Policies and Procedures

The Perceval Institute (Reg Charity No 287423) and its Management Committee

Standard conditions of supply

These conditions apply to all agreements for the supplier property and equipment by the Institute to that hirer
The trust may require a credit application from the hirer

Duration

The hire will commence at the time agreed and finish at the time agreed
All entertainment will finish at the time agreed and always prior to11 PM and the property will be vacated on completion and keys returned to the collection point within 15 minutes of completion

Price

The price quoted will apply to the agreement and must be paid in advance, unless special terms are agreed in writing

Payment terms

The charge for hire will be agreed on confirmation of the hire agreement
The hirer may be asked to pay a deposit of £100 to book the hall and must pay the hire charge at least two weeks prior to the agreed hire.
The Institute will repay the security deposit upon satisfactory completion of the hire and the observance of the terms and conditions

Property and equipment

The Institute agrees to hire the hall and toilet areas and any associated equipment in these areas. This includes chairs and tables.
The Institute advises that the hirer is responsible for obtaining and purchasing any licence for the consumption of alcohol. The hirer is also responsible for ensuring all guests behave in a proper manner following the consumption of alcohol
The Institute agrees to hire the kitchen and any associated equipment for the heating and serving of food only
The Institute agrees to supply electricity for heating lighting and entertainment equipment for which they may be a separate charge. If applicable this would be mentioned at the time of booking.
The Institute agrees hirer and guests may have free use of the car park area and all vehicles must be parked on the tarmac area.
The hirer must ensure care is taken not to damage doorways, floors, walls, etc. When moving entertainment and other equipment into and from the Institute. The hirer shall remain responsible for any damages and the consequences
The hirer may install additional equipment, such as children’s bouncy castles, but must ensure that these are fully insured and supply the operators certificate of insurance when requested

Cleanliness

The hirer is responsible for the cleanliness of the institute after use. Tables are to be wiped clean using the proprietary cleaner and micro cloths (found in kitchen) and returned to the storage area and chairs where originally found. The hall and kitchen are to be left in the condition they were found if necessary floors should be brushed or mopped (kitchen only). All empty bottles cans food and rubbish are to be removed from the premises by the hirer

Noise and nuisance

The hirer must ensure that guests do not congregate outside the main doors. The main entrance doors must be closed at all time to restrict noise and nuisance for the surrounding neighbourhood.
The hirer must ensure any noise that should be of a level which could not disturb local residents.

Security

The hirer is responsible for ensuring that the property is left in a secure state on completion. All doors and windows including fire doors must be left secure and all lights must be turned off on departure. The air conditioning / heating is self operated and to be turned off prior to leaving as per instructions.

Perceval Institute management committee 1st March 2017

Emergency plan for the temporary responsible person

As responsible person for the event or function etc., you have legal duties with regards to the safety of those persons assisting or attending the event.

Before the event or function you should be aware of:

What fire protection systems are present – how a fire will be detected – how people will be warned if there is a fire – what staff or you should do if they discover a fire – how the evacuation of the premises should be carried out.
Where people should assemble after they have left the premises and procedures for checking whether the premises have been evacuated.
Identification of key escape routes and exits, how people can gain access to them and escape to a place of safety.
Arrangements for fighting fire – specific arrangements, if necessary – for high fire risk areas.
How the fire and rescue service and any other necessary services will be called.
Procedure is for meeting the fire and rescue service on their arrival and notifying them of any special risks, e.g. The location of flammable Materials.
What instruction employees or helpers need and the arrangements for ensuring that this training/ information is given.
Limitation on numbers of people.
Exit doors which are required to be in the open position and secure – checking that all escape routes are clear of obstructions and combustibles.

Before the event or function you should decide:

The arrangements for fighting the fire – the arrangements for means of escape for disabled persons.
The duties and identity of staff who have specific responsibilities if there is a fire.
The arrangements for the safe evacuation of people identified as being especially at risk, such as, contractors those with disabilities, children, members of the public and visitors.
How you will proceed if life safety systems are out of order.
Who will be responsible for calling the fire and rescue service and any other necessary services.
Who will meet the fire and rescue service on their arrival and notifying them of any special risks e.g. the location of flammable materials; and
Your plans to deal with people once they have left the premises, especially children.

At the start of the event or function you should notify all those present about:

The smoking policy – the emergency warning signal – who is supervising and how to identify them –
Location of exits and escape routes
Taking only valuables immediately to hand but not to go to collect other belongings.
The location of Front assembly points – and what will happen after that (e.g. re-entry to the building)

During the event or function you should ensure that:

Escape routes and exits do not become blocked.
Smoking policy is adhered to.
No naked flames are started (unless authorised e.g. Candles)
Where naked flames are present that combustible material is kept clear.
Rooms do not become overcrowded – noise levels cannot drown out the shouted fire alarm –
If necessary, the number of persons in your premises is limited or controlled.

The trustees of the charity and the institute management committee does not accept liability for accidents caused by play or entertainment equipment brought onto the premises, e.g. bouncy castles or sound systems. Parents are advised to check with the hirer regarding public liability Insurance.

Perceval Institute Management Committee in March 2017

The Perceval Institute is committed to encouraging equality, diversity and inclusion among our workforce, and eliminating unlawful discrimination.

The aim is for our workforce to be truly representative of all sections of society and our customers, and for each employee to feel respected and able to give their best.

The organisation – in providing goods and/or services and/or facilities – is also committed against unlawful discrimination of customers or the public.

Our policy’s purpose

This policy’s purpose is to:

1. Provide equality, fairness and respect for all in our employment, whether temporary, part-time or full-time

2. Not unlawfully discriminate because of the Equality Act 2010 protected characteristics of:

age
disability
gender reassignment
marriage or civil partnership
pregnancy and maternity
race (including colour, nationality, and ethnic or national origin)
religion or belief
sex
sexual orientation

3. Oppose and avoid all forms of unlawful discrimination. This includes in:

pay and benefits
terms and conditions of employment
dealing with grievances and discipline
dismissal
redundancy
leave for parents
requests for flexible working
selection for employment, promotion, training or other developmental opportunities

Our commitments

The organisation commits to:
1. Encourage equality, diversity and inclusion in the workplace as they are good practice and make business sense

2. Create a working environment free of bullying, harassment, victimisation and unlawful discrimination, promoting dignity and respect for all, and where individual differences and the contributions of all staff are recognised and valued.

This commitment includes training managers and all other employees about their rights and responsibilities under the equality, diversity and inclusion policy. Responsibilities include staff conducting themselves to help the organisation provide equal opportunities in employment, and prevent bullying, harassment, victimisation and unlawful discrimination.

All staff should understand they, as well as their employer, can be held liable for acts of bullying, harassment, victimisation and unlawful discrimination, in the course of their employment, against fellow employees, customers, suppliers and the public

3. Take seriously complaints of bullying, harassment, victimisation and unlawful discrimination by fellow employees, customers, suppliers, visitors, the public and any others in the course of the organisation’s work activities.

Such acts will be dealt with as misconduct under the organisation’s grievance and/or disciplinary procedures, and appropriate action will be taken. Particularly serious complaints could amount to gross misconduct and lead to dismissal without notice.

Further, sexual harassment may amount to both an employment rights matter and a criminal matter, such as in sexual assault allegations. In addition, harassment under the Protection from Harassment Act 1997 – which is not limited to circumstances where harassment relates to a protected characteristic – is a criminal offence.

4. Make opportunities for training, development and progress available to all staff, who will be helped and encouraged to develop their full potential, so their talents and resources can be fully utilised to maximise the efficiency of the organisation.

5. Make decisions concerning staff being based on merit (apart from in any necessary and limited exemptions and exceptions allowed under the Equality Act).

6. Review employment practices and procedures when necessary to ensure fairness, and also update them and the policy to take account of changes in the law.

7. Monitor the make-up of the workforce regarding information such as age, sex, ethnic background, sexual orientation, religion or belief, and disability in encouraging equality, diversity and inclusion, and in meeting the aims and commitments set out in the equality, diversity and inclusion policy.

Monitoring will also include assessing how the equality, diversity and inclusion policy, and any supporting action plan, are working in practice, reviewing them annually, and considering and taking action to address any issues.

Agreement to follow this policy

The equality, diversity and inclusion policy is fully supported by the management committee and has been shared with all our unpaid volunteers and part time cleaner.

Our disciplinary and grievance procedures

Details of the organisation’s grievance and disciplinary policies and procedures can be found at The Institute. This includes with whom an employee should raise a grievance – usually their line manager.

Use of the organisation’s grievance or disciplinary procedures does not affect an employee’s right to make a claim to an employment tribunal within three months of the alleged discrimination.

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Introduction

This privacy policy explains how we use any personal information we collect about you when you use this website.

Topics:

Who we are
What information do we collect about you?
How will we use the information about you?
How we protect your data
Who we share your data with
How long we retain your data
Access to your information and correction
Where we send your data
Children
Cookies
Links to other websites
Changes to our privacy policy
Your contact information

Who we are

The data controller is The Perceval Institute

Our contact email address is secretary@thepercevalinstitute.uk

Our website address is https://www.thepercevalinstitute.uk.

What information do we collect about you?

We collect information about you when you register with us or place an order for products or services. We also collect information when you voluntarily complete surveys or provide feedback. Website usage information is collected using cookies.

We may collect data about you in the following ways:

If you contact us, we may keep a record of that correspondence.
Visiting our website, including, but not limited to traffic data, location data and other communication data required for our own security, diagnostic and authorization.
Registering for a User Account
Some website pages may allow visitors to leave comments. If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

While not actively collected, we may store any other personal information that you may disclose during support requests or emails.

How will we use the information about you?

We collect information about you to process your order, manage your account and, if you agree, to email you about other products and services we think may be of interest to you.

We use your information collected from the website to personalise your repeat visits to our website.

In processing your order, we may send your details to, and use information from credit reference agencies and fraud prevention agencies.

The Perceval Institute will not share your information with 3rd parties. We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.

How we protect your data

We are committed to ensuring that your information is secure. To prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

We use safe protocols for communication and transferring data (such as HTTPS). We monitor our systems for possible vulnerabilities and attacks.

Even though we try our best we cannot guarantee the security of information. However, we promise to notify suitable authorities of data breaches. We will also notify you if there is a threat to your rights or interests. We will do everything we reasonably can to prevent security breaches and to assist authorities should any breaches occur.

Please Note: If you have an account with us, you must keep your username and password secret.

Who we share your data with

Like many websites we use a number of third-party services for functionality, such as hosting services. All the suppliers have been carefully selected to ensure they provide suitable protections under GDPR.

We use ICT Connect Ltd for web development and providing managed WordPress hosting service. In some instances, they also provide a managed service where they update the content on the website. ICT Connect use Microsoft Office 365 for document storage, email and collaboration. In some instances, your personal data may be stored on Office 365 servers, any data stored there is encrypted at rest and is controlled by us.

For 24/7 managed hosting services, ICT Connect Ltd use CloudNext who are UK-based with certification to ISO27001 standard. The hosting uses high performance hardware, high-speed memory and enterprise-class Solid state Drives (SSDs). The websites run under SSL (Secure Sockets Layer) which is the standard security technology for establishing an encrypted link between a web server and a browser. This link ensures that all data passed between the web server and browsers remain private and integral.

How long we retain your data

We only gather and process the minimal amount of personal data. Your data will be kept until it is no longer required for the purpose of its collection.

At the end of the retention period the data will either be deleted or anonymised so it can no longer be linked back to an individual.

Personal data linked to purchases or any other financial transaction are kept for a minimum of 6 years as required by UK law to retain financial data.

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

Access to your information and correction

You have the right to request a copy of the information that we hold about you.

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

For a copy of this information, please email us at secretary@thepercevalinstitute.uk We may make a small charge for this service. We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate.

Where we send your data

The data that we collect from you is stored in the UK, but it may be processed by staff operating outside the EEA (European Economic Area) who work for one of our suppliers. Such staff may be engaged in, among other things, the provision of support services.

We take all steps necessary to ensure that your data, regardless of where it is processed, is treated securely and in accordance with this privacy policy and the GDPR (General Data Protection Regulation) which includes certification to ISO27001 standard.

Children

We do not intend to collect or knowingly collect information from children. We do not target children with our services.

Cookies

Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity. Please review our cookie policy for more information.

Overall, cookies help us provide you with a better website, but in no way provides access to your computer or any information about you, other than the data you choose to share with us.

We collect IP address information under legitimate interest for security, diagnostics and statistical analysis of traffic used for improvements to performance and usability of our services.

We use cookies for the following purposes:

Necessary cookies – these cookies are required for you to be able to use some important features on our website, such as logging in. These cookies don’t collect any personal information.
Functionality cookies – these cookies provide functionality that makes using our service more convenient and makes providing more personalised features possible. For example, they might remember your name and e-mail in comment forms, so you don’t have to re-enter this information next time when commenting.
Analytics cookies – these cookies are used to track the use and performance of our website and services

For further information visit www.aboutcookies.org or www.allaboutcookies.org.

You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser. However, in a few cases some of our website features may not function as a result.

Some website pages may allow visitors to leave comments. If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

Registered Users

If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. When you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracing your interaction with the embedded content if you have an account and are logged in to that website.

Analytics

Like many websites we use Google Analytics to collect anonymous data about the users of our sites such as how often they visit, what pages they visit, what time they visit, how long the stay and what country they are visiting from.

We use this information to better understand how visitors find us and how they interact with our website. We can use this to adjust our website, to deliver a better user experience.

This data is collected using cookies and from your IP address

You can prevent Google Analytics from collecting this information by installing the google opt-out browser addon: https://tools.google.com/dlpage/gaoptout

To learn how Google uses data collected from our own and partner sites please see the following link: https://policies.google.com/privacy/partners?hl=en-GB&gl=uk

Links to other websites

Our website may contain links to other websites. This privacy policy only applies to this website so when you link to other websites you should read their own privacy policies.

Changes to our privacy policy

We keep our privacy policy under regular review and we will place any updates on this web page. This privacy policy was last updated on 25 May 2018.

Your contact information

Please contact us by email at secretary@thepercevalinstitute.uk if you have any questions about our privacy policy or information we hold about you.