Ensuring all external visitors adhere to safeguarding and Prept policies

Prept. Foundation Visitor Agreement

Purpose
This Visitor Agreement ensures that all visitors to Prept. Foundation comply with our safeguarding, health & safety, and data protection requirements. It applies to all visits, including:

• Visits to schools or settings where Prept. Foundation is delivering activities (in-school visits)
• Visits to any Prept Foundation off-site venues or partner locations
• The safety and wellbeing of all children, young people, and vulnerable individuals is our highest priority.

1. Scope and Legal Compliance

This agreement is designed to support compliance with relevant UK legislation and guidance, including (but not limited to):

• Children Act 1989 & 2004
• Working Together to Safeguard Children (HM Government)
• Keeping Children Safe in Education (KCSIE)
• Health and Safety at Work etc. Act 1974
• UK GDPR and Data Protection Act 2018

All visitors are required to comply with the safeguarding and operational requirements of Prept. Foundation and the host venue (e.g. school or partner site), whichever is stricter.

2. Visitor Conduct

All visitors are expected to:

• Act in a professional and appropriate manner at all times
• Follow instructions given by Prept. Foundation staff and where applicable, host site staff
• Remain in authorised areas only unless accompanied by a member of staff
• Treat all individuals with respect and dignity

3. Safeguarding Responsibilities

While on site or attending any Prept. Foundation activity, visitors must:

• Always Adhere to Prept. Foundation’s safeguarding policy
• Immediately report any safeguarding concerns to a member of Prept. Foundation staff (or designated safeguarding lead at the host site)
• You should never be left alone with children or young people
• You should never tell a child you can keep a secret
• It is never acceptable to hit a child/young person or touch them inappropriately
• Not initiate physical contact unless appropriate, necessary, and in line with staff guidance
• Not exchange personal contact details or engage with participants via personal social media or messaging platforms

4. Use of Phones, Smart Devices, and Recording Equipment

To protect privacy and safeguarding:

• Mobile phones, smart devices, wearable technology, and any recording equipment must not be used unless explicitly authorised by a Prept. Foundation staff member
• Photography, video recording, or audio recording is strictly prohibited unless prior permission has been granted by Prept. Foundation staff
• Devices must not be used in a way that captures images, videos, or audio of children, young people, or vulnerable individuals
• Wearable cameras (including body cams or similar devices) are strictly not permitted on site
• Visitors must not share any information, images, or recordings related to       Prept. Foundation on social media or other platforms.

5. Confidentiality and Data Protection

Visitors must:

• Respect the confidentiality of all individuals and information encountered
• Not record, store, or share personal data unless authorised
• Comply with UK GDPR and the Data Protection Act 2018

6. Health, Safety, and Welfare

Visitors are required to:

• Follow all health and safety procedures of Prept. Foundation and the host venue
• Always Follow the advice and instructions of Prept. Foundation staff, including in the event of an emergency
• Report any hazards, accidents, or incidents immediately
• Not smoke or vape anywhere on the premises or during activities
• Not administer first aid to any children or young people; this is the responsibility of school or host site staff
• Wear appropriate clothing and footwear for food education and practical activities
• Sign in and out as required and wear identification where provided

7. Food Safety (Where Applicable)

Where visitors are present during food-related activities:

• Follow all food hygiene and safety instructions given by staff
• Not handle food unless authorised
• Declare any relevant allergies or health conditions if participating

8. Breach of Agreement

Failure to comply with this agreement may result in:

• Immediate termination of the visit
• Removal from the premises or activity
• Notification to the visitor’s organisation (if applicable)
• Further action where required