Policies

Environmental Policy

DOWH acknowledges its role and responsibility for the protection and enhancement of the environment. Through our commitment to sustainability, we recognise that action at a local level will bring global benefits through preserving the environment and its resources for future generations.

We will review our services to ensure that:

• adverse impacts are managed, minimised or eliminated
• our activities continue to comply with environmental legislation and regulations.

In order to achieve these aims the following steps on environmental management will be implemented. This policy will include our response to the following environmental issues as far as they are within DOWH’s control.

1. Waste Management: Reduce, reuse or recycle wastes whilst ensuring the safe storage, handling, transportation and disposal of all wastes arising from our activities.

2. Pollution Control: Implement measures to reduce the impact of releases to air, water or land which are the consequence of our activities.

3. Energy and Resource Management: Implement measures for energy and resource management based on monitoring usage, energy efficient design, conservation, and awareness.

4. Purchasing: Promote sustainability criteria as a basis for purchasing decisions. Select suppliers and contractors based on an evaluation of their attitudes to environmental issues. Cooperate with suppliers to encourage improvement in environmental performance. 

Environmental Policy Statement

1. This statement applies to all activities within the control of Discovering Old Welsh Houses Group (hereinafter called DOWH).

2. DOWH is committed to the conservation and improvement of the environment and to minimising the environmental impacts [of the risks] arising from its activities.

3. DOWH will manage its operations in ways that are environmentally sustainable.

4. In order to achieve this aim DOWH has the following key objectives:

    a. to promote sound environmental management policies where appropriate

    b. as a minimum, to comply with the requirements of relevant legislation;

    c. to make efficient and environmentally responsible use of energy and water;

    d. to promote environmentally responsible procurement of goods and services;

    e. to minimise waste production as far as is practicable, to reuse or recycle waste where appropriate;

    f. to reduce and, where practicable, prevent pollution;

    g. to raise awareness of members of DOWH of environmental impact, activities and performance and to promote individual good practice.

5. Whilst DOWH accepts the main responsibility for implementation of this policy, individuals have a very important role in co-operating with those responsible for safeguarding the environment. Individuals are required to abide by rules and requirements made under the authority of this policy. This policy provides the means to set and revise objectives and targets for environmental performance and is subject to review annually.

This policy and statement were approved by the Trustees on 24 May 2022.

Equal Opportunities Policy

1. DOWH accepts that in society certain groups or individuals are denied equality on the grounds of race, gender, marital status, caring responsibilities, disability, gender re-assignment, age, social class, sexual orientation and religion/belief or any other factor irrelevant to the purpose in view.

2. DOWH is committed to complying with the Equalities Act 2010 with such other Acts and statutory requirements furthering equality of opportunity for all as also apply to its charitable activities.

3. DOWH recognises that it has moral and social responsibilities that go beyond the provisions of the above-mentioned Acts and Regulations, and that it should support and contribute to the wider process of change through all aspects of its work and practices in order to eliminate discrimination and promote equality and diversity.

4. DOWH is committed to taking positive steps to ensure that:

• all people are treated with dignity and respect, valuing the diversity of all;
• equality of opportunity and diversity is promoted;
• services are accessible, appropriate and delivered fairly to all;

5. DOWH is committed to opposing actively, all forms of discrimination and will be open to all, regardless of language, gender, disability, colour, creed or age.

6. DOWH will take measures to combat all direct or indirect discrimination in its provision of services.

7. DOWH will endeavour to ensure that its work is open to representation from all relevant sectors of the local communities. It will seek to ensure that the services it provides really meet the needs of the interest groups concerned in appropriate ways.

8. DOWH will seek to implement a programme of positive action to make this policy fully effective.

9. All procedures implemented as part of the above commitment will be monitored annually for effectiveness, and changes made where appropriate.

Equal Opportunities Statement

1.  DOWH is committed to oppose actively all forms of discrimination and will be open to all, regardless of language, gender, disability, colour, creed or age.

2.  DOWH will take measures to combat all direct or indirect discrimination in its provision of services.

3.  DOWH will endeavour to ensure that its work is open to representation from all relevant sectors of the local communities. It will seek to ensure that the services it provides really meet the needs of the interest groups concerned in appropriate ways.

4.  DOWH will seek to implement a programme of positive action to make this policy fully effective.

5.  All procedures implemented as part of the above commitment will be monitored annually for effectiveness, and changes made where appropriate.

This policy was approved by the Trustees on 24 May 2022.

Statement of Intent

Discovering Old Welsh Houses (known as DOWH) acknowledges its responsibility as a charity. DOWH notes the provisions of the Health and Safety at Work Act 1974, which inter alia places a duty on voluntary organisations to ensure, so far as is reasonably practicable, that their members, families, friends and members of the public are not unduly exposed to risks to their health & safety directly arising from its activities.

Health and Safety Policy

To support our Health & Safety Policy Statement we are committed to the following duties:

1. Undertake a risk assessment of appropriate activities undertaken by DOWH.
2. Create a safer environment by putting health & safety measures in place as identified by the assessment (risk management).
3. Promote members awareness of, understanding and adopting DOWH health & safety policy.
4. Have first aid provisions and a mobile phone during activities.
5. Record injuries or incidents occurring during Group activities. To review the Policy and practices regularly (at least annually) and monitor for effectiveness.

DOWH Members have a Duty to:

1. Take reasonable care for your own health, safety and well-being.
2. Co-operate with DOWH on health & safety issues raised at organised events.

DOWH Insurance

All Members who are involved in Group activities are covered for Public Liability. DOWH are also covered for Products Liability, Employers Liability, *Legal Defence Costs (*Health and Safety at Work Act.) and Personal Accident (benefits have restrictions).

Appropriate Insurance cover must be renewed each year to cover DOWH requirements.

This policy and statement were approved by the Trustees on  24 May 2022.

Please refer to Language Policy approved by Trustees on 27th April 2026.

Please refer to Privacy Policy approved on 27th April 2026.

Safeguarding Policy

1. Purpose

Safeguarding and promoting the welfare of children and adults at risk from abuse or neglect.

This policy defines how DOWH operates to safeguard children, young people and adults at risk of abuse or neglect. DOWH has a duty of care and are committed to the protection and safety of everyone including children, young people and adults at risk who participate in our activities and events. We also have a duty to safeguard and support our trustees, members and volunteers.

2. Definitions

Children and young people are defined as those persons aged under 18 years old. This policy will apply to all staff, contractors and volunteers and will be used to support their work. Safeguarding and promoting the welfare of children is defined as:

a) protecting children from maltreatment

b) preventing impairment of children’s health and development

c) ensuring that children grow up in circumstances consistent with the provision of safe and effective care

d) taking action to enable all children to have the best outcomes.

Adult at risk of abuse or neglect

For the purposes of this policy, adult at risk refers to someone over 18 years old who, according to paragraph 14.2 of the Care Act 2015: Section 126 of the Social Services and Well-being (Wales) Act 2014

a) has care and support needs

b) is experiencing, or is at risk of, abuse or neglect

c) because of their care and support needs is unable to protect himself or herself against the abuse or neglect or the risk of it.

If someone has care and support needs but is not currently receiving care or support from a health or care service, they may still be an adult at risk.

3. Persons affected

All trustees, members and volunteers.

All those attending any activity or event.

4. Policy principles

There can be no excuses for not taking all reasonable action to protect adults at risk of abuse, exploitation, radicalisation, and mistreatment. All citizens of the United Kingdom have their rights enshrined within the Human Rights Act 1998. People who are eligible to receive health and community care services may be additionally vulnerable to the violation of these rights by reason of disability, impairment, age, or illness.

DOWH has a zero-tolerance approach to abuse.

DOWH recognises that under the Social Services and Well-being (Wales) Act 2014 Care Act 2014, it has a duty for the care and protection of adults who are at risk of abuse. It also recognises its responsibilities for the safety and care of children under the Children Act 1989 and 2004.

DOWH is committed to promoting wellbeing, harm prevention and to responding effectively if concerns are raised.

DOWH is aware of the work of support organisations on the development and implementation of procedures for the protection of adults vulnerable from abuse. The policy is about stopping abuse where it is happening and preventing abuse where there is a risk that it may occur.

DOWH Trustees are committed to the following principles:

a) The welfare of the child, young person or adult at risk is paramount

b) All children, young people and adults at risk have the right to protection from abuse

c) Safeguarding is everyone’s responsibility: for services to be effective each professional and organisation should play their full part; and

d) All suspicions and allegations of abuse must be properly reported to the relevant internal and external authorities and dealt with swiftly and appropriately.

5. Procedures

All Trustees will have signed the Trustee Statement of Eligibility form for trustees which includes a declaration that they have no convictions in relation to abuse.

a) All Trustees and members will familiarise themselves with safeguarding responsibilities, undertake training on safeguarding issues including whistleblowing where it is available and offered by their local safeguarding board/partnership or other local support organisation and ensure that they understand the principles set out in this policy at 3 above.

b) All Trustees will work together to promote a culture that enables issues about safeguarding and promoting welfare to be addressed.

c) The Trustees are held ultimately and collectively responsible for safeguarding matters within DOWH, regardless of any roles or tasks they assign to others. They must ensure that a serious incident report, which may be about a safeguarding issue or another serious threat to the organisation, is made to the Charity Commission in a timely fashion.

d) All Trustees, helpers or other volunteers will not have unsupervised access to children or adults at risk unless they have a specific and written responsibility to do so, and for which they will be appropriately vetted.

e) A Trustee will be appointed to be responsible for child and adult at risk safeguarding matters. This person will have responsibility for reporting concerns that arise, as a matter of urgency, to the relevant safeguarding agency. The named person is Rosemary Brotherton, (telephone 07925316937, email) who will follow the guidance of the Wales Safeguarding Procedures www.safeguarding.wales for the fulfilment of this role.

f) All suspicions or allegations of abuse against a child or adult at risk will be taken seriously and dealt with speedily and appropriately. The appointed person will know who to contact and where to go for support and advice in relation to an allegation, a concern about the quality of care or practice or a complaint. The appointed person must be prepared to make a safeguarding report to the local authority where there is “reasonable cause to suspect” that a child or adult at risk is suffering or likely to suffer, abuse, neglect or harm.

g) In compliance with www.safeguarding.wales, all individuals who are at risk of, or suffering abuse, neglect or harm, known to DOWH, will be engaged in a conversation regarding their consent for a safeguarding report to be made. This report will identify them and describe the situation, and will be shared with the local authority social services department. The report may trigger action by social services to protect the individual. In all cases, the individual will be kept informed of actions taken by DOWH and what will happen next. When the individual is a child, it is the responsibility of the adult to protect the child and so may make a safeguarding report without their consent to ensure their protection.

h) Where an adult withholds consent (an assumption of their mental capacity to do so must be assumed) a report may be made if either of the following exceptions apply; the situation strongly suggests that the likely perpetrator has access to other similarly at risk people; the individual appears to be under the undue influence, pressure, threat or control, of a person who would discourage them from giving their consent.

i) An allegation may relate to a person who works with children or adult at risk who has:

    i) behaved in a way that has harmed a child or adult at risk or may have harmed a child or adult at risk.

    ii) possibly committed a criminal offence against or related to a child or adult at risk; or

    iii) behaved towards a child or children or adult at risk in a way that indicates they may pose a risk of harm to children.

    iv) Reporting of such persons should be in compliance with Safeguarding Wales to the Local Authority Designated Officer.

5.1 Informal procedure

Should a member have an issue of concern, they should raise the matter informally with DOWH Named Person. However, if the informal procedure fails to deal with the issue, then the formal procedure should be invoked.

5.2 Formal procedure

Stage one: Where it proves impossible to reach a mutually agreeable solution to a grievance by informal means, the member should put their grievance in writing to DOWH Named person.

Stage two: The DOWH Named Person must invite the member to attend a meeting to discuss the grievance. The member has a right to be accompanied by another member or supporter. The meeting should be held within 14 days and at a time and place that is reasonable for those concerned. The DOWH Named Person will give careful consideration to the grievance before reaching a decision. After the meeting, the DOWH Named Person will inform the member of their decision, in writing, within 21 days of the meeting. The letter will also inform the member of their right to appeal against the decision.

Stage three: If the member is unhappy with the decision made after the grievance hearing, the member must inform the DOWH Named Person who made the decision of their wish to appeal.

Arrangements will be made, as promptly as possible, for an appeal meeting to be conducted by three Trustees, who are independent of the issue under scrutiny. The member will be reminded of their right to be accompanied at the appeal meeting.

After hearing the appeal, the relevant trustee/s will inform the member of their decision in writing within 21 days of the appeal meeting. The decision of the appeal is final.

Whilst it is intended that the timescales set in the procedures will be adhered to, when this is not possible an extension may be mutually agreed.

This policy was approved by the Trustees on 24 May 2022.