Our Policies

Privacy Policy (GDPR)

The Bethel Crowd is committed to protecting the personal data of all its members, volunteers, performers,
supporters, and other stakeholders. This policy outlines how we collect, use, store, and protect personal data in
compliance with the General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We recognise our responsibilities as a data controller and processor and take these responsibilities seriously in order
to ensure that all personal data is handled lawfully, fairly, and transparently.

The Bethel Crowd will ensure that personal data is:

• Processed lawfully, fairly and in a transparent manner.
• Collected for specified, explicit and legitimate purposes only.
• Adequate, relevant and limited to what is necessary.
• Accurate and kept up to date.
• Kept for no longer than is necessary.
• Processed in a manner that ensures appropriate security.

We may collect and hold the following personal information:

• Name and contact details (including address, phone number, email).
• Emergency contact details.
• Medical or health information (where relevant for safeguarding or participation).
• Criminal record information (where required for safeguarding).
• Photos or video footage (with consent).

We collect personal data to:

• Communicate effectively with members and parents/guardians.
• Ensure the safety and wellbeing of participants.
• Administer membership, ticket sales, events, and rehearsals.
• Meet legal and safeguarding obligations.
• Promote our society (with consent for use of images).

We will only process personal data where we have a legal basis to do so. These may include:

• Consent (e.g. use of images for publicity).
• Contract (e.g. managing member participation).
• Legal obligation (e.g. health & safety, safeguarding).
• Legitimate interest (e.g. communication regarding society activities).

Storing and Securing Data

• Data is stored securely in password-protected digital systems or locked physical storage.
• Access to data is limited to those who need it for legitimate purposes.
• Personal data will not be retained longer than necessary and will be securely destroyed when no longer
required.

Sharing Data

• We will never sell or share personal data with third parties for marketing purposes.
• We may share data with trusted third parties when necessary (e.g. venue providers, emergency services, or
local authorities), and only with adequate protections in place.
• We will seek specific consent for any other data sharing.

Under GDPR, individuals have the right to:

• Access their personal data.
• Request correction or deletion of their data.
• Object to or restrict certain processing.
• Withdraw consent at any time (where processing is based on consent).

Requests to access or amend personal data should be sent to thebethelcrowd@hotmail.com
This policy will be regularly monitored by the Executive Committee of the society and will be subject to annual
review.

Date: 1st March 2025
Review Date : 28th February 2026

Our Policies

Social Media Policy

This policy outlines the expectations for the responsible use of social media by members, volunteers, performers, and
supporters of The Bethel Crowd. It is designed to protect individuals and the reputation of the society, while supporting
positive promotion of our activities and values.
This policy applies to all use of social media, including (but not limited to) Facebook, Instagram, X (Twitter), TikTok,
YouTube, WhatsApp, and any platforms or websites where The Bethel Crowd is mentioned, tagged, or represented.

1. Be Respectful and Responsible

• Treat others with respect, both online and offline.
• Do not post anything that could be considered offensive, abusive, threatening, discriminatory, or damaging to
others or the society.
• Remember that online posts are public and permanent.

2. Safeguard Children and Vulnerable People

• Do not share photos, names, or personal details of children involved in the society without written parental/
guardian consent.
• Comply fully with the Child Protection Policy and GDPR Policy.
• Avoid private messaging children or young people; communication should always be transparent and, where
possible, through parents or guardians.

3. Represent the Society Positively

• Only authorised members may post on official social media accounts.
• Do not speak on behalf of the society unless you have been given permission.
• Promote a welcoming, inclusive, and enthusiastic tone in posts.

4. Privacy and Consent

• Always obtain consent before posting images or videos of individuals.
• Avoid sharing sensitive information or internal discussions.

5. Addressing Issues

• If you see something inappropriate or concerning related to the society online, report it to the Chair or Vice
Chair immediately.
• Do not engage in arguments or negative exchanges under the society’s name.
Personal Accounts

We respect the right of members to use social media in their personal lives. However, we ask that you:
• Refrain from posting anything that could bring the society into disrepute.
• Avoid disclosing any confidential or sensitive information.
• Make clear when views expressed are your own and not those of the society.
Breach of Policy

Any breach of this policy may result in action by the Executive Committee, which may include a request to remove
content, formal warnings, or (in serious cases) suspension from society activities.
This policy will be regularly monitored by the Executive Committee of the society and will be subject to annual
review.

Date: 1st March 2025
Review Date : 28th February 2026

Our Policies

Child Protection Policy

The Bethel Crowd recognises that it has a duty of care to its members, performers, backstage and front-of-house
volunteers, audience and supporters.

That duty of care is especially important in relation to young people. This policy is based on safeguarding principles
that are informed by the United Nations Convention on the Rights of a Child, relevant legislation and guidance, and
by the society’s values, behaviours and understanding of best practice.

The society recognises that abuse can take many forms, whether it be physical abuse, emotional abuse, sexual abuse
or neglect. The society is committed to practice which protects children from harm. All members of the society
accept and recognise their responsibilities to develop awareness of the issues which cause children harm.

The society believes that:

– The welfare of the child is paramount.
– All children, whatever their age, culture, disability, gender, language, racial origin, religious beliefs and/or sexual
identity have the right to protection from abuse.
– All suspicions and allegations of abuse should be taken seriously and responded to swiftly and appropriately.
– All members and employees of the society should be clear on how to respond appropriately.
The society will ensure that:
– All children will be treated equally and with respect and dignity.
– The duty of care to children will always be put first.
– A balanced relationship based on mutual trust will be built which empowers the children to share in the decision making process.
– Enthusiastic and constructive feedback will be given rather than negative criticism.
– Bullying will not be accepted or condoned.
– All adult members of the society provide a positive role model for dealing with other people.
– Action will be taken to stop any inappropriate verbal or physical behaviour.
– It will keep up-to-date with health & safety legislation.
– It will keep informed of changes in legislation and policies for the protection of children.
– It will undertake relevant development and training.
– It will hold a register of every child involved with the society and will retain a contact name and number close at
hand in case of emergencies.

The society has child protection procedures which accompany this policy. This policy should also be read in
conjunction with the society’s Equal Opportunities Policy and Health & Safety Policy.

The society has a dedicated Child Protection Officer, who is in charge of ensuring that the child protection policy
and procedures are adhered to.

For further information of this policy, the named officers responsible or the “childrens version” of this policy please contact us.

This policy will be regularly monitored by the Executive Committee of the society and will be subject to annual
review.

Date: 1st March 2025
Review Date : 28th February 2026

Our Policies

HEALTH & SAFETY POLICY

The Bethel Crowd recognises that it has a duty of care to all members, including performers, backstage and front-of-house volunteers, audience members, and supporters. This duty extends to maintaining a safe and healthy
environment in all of its activities, rehearsals, and performances. This policy is informed by current health and safety legislation, guidance, and best practice.

The society believes that:

• The health, safety, and welfare of all individuals is paramount.
• Everyone has the right to a safe and secure environment while participating in society activities.
• All hazards should be identified and addressed appropriately and in a timely manner.
• Everyone involved has a part to play in maintaining a safe working environment.

The society will ensure that:

• All reasonable steps are taken to provide safe premises, equipment, and systems of work.
• Risk assessments are carried out and regularly reviewed.
• All participants are made aware of health and safety procedures and emergency arrangements.
• Adequate supervision is provided during rehearsals and performances.
• First aid provision is available at all society activities.
• All accidents, incidents, and near misses are recorded and reviewed to prevent recurrence.
• All members will be made aware of their personal responsibilities for health and safety.

The society commits to:

• Keeping up to date with health and safety legislation and best practices.
• Providing training and support for volunteers and members regarding safety procedures.
• Maintaining clear evacuation procedures and ensuring that all members are aware of them.
• Ensuring that special consideration is given to vulnerable individuals, including children and those with
additional needs.

The Executive Committee is responsible for overseeing the implementation of this policy. However, all
members and volunteers have a duty to:

• Take reasonable care of their own health and safety and that of others.
• Co-operate with the Executive Committee and safety officers in complying with safety requirements.
• Report any hazards, accidents, or unsafe practices to the appropriate person immediately.

First Aid and Accidents

• A designated first aider will be present at rehearsals and performances.
• First aid kits will be readily available and fully stocked.
• All injuries must be recorded in the society’s accident book and reported to the Health & Safety Officer.

Fire and Emergency Procedures

• Fire exits will be clearly marked and kept free from obstruction.
• Members will be informed of the evacuation procedure at each venue.
• Regular fire drills will be conducted where possible.

The society has a designated Health and Safety Officers responsible for ensuring this policy is implemented and
maintained. For further information of this policy or the named officers responsible for ensuring this policy is implemented and maintained please contact us.

This policy will be regularly monitored by the Executive Committee of the society and will be subject to annual
review.

Date: 1st March 2025
Review Date : 28th February 2026