Policies

Thames Explorer policies

Health and Safety policy

Site Pre-Visits

We recommend that you do a site pre-visit before your river trip. Please contact us in advance for help with planning this.

Please ring 020 8742 0057 or email info@thames-explorer.org.uk

If your school is going onto the foreshore, we recommend that you contact Thames Explorer to arrange a pre site pre-visit when the tide is low. We do not recommend you go onto the foreshore by yourself.

We can provide you with the following information

Directions, a map and travel information
Model risk assessments
Safety guidelines
Details of which areas of the site we will be using

Foreshore Health & Safety

We are the authors of the Health and Safety guidelines of the Thames foreshore.

Model Risk Assessments are available on request which you can base your risk assessment on
You will be sent health and safety advice attached to your confirmation email.
Safety guidelines for teachers bringing a class to the foreshore
Safety guidelines for teachers bringing a class to a riverbank programme

Links to downloads off this page – https://thames-explorer.org.uk/schools-and-universities/health-safety/

Waterborne disease

Children may come into contact with river water. River water contains various micro-organisms and there is a small possibility of contracting disease. Weil’s disease is uncommon in the UK but can be fatal if not treated promptly with antibiotics. Indicators are flu-like symptoms, vomiting, high temperature, persistent headaches and muscle pains. If any one of your party develops these symptoms within 3 weeks of a visit (although this is true at any time), please seek medical advice referencing river water and Weil’s disease.

Sustainability policy

To help the Thames Explorer Trust become more sustainable, we would like all visiting schools to reduce the amount of waste they produce when visiting our sites. We do not provide any rubbish bins at our sites to encourage you to reduce, reuse and recycle!

How to make your packed lunch eco-friendly, sustainable & healthy:

Remember the 4 Rs – refuse, reduce, reuse & recycle.
Use reusable bottles and packaging for food and drinks – no clingfilm or tinfoil.
Use reusable carriers (cloth bag, lunch box).
Use napkins that can be reused – no paper ones.
Bring reusable cutlery – no plastic forks or spoons.
Only compostable or recyclable items should be left over.
Use fresh, locally grown, seasonal, organic food and resist processed foods.
Don’t bring too much food, only bring what you can eat.

Further Information

For further information about eco-friendly, sustainable & healthy packed lunches please visit the links below:

Artefact policy

After seeing the wholesale removal of objects for profit from the foreshore in 2016, Thames Explorer put together their artefacts policy. It is important that we preserve the archaeology of the Thames foreshore for future generations. There are two considerations:

Morally

Removing artefacts from the foreshore not only deprives future generations of the experience of finding artefacts, it also deprives museums from being able to build the best possible picture of London’s past. Additionally, removing an artefact from its context (the foreshore) removes much of its value. In our experience, most artefacts removed from the foreshore simply end up being thrown away.

General legal

Items found on the foreshore belong to the PLA and may not be sold. Items which may be of value, either by the material which they are made from, or by their historical importance, must be reported to the portable antiquities scheme located at the Museum of London. If the item is deemed of importance it will be retained and recorded with the possibility of being returned. Items which are deemed very important may be retained by the Museum for assimilation into their, or another collection, for the benefit of the nation. As items found on the foreshore remain the property of the PLA at all times, neither you nor they will receive compensation. Any item exported overseas over the age of 50 years requires an export license. It is extremely important to respect the boundaries that our permit allows you to explore. There are several areas of the Thames foreshore which are designated of high historical importance and should not be explored without the appropriate permission – your guide will advise you at the start of the session.

Thames Explorer’s artefact policy

Thames Explorer has an agreement with the PLA to take groups onto the foreshore for the purposes of education. In accordance with their wishes, whilst visiting the foreshore under our supervision we do not allow digging or scraping or the use of metal detectors. Please limit your search to ‘eyes only’

Please do not take artefacts away from the foreshore. We encourage you to take photographs and make written notes and sketches of your ﬁnds indicating the date, location, size, material, appearance of the object and any other information you feel important.

If artefacts of historical importance are found, it is Thames Explorer Trust’s responsibility to pass them to the Museum of London for assessment.

Weather policy

Except for the conditions listed below, trips and events take place in all weathers. It is therefore important that everyone is dressed appropriately and is prepared for changing weather conditions. We will adapt programmes to the weather conditions as much as possible, but the order of activities may be governed by the tides. Please note that at Southwark and the Millennium Bridge we do not have any indoor facilities. It may be possible to seek shelter in nearby public buildings at the discretion of the owners.

Cancellations due to bad weather are very rare. Please speak to us first before assuming a trip is cancelled. If you decide to cancel or reschedule without having discussed the change with the office, you you may be liable to pay the full fee.

If the Met Office posts the following warnings (assuming sufficient advance notice) we will contact you to advise you how to proceed. If the conditions listed below occur at short notice, your guide (in conjunction with the teacher for school parties) will decide if it is acceptable to proceed.

Possible reasons we may be forced to cancel:

Snow – obscuring where to walk or place your feet
Severe ice – usually localised and decided at the time of accessing the foreshore
Very high winds – where there may be a danger of getting blown off access steps or from falling trees etc
Heavy fog – severely reducing visibility
Extreme heat
Lightning – this is usually assessed at the time of going onto the foreshore by our staff, in collaboration with participants

If your guide decides it is unsafe to proceed for any reason, please respect their experience. Do not attempt to access the foreshore by yourself. Your safety is of paramount importance.

Cancellation policy?

Please us know as soon as possible if you need to cancel or change your booking. Please ring us if your trip is very soon, otherwise email us. School cancellations must be done using the cancellation form found here. download a cancellation form.

You will not be charged for the visit if you cancel four weeks or more in advance of the date of your trip. If you cancel or reschedule after this time you may need to pay the full fee or a cancellation fee to cover our costs.

Child protection and safeguarding policy

Child Protection and Safeguarding Policy

The Thames Explorer Trust (TET) provides activities for visitors of all ages and abilities.

All children/young people and vulnerable adults who work with TET are accompanied by their own teacher, parent or carer. They work outside on the foreshore, on a boat or along the riverside. They may also take part in indoor activities, either at the Trust’s base in Chiswick or at one of our partner locations such as the Museum of London Docklands. A full list of the locations where we run trips can be found in the current schools’ brochure. All activities are led by paid, fully trained staff. Occasionally trained volunteers and/or work experience students assist with activities. This policy covers all of these situations.

TET recognises that the welfare and safety of the child/ young person/vulnerable adult is paramount. All children, young people and vulnerable adults regardless of age, disability, gender, racial heritage, religious belief, sexual orientation or identity, have the right to equal protection from all types of harm or abuse. We also understand that some children are additionally vulnerable because of the impact of previous experiences, their level of dependency, communication needs or other issues. We believe that working in partnership with children, young people, vulnerable adults, their parents, carers and their agencies is essential in promoting a person’s welfare.

TET has a responsibility to ensure a safe healthy environment for all children and adults. This policy applies to all staff, including senior managers and the board of trustees, paid staff, volunteers and sessional workers, agency staff, students or anyone working on behalf of TET. All staff and volunteers are responsible for reading and supporting this policy. This policy applies to all staff, including senior managers, the Trustees, volunteers and sessional workers, agency staff, students or anyone working on behalf of TET

This purpose of this policy is to provide protection to children and young people under the age of 18 and vulnerable adults who receive the services of TET. It is also to provide staff and volunteers with the overarching principles that guide our approach to safeguarding and child protection and guidance on procedures they should adopt in the event that they suspect a child or young person may be experiencing or at risk of harm.

The Policy

TET will:

Follow appropriate and careful recruiting and selection procedures to ensure the suitability of staff and volunteers who are applying to work with us especially directly with children
As far as practically possible follow up and verify references, personal checks and timelines
Provide effective management for staff and volunteers through supervision, support and training
Adopt child protection guidelines through procedures and a code of conduct for staff and volunteers
Share information about concerns with agencies which need to know, such as the police, NSPCC and social services.
Share information about child protection and good practice with children, young people, staff, parents and volunteers appropriately
Value, listen to and respect all children and others with whom we work
Behave in a way that will avoid any misunderstanding of motives or actions
Ensure appropriate action is taken in the event of any disclosure or concern. This could include physical or verbal evidence that a child is at risk (either before arrival or during their visit) or allegations made by a child. Cases of injury or concern will be reported following the established procedure of completing an incident/concerns form which will be submitted to the Trust’s Director and reported to the Board of Trustees.
Appoint a CP Officer who will be responsible for recording and storing information professionally and securely, and sharing information about safeguarding and good practice appropriately and maintaining confidential records regarding any investigation or report.
Create and maintain an anti-bullying environment and ensure our procedures help us deal effectively with any bullying that does arise.
Ensure that we have an effective complaints and whistle blowing measures in place
Ensure that we have procedures which minimise any opportunity for abuse or misconduct. This includes avoiding working with children in private or unobserved situations
Ensure that we provide a safe physical environment for our children, young people, staff and volunteers, by applying health and safety measures in accordance with the law and regulatory guidance.
Ensure all staff have the attached code of conduct and have signed to indicate they have read and understood the content.
Ensure all staff, volunteers and trustees are DBS checked upon recruitment. DBS checks will be renewed every 3 years or sooner if there are any concerns.
Ensure that any allegations/concerns of misconduct are made in writing to the Trust Director who will take appropriate action and who will report them immediately to the nominated trustee responsible for child protection.
Build a safeguarding culture where staff, volunteers, children, young people and their families, treat each other with respect and are comfortable about sharing concern.

Review

This policy will be reviewed each year by the Trustees at their meeting in the second quarter. Changes may additionally be made at any other time as deemed necessary and appropriate. Staff and volunteers will undertake training in child safeguarding as part of their induction and then every 3 years thereafter. The training will be a mixture of in-house and web based depending on the most appropriate material available at the time.

Contact details:

The Thames Explorer Trust, Pier House, Corney Reach Way, Chiswick, London W4 2UG

Email: simon@thames-explorer.org.uk
Telephone: 020 8742 0057
Designated Safeguarding Office:
The Thames Explorer Trust, Pier House, Corney Reach Way, Chiswick, London W4 2UG
Trust Director: Simon Clarke
Phone Number: 020 8742 0057
Nominated trustee for 2018/19: Jan Peek
Email: janpeek@btinternet.com

CEOP: www.ceop.police.uk

NSPCC Helpline: 080 800 5000

Approved by the board of trustees September 2018.To be reviewed April 2019.

Please note: This revision and updating of our policies has been drafted using the advice of the NSPCC in its factsheet Writing organisational child protection policies and procedures October 2016.

Photographic policy.

Photographic Policy

At TET we want to ensure that all visitors have a positive and enjoyable experience of actives provided by the Trust to enhance the individual’s learning and understanding of the Thames and its workings.

Our photographic policy should be read in conjunction with the Trust’s Child Protection Policy as it is part of keeping all children safe from abuse.

The photography policy will be sent out to all visiting schools, playschemes, community groups and families taking part in TET activities, in advance of their visit.

We ask that groups using TET agree to the following

Not to take photographs or videos of Thames Explorer staff without their permission
Any photographs taken by accompanying teachers will be used for educational purposes only.
Any photographs taken by Thames Explorer staff will be for education or promotional purposes only and will not include any names or personal details allowing identification.

No photography will be permitted by anyone other than by staff responsible for the children.
If a professional photographer is being used, permission will be sought from the schools or organisations involved so the Trust can be informed of anyone who does not give their permission for their photograph to be used.
Any parent wishing to take photos will need to ask permission of the group leader and ensure no pictures are taken of anyone who is not in their care.
It will be a requirement that no photographic images or videos in which an individual can be identified are published on the internet or social media without the recorded approval of Thames Explorer staff and the accompanying school leader.
No photographers will have unsupervised access to any child or children.

Approved by the board of trustees September 2018. To be reviewed April 2019. This policy will be reviewed each year by the Trustees at their meeting in the second quarter. Changes may additionally be made at any other time as deemed necessary and appropriate.

Data protection policy?

Thames Explorer Trust takes the protection of data very seriously. Where possible we try to use information which is already in the public domain and freely available on the internet. We only collect personal data when this is necessary to ensure the safe and smooth running of our activities or where explicit permission has been given for other purposes.

Data policy 2018

We teach people about the River Thames so that everyone can take part in planning a healthy future for the river. We want to give people opportunities to enjoy the river – on the towpath, on the foreshore and on boats. We operate across the tidal Thames from 11 partners’ sites and employ a range of freelance staff to deliver our educational activities.

How we collect personal data

Schools, universities and other educational groups
When you email us with an enquiry
When you call us on the telephone and give us your details
When you complete a group details form (educational groups)
When you sign up to receive our termly newsletter or other special email notices

The general public
When you make an online booking through Eventbrite to take part in one of our activities
When you email us to enquire about our activities

When you complete a booking form (private tours)

Other data
We also use databases for marketing purposes from sources such as websites which are in the public domain.

Why we collect personal data

General data

Thames Explorer does not store data without a legitimate purpose. Most of the data we collect does not identify an individual and refers to an organisation or general position within that organisation ie office@willimanspartners.zl We collect this data for several purposes:

To enable us to fulfil our contractual obligations for instance when processing a school booking or one of our family or adult education sessions.
To enable us to fulfil our obligations to charitable funders. Usually this will be in the form of collated data which does not identify an individual.
To comply with the record keeping requirements of government organisations including Companies House and the Charities Commission.
To enable us to satisfy the requirements of our financial inspection at the end of each year.
To enable us to pursue our legitimate interest ie inform relevant organisations of our activities by email or through postal advertising.

Personal data

Thames Explorer only stores personal data where it is necessary for the following purposes:

To enable us to fulfil our contractual obligations for instance the lead teacher’s name and mobile number to ensure a school trip runs smoothly or the contact details of the person who has booked places on one of our family or adult education sessions.
To enable us to fulfil our obligations to charitable funders. Permission to share personal data will be obtained from the individual concerned.

Information sharing

Thames Explorer never shares personal information with other parties for the purpose of advertising or promotion. Thames Explorer may use third-party data processors to store information on servers in different parts of the world i.e. cloud drives or event booking services. Where this is the case we have agreements to ensure your data is safe and secure and not shared with other organisations. Where personal information needs to be shared by us it is expressly for the following reasons:

To ensure that our teaching staff are fully aware of the needs of individuals
To ensure our staff can make provision for and carry out their responsibilities safely
Where our third-party partners require this information for the safe running of our activities under their operation eg The Museum of London, The London Museum of Water and Steam
To comply with any legal requirements.

Retention of data

Thames Explorer retains data only as long as is necessary or if express permission has been granted to retain it longer for instance if somebody wants to keep in touch with us via our newsletters. We retain:

Publicly accessible data such as the address and telephone number of a school or other organisation for up to 7 years in order to comply with HMRC requirements.
Personal information i.e. where a named person has supplied a personal mobile telephone number or personal email address or provided personal details for instance information regarding disabilities etc will be stored only for as long as necessary to carry out our contractual obligations.
In the case of school visits or family or adult education trips, personal data will be destroyed within one month of the trip taking place and once full payment for services has been received.
Names and email addresses of individuals will be retained for up to 2 years if consent is given in writing to Thames Explorer by for instance opting into our newsletter bulletins or by giving written permission for us to keep in contact.

Methods of data storage

Thames Explorer may store data in several ways:

Paper records:

Records relating to financial transactions will be stored for up to 7 years to comply with HMRC regulations.
Paper records containing generally accessible information i.e. information which is in the public domain may be stored for up to 7 years again to comply with HMRC regulations.
Paper records with personal information i.e. name, address, telephone number etc will be shredded within 30 days of their intended collection purpose.

Electronic records:

Records relating to financial transactions will be stored for up to 7 years to comply with HMRC regulations.
Electronic records not relating to financial transactions and which contain personal information will be removed from our servers within 30 days of their intended collection purpose.
Electronic databases of email addresses which we use to keep in touch with schools and individuals will be encrypted and stored on our own and/or on remote servers.
Thames Explorer has agreements with third-party operators not to share personal data and that any data provided by users is stored in a safe and secure fashion. For details of Eventbrite security procedures please visit: www.eventbrite.co.uk

Right to access, remove or correct personal information

You have the right to request a copy of the information we hold about you. Requests should be made in writing by emailing: info@thames-explorer.org.uk and will be responded to as soon as possible and at latest within 30 days of receipt.

You can ask to have your details removed from our databases at any time by:

contacting us via email to info@thames-explorer.org.uk
by using the opt out buttons on our newsletters and promotional emails
by telephone request to our office (020) 8742 0057

We will remove your details within two weeks of receipt of your request.

Data breach

In the event that we believe our security has been breached we will do the following:

The data protection officer will assess the nature and extent of the breach.
If the breach is deemed to be significant the trustees will be informed and if necessary an emergency meeting held.
If the breach is deemed to put individuals at risk the people affected will be informed.
If the breach is deemed to put individuals at significant risk the Information Commissioners Office (ICO) will be informed through their reporting process and the individuals will be contacted.
A report will be compiled outlining how the breach happened along with recommendations for the future.

Organisations recommended by us

If we refer you to another organisation we recommend that you read their privacy and security policies to ensure that they meet your requirements as they may differ from ours.

Contact details

Data protection officer: Simon Clarke simon@thames-explorer.org.uk