Office Address:
Unit 305b Wenta Business Centre, Colne Way, Watford WD24 7ND
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At Boundless Saturday and Holiday Clubs we respect the privacy of the children attending the Club and the privacy of their parents or carers, as well as the privacy of our staff. Our aim is to ensure that all those using and working at Boundless Care can do so with confidence that their personal data is being kept secure.

Our lead person for data protection is Shobhana Verma. The lead person ensures that the Club meets the requirements of the GDPR, liaises with statutory bodies when necessary, and responds to any subject access requests.


Within the Club we respect confidentiality in the following ways:

  • We will only ever share information with a parent about their own child.
  • Information given by parents to Club staff about their child will not be passed on to third parties without permission unless there is a safeguarding issue (as covered in our Safeguarding Policy)
  • Concerns or evidence relating to a child’s safety, will be kept in a confidential file and will not be shared within the Club, except with the designated Child Protection Officer and the manager.
  • Staff only discuss individual children for purposes of planning and group management.
  • Issues relating to the employment of staff, whether paid or voluntary, will remain confidential to those making personnel decisions
  • All personal data is stored securely in a lockable file / on a password protected computer / passcode-locked phone.
  • Students on work placements and volunteers are informed of our Data Protection policy and are required to respect it.

Information that we keep

The items of personal data that we keep about individuals are documented on our personal data matrix. The personal data matrix is reviewed annually to ensure that any new data types are included.

Children and parents: We hold only the information necessary to provide a specialist Saturday and/or holiday club service for each child. This includes child registration information, medical information, parent contact information, attendance records, incident and accident records and so forth. Our lawful basis for processing this data is fulfilment of our contract with the child’s parents. Our legal condition for processing any health-related information about a child, is so that we can provide appropriate care to the child. Once a child leaves our care we retain only the data required by statutory legislation and industry best practice, and for the prescribed periods of time. Electronic data that is no longer required is deleted and paper records are disposed of securely.

Staff: We keep information about employees in order to meet HMRC requirements, and to comply with all other areas of employment legislation. Our lawful basis for processing this data is to meet our legal obligations. Our legal condition for processing data relating to an employee’s health is to meet the obligations of employment law. We retain the data after a member of staff has left our employment for the periods required by statutory legislation and industry best practice, then it is deleted or destroyed as necessary.

Sharing information with third parties

We will only share child information with outside agencies on a need-to-know basis and with consent from parents, except in cases relating to safeguarding children, criminal activity, or if required by legally authorised bodies (e.g. Police, HMRC, etc.). If we decide to share information without parental consent, we will record this in the child’s file, clearly stating our reasons.

We will only share relevant information that is accurate and up to date. Our primary commitment is to the safety and well-being of the children in our care.

Some limited personal information is disclosed to authorised third parties we have engaged to process it, as part of the normal running of our business, for example in order to take online bookings, and to manage our payroll and accounts. Any such third parties comply with the strict data protection regulations of the GDPR.

Subject access requests

  • Parents/carers can ask to see the information and records relating to their child, and/or any information that we keep about themselves.
  • Staff and volunteers can ask to see any information that we keep about them.
  • We will make the requested information available as soon as practicable, and will respond to the request within one month at the latest.
  • If our information is found to be incorrect or out of date, we will update it promptly.
  • Parents /carers can ask us to delete data, but this may mean that we can no longer provide care to the child as we have a legal obligation to keep certain data. In addition, even after a child has left our care we have to keep some data for specific periods so won’t be able to delete all data immediately.
  • Staff and volunteers can ask us to delete their data, but this may mean that we can no longer employ them as we have a legal obligation to keep certain data. In addition, even after a staff member has left our employment we have to keep some data for specific periods so won’t be able to delete all data immediately.
  • If any individual about whom we hold data has a complaint about how we have kept their information secure, or how we have responded to a subject access request, they may complain to the Information Commissioner’s Office (ICO).


We comply with the requirements of the General Data Protection Regulation (GDPR), regarding obtaining, storing and using personal data.

This policy was adopted by: Boundless Care Updated: 01.11.2019
To be reviewed: Annually or as and when needed

Written in accordance with the Statutory Framework for the Early Years Foundation Stage (2017): Safeguarding and Welfare Requirements: Information and records [3.68 -3.71]

Boundless Care considers health and safety to be of utmost importance. We comply with The Health and Safety at Work Act 1974 and the Workplace (Health, Safety and Welfare) Regulations 1992 at all times.

The Club has appropriate insurance cover, including Employer’s liability insurance and Public liability insurance.

Each member of staff follows the Boundless Care’s Health and Safety policy and is responsible for:

  • Maintaining a safe environment
  • Taking reasonable care for the health and safety of themselves and others attending the Club
  • Reporting all accidents and incidents which have caused injury or damage or may do so in the future
  • Undertaking relevant health and safety training when required to do so by the manager.

Any member of staff who disregards safety instructions or recognised safe practices will be subject to disciplinary procedures.

Responsibilities of the registered person

The registered person for the setting holds ultimate responsibility and liability for the safe operation of the Club. The registered person will ensure that:

  • They nominate a Health and Safety Officer. The designated health and safety officer is Shobhana Verma
  • A copy of the current Health and Safety At work poster is displayed
  • All staff receive information on health and safety matters, and receive training where necessary
  • The Health and Safety policy and procedures are reviewed regularly
  • Staff understand and follow health and safety procedures
  • Resources are provided to meet the Club’s health and safety responsibilities
  • All accidents, incidents and dangerous occurrences are properly reported and recorded. This includes informing Ofsted, child protection agencies and the Health and Safety Executive under RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995) where appropriate.
  • All reported accidents, incidents and dangerous occurrences are reviewed, so that preventative measures can be taken.

Responsibilities of the manager

The Club’s manager is responsible for ensuring that at each session:

  • Premises are clean, well lit, adequately ventilated and maintained at an appropriate temperature
  • All the Club’s equipment is safely and securely stored.
  • Children are only allowed in the kitchen if properly supervised (e.g. for a cooking activity)
  • A working telephone is available on the premises at all times
  • Chemicals and cleaning materials are stored appropriately, and in accordance with COSHH data sheets.
  • External pathways are cleared in severe weather
  • Daily environment checks are carried out in accordance with our Risk Assessment policy.


Children are not allowed to leave the Club premises during the session unless prior permission has been given by the parents.

During Club sessions all external doors are kept closed, with the exception of fire doors. Staff monitor the entrances and exits to the premises throughout the session.

All visitors to the Club must sign the Visitor Log and give the reason for their visit. Visitors will never be left alone with the children.

Security procedures will be regularly reviewed by the manager, in consultation with staff and parents.

Toys and equipment

All furniture, toys and equipment are kept clean, well maintained and in good repair. We select toys, equipment and resources with care, and we carry out risk assessments before the children are allowed to use them. Broken toys and equipment are disposed of promptly.

We ensure that any flammable equipment is stored safely.

Food and personal hygiene

Staff at the Boundless Saturday and Holiday Clubs maintain high standards of personal hygiene, and take all practicable steps to prevent and control the spread of infection.

  • A generally clean environment is maintained at all times.
  • Toilets are clean and soap and hand drying facilities are always available.
  • Staff are trained in food hygiene and follow appropriate guidelines
  • Waste is disposed of safely and all bins are kept covered.
  • Staff ensure that children wash their hands before handling food or drink and after using the toilet.
  • Cuts and abrasions (whether on children or staff) are kept covered.

Dealing with body fluids

Spillages of blood, vomit, urine and faeces will be cleaned up immediately in accordance with our Intimate Care policy.

Staffing levels

Staff ratios and levels of supervision are always appropriate to the number, ages and abilities of the children present, and to the risks associated with the activities being undertaken. A minimum of two members of staff are on duty at any time.

This policy was adopted by: Boundless Care Updated: 1/11/2019
To be reviewed: Annually or as and when needed Signed:

Written in accordance with the Statutory Framework for the Early Years Foundation Stage (2017): Safeguarding and Welfare Requirements: Safety and suitability of premises, environment and equipment [3.54-3.64].

Boundless Care acknowledges the duty of care to safeguard and promote the welfare of children and young people and recognises that the welfare and interests of children are paramount in all circumstances. The organisation is committed to ensuring that its safeguarding practice reflects statutory responsibilities, government guidance and complies with and promotes best practice.

This policy applies to all staff, including Directors, Senior managers, paid staff, volunteers, sessional workers, agency staff, students or anyone working on behalf of Boundless Care.

Purpose of a Safeguarding/ Child Protection Policy:

  • To protect children and young people who receive Boundless Care’s services.
  • To provide staff and volunteers with the overarching principles that guide our approach to safeguarding and child protection.

The definition of a child for the purpose of this document is anyone under the age of 18 years.

We believe that children and young people should never experience abuse of any kind and recognise our responsibility to promote the welfare of children and young people and to keep them safe as enshrined in the Children Act 1989. We aim to ensure that regardless of age, ability or disability, gender reassignment, race, religion or belief, sex or sexual orientation, socio-economic background, all children.

  • have a positive and enjoyable experience at Boundless Care in a safe and child-centred environment.
  • are protected from abuse and kept safe at all times i.e. both whilst participating in the activities provided by the organisation or outside of the activity.

At Boundless Care, we acknowledges that some children are additionally vulnerable to abuse because of the impact of previous experiences, their level of dependency, communication needs, disability, or those from ethnic minority communities, other issues and accept the responsibility to take reasonable and appropriate steps to ensure their welfare. We also recognise that working in partnership with children, young people, their parents, carers and other agencies is essential in promoting young people’s welfare.

We will seek to keep the children and young people safe by:

  • Valuing them, listening to them and respecting them
  • Appointing a Designated Safeguarding Officer (DSO) and a Deputy for children and young people,
  • Adopting child protection and safeguarding practices through procedures and a code of conduct for staff and volunteers
  • Developing and implementing an effective e-safety policy and related procedures.
  • Read more

At our Saturday and Holiday Clubs we aim to work in partnership with parents to deliver a high quality service for everyone. If for any reason we fall short of this goal, we would like to be informed in order to amend our practices for the future. Our complaints policy is displayed on the premises at all times. Records of all complaints are kept for at least three years. A summary of complaints is available for parents on request.

The manager is usually responsible for dealing with complaints. If the complaint is about the manager, the registered person or other senior member of staff will investigate the matter. Any complaints received about staff members will be recorded on an Incident log and a Complaints log will be completed. Any complaints made will be dealt with in the following manner:

Stage one

    Complaints about aspects of Club activity:
  • The manager will discuss the matter informally with the parent or carer concerned and aim to reach a satisfactory resolution.
  • Complaints about an individual staff member:
  • If appropriate the parent will be encouraged to discuss the matter with staff concerned.
  • If the parent feels that this is not appropriate, the matter will be discussed with the manager, who will then discuss the complaint with the staff member and try to reach a satisfactory resolution.

Stage two

If it is impossible to reach a satisfactory resolution to the complaint through informal discussion, the parent or carer should put their complaint in writing to the manager. The manager will: Acknowledge receipt of the letter within 7 days.

Investigate the matter and notify the complainant of the outcome within 28 days.

Send a full response in writing, to all relevant parties, including details of any recommended changes to be made to the Club’s practices or policies as a result of the complaint.

Meet relevant parties to discuss the Club’s response to the complaint, either together or on an individual basis.

If child protection issues are raised, the manager will refer the situation to the Club’s Child Protection Officer, who will then contact the Local Authority Designated Officer (LADO) and follow the procedures of the Club’s Safeguarding Policy. If a criminal act may have been committed, the manager will contact the police.

Making a complaint to Ofsted

Any parent or carer can submit a complaint to Ofsted about Boundless Clubs at any time. Ofsted will consider and investigate all complaints. Ofsted’s address is: Ofsted, Piccadilly Gate, Store Street, Manchester M1 2WD

Telephone: 0300 123 1231 (general enquiries)

0300 123 4666 (complaints)

This policy was adopted by: Boundless Care Updated: 01.11.2019
To be reviewed: Annually or as and when needed Signed:

Written in accordance with the Statutory Framework for the Early Years Foundation Stage (2017): Safeguarding and Welfare Requirements: Complaints [3.74-3.75].

If a child attending Boundless Care’s Saturday or Holiday Clubs requires prescription medication of any kind, their parent or carer must complete a Permission to Administer Medication Form in advance. Staff at the Club will not administer any medication without such prior written consent.

Ideally children should take their medication before arriving at the Club. If this is not possible, children will be encouraged to take personal responsibility for their medication, if appropriate. If children carry their own medication (e.g. asthma inhalers), the Club staff will offer to keep the medication safe until it is required. Inhalers must be labelled with the child’s name.

Boundless Care staff can only administer medication that has been prescribed by a doctor, dentist, nurse or pharmacist. However, if a medicine contains aspirin we can only administer it if it has been prescribed by a doctor. All medication provided must have the prescription sticker attached which includes the child’s name, the date, the type of medicine and the dosage.

A designated staff member will be responsible for administering medication or for witnessing self-administration by the child. The designated person will record receipt of the medication on a Medication Log, will check that the medication is properly labelled, and will ensure that it is stored securely during the session.

Before any medication is given, the designated person will:
  • Check that the Club has received written consent
  • Ask another member of staff to witness that the correct dosage is given.
When the medication has been administered, the designated person must:
  • Record all relevant details on the Record of Medication Given Form
  • Ask the child’s parent or carer to sign the form to acknowledge that the medication has been given.

When the medication is returned to the child’s parent or carer, the designated person will record this on the Medication Log.

If a child refuses to take their medication, staff will not force them to do so. The manager and the child’s parent or carer will be notified, and the incident recorded on the Record of Medication Given Form.

Certain medications require specialist training before use, e.g. Epi Pens. If a child requires such medication the manager will arrange appropriate training as soon as possible. It may be necessary to absent the child until such training has been undertaken. Where specialist training is required, only appropriately trained staff may administer the medication.

A child’s parent or carer must complete a new Permission to Administer Medication Form if there are any changes to a child’s medication (including change of dosage or frequency).

If a child suffers from a long term medical condition the Club will ask the child's parents to provide a medical care plan from their doctor, to clarify exactly what the symptoms and treatment are so that the Club has a clear statement of the child's medical requirements.

This policy was adopted by: Boundless Care Updated: 01.11.2019
To be reviewed: Annually or as and when needed Signed:

Written in accordance with the Statutory Framework for the Early Years Foundation Stage (2017): Safeguarding and Welfare Requirements: Health [3.45-3.46]

Boundless Care recognises the importance of having robust systems in place to ensure the safe arrival and departure of the children in our care.

The Club manager will ensure that an accurate record is kept of all children in the Club, and that any arrivals or departures are recorded in the Session Register. The Session Register is kept in an accessible location on the premises at all times. In addition, we conduct regular headcounts during the session.


Our staff will greet each child warmly on their arrival at the Club and will record the child’s attendance in the Session Register straightaway, including the time of arrival.


  • Staff will ensure that parents or carers sign children out before they leave, including the time of collection.
  • After the child has been signed out of the club by their parents/carers, the safety and supervision of the child is their parents’/carers responsibility.
  • Children are collected by their parent(s) /guardian /carer.
  • In exceptional circumstances, if the parent requires another person to collect their child, the child’s parents or carers must inform the Club in advance and provide a description of the person/photograph and a Password that they will use. If the manager has any concerns regarding the person collecting he/she will contact the main parent or carer for confirmation.
  • The parent or carer must notify the Club if they will be late collecting their child. If the Club is not informed, the Uncollected Children policy will be followed.
  • Children will not be allowed to leave the Club unaccompanied.


  • If a child is going to be absent from a booked session, parents should notify the Club in advance.
  • If a child is absent without explanation, staff will contact the parents or carers to check where the child should be.
  • Any cancellations within 24 hours (except sickness) and ‘no shows’ will be charged for the session.
This policy was adopted by: Boundless Care Updated: 01.11.2019
To be reviewed: Annually or as and when needed Signed:

Written in accordance with the Statutory Framework for the Early Years Foundation Stage (2017): Safeguarding and Welfare Requirements: Safety and suitability of premises, environment and equipment [3.62, 3.64]; and Information and records [3.76]

At Boundless Saturday and Holiday Clubs, we are always alert to the possibility that children can go missing during sessions. To minimise the risk of this happening staff will carry out periodic head counts, particularly if transporting children between locations.

If a child cannot be located, the following steps will be taken:
  • All staff will be informed that the child is missing.
  • Staff will conduct a thorough search of the premises and surrounding area.
  • After 10 minutes the police will be informed. The manager will then contact the child’s parents or carers.
  • Staff will continue to search for the child whilst waiting for the police and parents to arrive.
  • We will maintain as normal a routine as possible for the rest of the children at the Club.
  • The manager will liaise with the police and the child’s parent or carer.

The incident will be recorded in the Incident Log. A review will be conducted regarding this and any other related incidents along with relevant policies and procedures. We will identify and implement any changes as necessary.

Useful numbers

Police /Child Abuse Investigation Unit CAIU: 999 in an emergency or 0845 33 00 222

Social Care/Children services: 0300 123 4043 (including out of hours)

Ofsted: 0300 123 1231