Policies

Green Allotments: policies

Our ethos is to enable our future plotholders to garden on our allotment sites in ways that are accessible, enjoyable, and safe for people and planet.

As a registered charity, we take our regulatory and operational responsibilities seriously. To ensure good governance and ongoing compliance, we have undertaken an ‘organisational health check’ with a local Council for Voluntary Services. We are members of NCVO and various local CVS’, e.g. where we own land. Our staff and trustees engage with NCVO and CVS training and networking.

Below is a selection of Green Allotments’ policies. All of our policies are reviewed at regular intervals, or immediately after an incident.  If you have any questions or feedback or would like to get involved, please get in touch.

A group of people gardening together to grow and harvest food.

Policies

Equality, Diversity and Inclusivity Policy

Green Allotments (Charity No 1200535)

Equality, Diversity and Inclusivity Policy

Introduction

This policy sets out Green Allotments approach to equality, diversity, inclusivity, and the avoidance of unfair or unlawful discrimination. The Green Allotments Trustees and CEO have overall responsibility for the operation of this policy, and we ask all volunteers, employees, freelancers, and volunteer-led organisations who lease allotment sites from us, to do everything they can to help ensure the policy works in practice.

As a charity providing allotment gardens, Green Allotments has a responsibility to offer everyone equal access to rent the allotments it provides.

This policy applies to all Trustees, volunteers, employees and freelancers. It is a term of our Lease with volunteer-led organisations (who lease allotment sites from Green Allotments), that they mirror the intentions of this policy in their own Equal Opportunities, Diversity and Inclusivity Policy.

Policy Statement

Green Allotments will treat all people with dignity and respect, and will welcome, encourage and promote equality, diversity and inclusivity. Natural Justice will be the foundation of GA policy and process.

Policy and Process

This policy covers the behaviour of all people employed, contracted or volunteering with, or leasing land from Green Allotments, or using its facilities, and sets out how they can expect to be treated by Green Allotments in return. It comprises the following processes to support equality of opportunity, diversity and inclusivity:

  • Regularly evaluating and improving facilities to ensure that equality, diversity and inclusivity principles and processes meet the highest possible standards.
  • Ensuring that Trustees, employees, freelancers, volunteers, and voluntary-led organisations who lease land from us, are made aware of, understand, agree with, and are involved in the policy’s implementation and development. All Trustees, employees, freelancers, volunteers, and voluntary-led organisations who lease land from us, will be given a copy of this policy as part of their induction.
  • Working with all of the above people and organisations to encourage and facilitate their personal and organisational development to support their contribution to the work of Green Allotments
  • Encouraging all of the above to participate in equality, diversity and inclusivity training;
  • Creating a working and volunteering environment free of bullying, harassment, victimisation and unlawful and unfair discrimination, in which individual differences and contributions are recognised and valued;
  • Accepting a diversity of sustainable allotment gardening practices and techniques, such as no dig, organic, veganic and so on, which are suitable for our allotment sites.
  • Taking seriously any complaints of bullying, harassment, victimisation and

unlawful/unfair discrimination reported or experienced by anyone involved in any

capacity with Green Allotments;

  • Reviewing policies and processes to ensure fairness (including accessing relevant sources of good practice, e.g. NCVO), and updating to take account of changes in legislation.

Complaints

Any complaint of bullying, harassment, victimisation or unlawful discrimination will first be heard by the CEO, with notification to the Trustees, unless the complaint is against the CEO, in which case it will be heard by the Trustees;

  • The complaint will be investigated, and opportunities provided for the complainant(s) to speak in a safe environment about their experience;
  • The CEO, or Trustees, will decide on the action to be taken based on the principle of ensuring the continued inclusion and safety of any member who has experienced discrimination or harassment or unlawful discrimination.

The complaints process will be transparent and updates on progress will be supplied.

A complainant will be given the option of an external advocate participating in the process.

Green Allotments is a charity. We create new not-for-profit private allotment sites.

Safeguarding People

Green Allotments “Safeguarding People” is a proportionality approach to safeguarding. We do this via our Safeguarding People Policy, our Safeguarding People Code of Conduct, and our Safeguarding People Procedure. All three are listed below and are designed to be read and acted on as a whole. All of our Safeguarding People documents are reviewed annually, or immediately after an incident.

Safeguarding People Policy

This policy follows Charity Commission and government guidelines.

Green Allotments recognises that we must be alert to various abuse or neglect and risks to people whether online or in person, including: sexual harassment, abuse and exploitation; criminal exploitation; a charity’s culture (which may allow poor behaviour and poor accountability); people abusing a position of trust they hold within a charity; bullying or harassment; health and safety; commercial exploitation; cyber abuse; discrimination on any of the grounds in the Equality Act 2010; people targeting our charity; data breaches, including those under General Data Protection Regulations (GDPR); negligent treatment; domestic abuse; self-neglect; physical or emotional abuse; extremism and radicalisation; forced marriage; modern slavery; human trafficking; female genital mutilation.

We recognise that all people are at risk of abuse or neglect and that some are more at risk than others. We work on the basis of applying proportionality in the safeguarding of people. We work within the ethos of empowering people, as well as protecting people from abuse or neglect.

Although Green Allotments does not work directly with children, young people and at risk adults, we do via our work sometimes come into contact with these people whilst they are under the care and supervision of other people and organisations. We recognise that this means we have a responsibility to these people too.

We recognise that we have a responsibility to ensure that the volunteer-led organisations managing our allotment sites understand what safeguarding people is; what it means in action; how to go about creating their own safeguarding policy and procedures; and where to go for local help, support and training.

We echo NVCO’s 5 Statements to Encourage People to Speak Up:

  1. We must all stand up for people who can’t speak up for themselves.
  2. Speaking up if you’re worried someone is abusing or neglecting someone else is always the right thing to do. It’s not the same as ‘snitching’ or ‘being a grass’.
  3. People are often worried that if they report someone for doing wrong, they’ll hurt that person. But doing nothing could hurt others even more.
  4. There are many reasons why people might feel uncomfortable or be scared to report suspicions of abuse. That’s OK. It’s worth fighting those fears so you can help someone.
  5. If you speak up, your organisation should protect you and make sure you’re not harmed or criticised for it.

Via this Safeguarding People Policy and our Safeguarding People Code of Conduct and our Safeguarding People Procedure, we will do our best to protect people. We will put policy into everyday practice and be responsive to change. We will review this as necessary, always following an incident and at least once a year. This policy is compliant with all relevant legislation in relation to who we work with. This policy is available to the public.

We will ensure all Green Allotments trustees, employees, workers, volunteers are allocated time about the safeguarding of people during Induction, including training and sources of information and resources. All will be expected to sign-up to the Safeguarding People Code of Conduct and comply with the Safeguarding People Procedure. We will ensure that organisations we partner with are provided with copies of our Safeguarding People documents.

We will ensure that, at the time of signing a Peppercorn Lease with us, our volunteer plotholder groups have a copy of the GA Safeguarding People Policy, Code of Conduct, and Procedure; we will direct our plotholder groups to sources of local advice/support/training for volunteer-led organisations on the safeguarding of people for their own organisation, e.g. Council for Voluntary Services or equivalent.

Our Safeguarding People Procedure sets out how we will: identify risks, protect people from abuse or neglect; make sure people can raise safeguarding concerns; handle allegations or incidents; respond, including reporting to the relevant authorities.

Our Safeguarding People Code of Conduct sets out the expectations for Green Allotments trustees, employees, workers and volunteers.

If we have an incident or allegation of abuse or neglect we will: handle and record it in a secure and responsible way; follow our Safeguarding People Policy, and Safeguarding People Procedure; act quickly, aiming to stop or minimise any further abuse or neglect; report it to all relevant agencies and regulators as required; plan what to say to those involved with the charity and the media if appropriate; be open and transparent, so that we build the charity’s reputation for acting with integrity while protecting confidentiality appropriately; review what happened to understand how to stop it from happening again.

 

Safeguarding People Code of Conduct

For trustees, employees, workers and volunteers.

In its simplest form, ‘safeguarding people’ can be defined as ‘keeping people at risk, safe from abuse or neglect’.

At Green Allotments we believe that all employees, workers and volunteers share responsibility for the safeguarding of people and promoting the welfare of people at risk. This Green Allotments Safeguarding People Code of Conduct sets out what is required.

The Code of Conduct also supports the Green Allotments Safeguarding People Policy which you must read on commencement of your role and ensure that you understand. Please speak to your manager (or named contact for volunteers) if you are unclear or require further clarification on this, in relation to your role.

As an employee, this Code of Conduct forms part of your contract of employment. As a trustee, worker or volunteer, it forms part of the agreement for your role. Everyone at Green Allotments, whether in a paid or unpaid role is expected to adhere to this Code of Conduct and you will be asked to sign and return it as acceptance of your commitment to it. You will also be required to undertake training and read resources about the safeguarding of people.

The Code of Conduct:

  • makes clear what is required of all trustees, employees, workers and volunteers;
  • supports trustees, employees, workers and volunteers in meeting their obligations;
  • enables trustees, employees, workers and volunteers to raise concerns without fear of recrimination;
  • reduces the risk of misplaced or malicious allegations by clarifying responsibilities.

Trustees, employees, workers and volunteers must abide by the following:

  • report any allegations or incidents that cause you to believe that a person is, or is likely to be, at risk of abuse or neglect.
  • Green allotments will support any trustee, employee, worker or volunteer who raises a legitimate allegation about the actions of others;
  • refer to Green Allotments Whistleblowing Policy if you feel an allegation or incident cannot be reported to the Safeguarding Lead or the trustees.

You will conduct yourself in accordance with this Code of Conduct in all your work/volunteering for Green Allotments. Any breach of the Code of Conduct may result in disciplinary action, including dismissal or the termination of your working agreement or involvement as a volunteer or trustee with Green Allotments, as appropriate. In certain circumstances, if following investigation breaches of this code are found, such action will also result in reports to Regulatory bodies, relevant Local Authorities and/or the police, as appropriate.

I confirm that I have read and understood Green Allotments Safeguarding Code of Conduct and agree to abide by its contents.

Please PRINT name:………………………………………….………..Position…………………………………………………..

Signature………………………………………………..Date………………………

Please return your signed form to your line manager or named contact.

 

Safeguarding People Procedure

This Safeguarding People Procedure sets out how Green Allotments will: identify risks; protect people from abuse or neglect; make sure people can raise safeguarding allegations; handle allegations or incidents; respond, including reporting to the relevant authorities.

  • Identifying risks

Green Allotments will understand, manage, record and review the safeguarding risks in our organisation.

Procedure: Good practice is to assess the safeguarding risk by examining who the organisation comes into direct, indirect and digital contact with.

Direct contact (‘clients’):

Green Allotments does not intend to work directly with children, young people or at risk adults. Our direct contact is limited to:

  • Plotholder groups managing our sites
  • People on our waiting list (e.g. at open meetings we might hold)

Indirect contact:

  • Plotholders and their visitors on our own allotment sites. Our sites operate Devolved Management by a volunteer-led allotment organisation(s) performing management duties via a Peppercorn Lease with Green Allotments.
  • People on other landowners’ sites we might visit.
  • Other organisations and firms, e.g. contractors working on our sites, estate agents, drainage boards, individuals such as other landowners, farmers etc.
  • Employee and clients of organisations we partner with.
  • Plotholders on other landowners’ sites we might visit.

Digital contact:

Green Allotments does not provide any online services.

Thus, Green Allotments does not intentionally work directly with children, young people or at risk adults. It is probable that if we do come into contact with these people, they will be in the company/supervision of other organisations or a responsible adult.

As such the GA safeguarding risk for children, young people and at risk adults is Low.

That does not mean there is no risk and it does mean that trustees, employees, workers and volunteers at Green Allotments are still required to understand safeguarding, be able to recognise abuse or neglect, and report allegations or incidents to relevant authorities.

Procedure: To maintain Low risk, people at Green Allotments require training in safeguarding. Action: ‘Introduction to safeguarding’ level of training for all people at Green Allotments (trustees, employees, workers, volunteers).

Review: The procedure for Identifying Risks should be reviewed annually or when an incident has occurred.

  • Protecting people from abuse or neglect

We do not intentionally seek to work with children, young people or at risk adults. We apply proportionality in our safeguarding people procedure.

The people we work directly with are adults. GA direct contact with people is usually online (e.g. email, zoom meetings) and occasional face-to-face site visits/meetings.

Potential risk: i) Members of GA plotholder groups (constituted or not) could be prone to bullying or harassment in the course of their committee duties. ii) People on the GA waiting list are adults and we regard these people as ‘interested parties’.

Procedure: i) GA recommends to new plotholder groups that they produce an Anti-Harassment and Bullying Policy. ii) GA includes its Safeguarding People documentation on its website for interested parties.

Action: i) When a new GA plotholder group is formed, GA will share our Safeguarding People documents with each individual member so that they know we can be approached for help/support; we will share the GA Anti-Harassment and Bullying Policy along with sources of help and support (e.g. local CVS or equivalent) for reference when compiling their own version. ii) Insert GA Supporting People documentation on GA website for interested parties.

Review: The procedure for protecting people from abuse or neglect should be reviewed annually or when an incident has occurred.

  • Raising an allegation or incident

Any GA trustee, volunteer, employee, or worker with concerns or suspicions that person is being abused or neglected should always speak up. By identifying and reporting, everyone can be kept safe. Even if you’re not certain, you must report.

Procedure for reporting:

When you have an allegation or incident to report, follow these steps (from North Tyneside Safeguarding Adults Board) to record in writing what happened:

  • What was seen or said?
  • Name of alleged victim, alleged abuser, witness(es).
  • Record the actual words of the victim.
  • Separate fact from opinion.
  • What action was taken?
  • How the risk is being managed.
  • Sign, time, date, and keep the record safe.
  • (This evidence could be used in court).

Who to report the allegation or incident to:

In exceptional circumstances you may need to dial 999 if you are concerned about immediate abuse or neglect to a person (and/or yourself).

For all allegations and incidents, your first contact at Green Allotments is the Safeguarding Lead (CEO), not your manager or named contact: please make contact as soon as possible when the allegation or incident arises. The Safeguarding Lead will help you take the right steps to report, so the person you’re worried about gets help as quickly as possible.

  • GA support to trustees, employees, workers and volunteers reporting a safeguarding allegation or incident.

What we will do:

  • Green Allotments will support trustees, employees, workers and volunteers to raise concerns without fear of recrimination.
  • We will always make sure the person speaking up feels they’re being listened to and supported.

What we cannot do:

  • We cannot make promises to keep information confidential between us and you. However, we will refer to and follow our Safeguarding People Policy and Safeguarding People Procedure to make sure information is only shared with people who need and have the right to know. We will ask you for your consent to share the information – if you refuse and we are still worried that the person or someone else is at risk of abuse or neglect, we cannot wait for this consent.

If you’ve reported an allegation or incident to Green Allotments (via the Safeguarding Lead) and are worried it is not being dealt with properly:

  • Read the Green Allotments Whistleblowing Policy
  • Speak to a whistleblowing specialist.
  • Handling allegations or incidents

The Safeguarding Lead is the CEO. The CEO will notify the trustees immediately of any safeguarding allegations and incidents. If the allegation or incident involves the CEO, the safeguarding allegation or incident will be handled by the trustees. If the safeguarding allegation or incident involves both the CEO and trustee(s), an independent third party will be appointed.

If GA has an incident or allegation of abuse or neglect we will:

  1. handle and record it in a secure and responsible way;
  2. follow our protecting Safeguarding People Policy, and Safeguarding People Procedure;
  • act quickly, aiming to stop or minimise any further abuse or neglect;
  1. report it to all relevant agencies and regulators as required;
  2. plan what to say to those involved with the charity and the media if appropriate;
  3. be open and transparent, so that we build the charity’s reputation for acting with integrity while protecting confidentiality appropriately;
  • review what happened to understand how to stop it from happening again.
An older woman digging on an allotment

Privacy Policy

This privacy notice tells you what to expect us to do with your personal information.

Our contact details:

Post:

19 Half Moon Lane, LONDON, SE24 9JU, GB

Telephone:

07971748912

Email:

[email protected]

What information we collect, use, and why

We collect or use the following information to provide services and goods, including delivery:

Names and contact details

Addresses

Website user information (including user journeys and cookie tracking)

Records of meetings and decisions

Information relating to compliments or complaints

We collect or use the following information for service updates or marketing purposes:

Names and contact details

Addresses

Marketing preferences

Location data

IP addresses

Website and app user journey information

Records of consent, where appropriate

Lawful bases

Our lawful bases for collecting or using personal information to provide services and goods are:

Consent

Contract

Legal obligation

Our lawful bases for collecting or using personal information for service updates or marketing purposes are:

Consent

Where we get personal information from

People directly

How long we keep information

For information on how long we keep personal information, see our retention schedule at www.greenallotments.org.uk

Who we share information with

Other organisations

Insurance companies

Relevant regulatory authorities

External auditors or inspectors

Organisations we’re legally obliged to share personal information with

Your data protection rights

Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal data.

Your right to rectification – You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure – You have the right to ask us to erase your personal data in certain circumstances.

Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal data in certain circumstances.

Your right to object to processing – You have the right to object to the processing of your personal data in certain circumstances.

Your right to data portability – You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.

Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent.

You don’t usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

An aeriel photograph of an allotment sites showing hundreds of allotment plots.