedures and report concerns promptly.

Physical Contact
Yoga may occasionally involve physical guidance to support posture, balance, movement, or safety. Any physical contact will:

• Be appropriate, necessary, and proportionate.
• Be explained to the child beforehand where possible.
• Be conducted respectfully and professionally.
• Never be secretive, unnecessary, or inappropriate.
• Children will always be treated with dignity and respect.

Parent & Carer Responsibilities

• Parents and carers always remain responsible for their child.
• Parents and carers must ensure accurate emergency contact details are provided.
• Children must not be left unattended.
• Parents and carers should support the calm and respectful atmosphere of sessions.
• Any relevant medical conditions, allergies, or additional needs must be disclosed.
• Any safeguarding concerns should be reported immediately to the instructor.

Recognising Abuse
Abuse may take many forms, including:

• Physical abuse
• Emotional abuse
• Sexual abuse
• Neglect
• Domestic abuse
• Child exploitation
• Online abuse

Signs of abuse can vary and may include changes in behaviour, unexplained injuries, withdrawal, anxiety, fearfulness, or disclosures made by the child.

Not all signs indicate abuse; however, concerns should always be taken seriously.

Responding to Concerns or Disclosures
If a child discloses information suggesting they are at risk of harm, Happy Hearts Yoga will:

• Listen carefully and remain calm.
• Reassure the child that they have done the right thing by speaking up.
• Not promise confidentiality.
• Record the information accurately as soon as possible.
• Report the concern to the Designated Safeguarding Lead.
• Seek advice from relevant safeguarding authorities where appropriate.

If a child is believed to be at immediate risk of significant harm, emergency services or Children’s Social Care will be contacted without delay.

Recording Concerns
Any safeguarding concern, allegation, disclosure, accident, or significant incident will be recorded securely and confidentially. Records will include:

• Date and time.
• Details of the concern.
• Actions taken.
• Any referrals made.

Records will be stored in accordance with data protection requirements.

Online Safety
Happy Hearts Yoga recognises the importance of online safety. We will:

• Use social media responsibly.
• Obtain appropriate consent before using photographs or videos.
• Protect children’s privacy online.
• Avoid sharing identifying information unnecessarily.
• Images of children will only be used in accordance with parental consent preferences.

Photography & Filming
Photographs or videos of children will only be taken with appropriate consent.

Parents and carers are asked not to photograph or film other children without the permission of their parent or guardian.

Any images used for marketing or promotional purposes will comply with data protection and safeguarding requirements.

Equality, Diversity & Inclusion
Happy Hearts Yoga welcomes children and families from all backgrounds. We are committed to providing an environment that is:

• Inclusive
• Respectful
• Accessible
• Free from discrimination

Every child will be treated fairly, regardless of age, disability, gender, race, religion, belief, or family background.

Confidentiality & Data Protection
Safeguarding information will be shared only on a need-to-know basis and in accordance with legal safeguarding responsibilities.

Happy Hearts Yoga complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

3. Code of Conduct Policy

Our Values
At Happy Hearts Yoga we encourage:

• Kindness
• Respect
• Inclusion
• Cooperation
• Mindfulness

Expectations of Children
Children are expected to:

• Treat others kindly.
• Follow instructions.
• Respect equipment and resources.
• Use appropriate language.
• Participate safely.

Expectations of Parents & Carers
Parents and carers are expected to:

• Treat staff and participants respectfully.
• Provide accurate information.
• Adults remain responsible for their child at all times.
• Collect children promptly.
• Support class expectations.
• Conversations should be kept to a minimum during sessions to preserve the calm and mindful atmosphere.

Instructor Conduct
Instructors will:

• Act professionally.
• Maintain appropriate boundaries.
• Treat all participants fairly.
• Never use inappropriate language or behaviour.

Bullying, discrimination, harassment, or abusive behaviour will not be tolerated.

4. Health & Safety Policy

Commitment
Happy Hearts Yoga is committed to providing a safe environment for all participants.

Risk assessments will be undertaken for:

• Venues
• Equipment
• Activities
• Special events

All equipment will be:

• Suitable for purpose
• Maintained in good condition
• Checked regularly

Venue Safety

• Fire exits will be identified.
• Hazards will be removed where possible.
• Walkways will remain clear.

Illness
Participants should not attend if they have:

• A contagious illness
• Vomiting or diarrhoea within the previous 48 hours
• Symptoms likely to affect participation safely

5. Photography, Video & Social Media Policy

Consent
Photographs and videos will only be used where appropriate consent has been obtained.

Use of Images
Images may be used for:

• Website content
• Social media
• Promotional materials
• Marketing activities

Parent Photography
Parents may photograph their own child where appropriate. Parents must not photograph or record other children without permission.

Online Safety
Happy Hearts Yoga will:

• Protect children’s identities.
• Avoid sharing unnecessary personal information.
• Store images securely.

6. Data Protection & Privacy Policy (UK GDPR)

We may collect:

• Parent/carer details
• Emergency contact information
• Medical information
• Attendance records
• Consent records

We Collect Information to:

• Deliver safe sessions
• Communicate with families
• Meet safeguarding responsibilities
• Comply with legal obligations

Data Security

Information will be:

• Stored securely
• Accessed only when necessary
• Retained only for as long as required

Individual Rights

Parents and carers have the right to:

• Access information held about them
• Correct inaccurate information
• Request deletion where appropriate

7. First Aid, Accident & Incident Reporting Policy

First Aid
Happy Hearts Yoga will ensure suitable first aid provision is available during activities.

Accidents
Any accident or injury will be:

• Assessed appropriately
• Treated where possible
• Recorded in an accident log

Parents will be informed of:

• Head injuries
• Significant accidents
• Any incident requiring medical attention

Emergency Situations
Emergency services will be contacted where necessary.

8. Missing Child Procedure

Immediate Actions
If a child is unaccounted for:

• Remain calm.
• Check toilets, exits, and surrounding areas.
• Notify venue staff where applicable.
• Contact parents/carers immediately.
• Contact police if the child is not located promptly.

Recording
All incidents will be recorded and reviewed.

9. Complaints Policy

Informal Complaints
We encourage concerns to be raised directly so they can be resolved quickly.

Formal Complaints
Formal complaints should be submitted in writing to: sophie@happyheartsyoga.co.uk

Investigation
Happy Hearts Yoga will:

• Acknowledge complaints promptly.
• Investigate fairly.
• Respond within a reasonable timeframe.

Outcomes
Possible outcomes include:

• Explanation
• Apology
• Corrective action
• Policy review

10. Policy Review
This handbook will be reviewed annually or sooner if legislation, guidance, or operational requirements change.

Policy Owner: Happy Hearts Yoga
Version: 1.0
Effective Date: June 2026
Review Date: June 2027

Declaration
Happy Hearts Yoga is committed to providing safe, inclusive, engaging, and nurturing experiences for every child and family we work with.