Thrive Impact Programs Policy: Online and Physical Activities

Purpose

This comprehensive policy outlines the expectations, guidelines, and standards to ensure a safe, respectful, and productive environment for all participants engaged in both online and in-person programs offered by Thrive Impact. The policy applies to staff, volunteers, directors, mentors, participants, and any other individuals involved in Thrive Impact’s activities.

1. Code of Conduct

Respect and Dignity:

• All participants are expected to treat one another with respect and dignity, regardless of age, gender, ethnicity, religion, disability, sexual orientation, or socioeconomic background.

• This applies to both in-person interactions and online communications, ensuring an inclusive and respectful atmosphere in all settings.

No Harassment or Bullying:

• Thrive Impact enforces a zero-tolerance policy for any form of harassment, bullying, discrimination, or abusive behavior, including online harassment and cyberbullying.

• All forms of verbal, emotional, physical, or cyber-based bullying or intimidation will lead to disciplinary action and may result in expulsion from the program.

Appropriate Communication:

• Communication, whether online or in-person, should be respectful, age-appropriate, and professional.

• Inappropriate language, including swearing, offensive comments, or derogatory remarks about individuals or groups, will not be tolerated.

Dress Code for In-Person Events:

• Participants, staff, and volunteers are expected to wear appropriate clothing to Thrive Impact’s physical activities. Clothing should be comfortable and suitable for the nature of the event but should not include offensive or inappropriate imagery or messages.

2. Data Privacy and Confidentiality

Personal Information:

• Thrive Impact collects and processes participants’ personal information in accordance with the UK’s General Data Protection Regulation (GDPR).

• All personal data is stored securely and used only for the intended purpose. Data will not be shared with third parties without the explicit consent of the participants.

Confidentiality:

• Participants are expected to maintain the confidentiality of any personal experiences or sensitive information shared during programs.

• Sharing such information outside of the program without consent is strictly prohibited and may result in removal from the program.

Photography and Video Consent:

• During in-person events, photos or videos may only be taken with prior consent from participants and their guardians (if applicable). This is in compliance with GDPR guidelines.

3. Safeguarding

Vulnerable Participants:

• Thrive Impact is committed to safeguarding vulnerable participants, including children, minors, and survivors of domestic violence.

• All staff, volunteers, and mentors are required to complete safeguarding training and undergo appropriate background checks (DBS checks in the UK).

Mandatory Reporting of Safeguarding Concerns:

• If a safeguarding concern arises, it must be immediately reported to the designated Safeguarding Officer. This includes any suspicions or disclosures of abuse, whether online or during in-person activities.

• Thrive Impact will take all safeguarding reports seriously and act promptly in line with safeguarding procedures.

Supervision:

• For in-person activities involving minors or vulnerable adults, appropriate supervision ratios will be maintained to ensure a safe environment.

No Unapproved Contact:

• Mentors, staff, and volunteers are prohibited from engaging in personal relationships with participants outside of the program. Contact with participants outside of program hours, especially minors, must be approved by Thrive Impact management.

No Home Visits:

• Thrive Impact prohibits staff or volunteers from conducting home visits. All interactions must take place in designated program spaces or online through approved platforms.

4. Technology and Security (For Online Activities)

Platform Usage:

• Thrive Impact will utilize secure and approved online platforms for virtual activities. All participants must adhere to the platform's guidelines and use the technology responsibly.

Cybersecurity:

• Participants, staff, and volunteers must take necessary precautions to protect their devices, including using updated antivirus software and securing passwords. Unauthorized access or sharing of login information is strictly prohibited.

Recording of Sessions:

• Online sessions may not be recorded unless explicit prior consent is given by all participants. Recordings, if permitted, must comply with GDPR regulations and will only be used for agreed purposes (such as training or review).

Technical Support:

• Thrive Impact will provide clear instructions for accessing online platforms and will offer limited technical support to participants who may need help with login or navigation issues.

5. Health and Safety (For In-Person Activities)

Venue Safety:

• Thrive Impact is committed to providing a safe environment for all participants. Venues for physical activities will be risk-assessed and comply with all relevant health and safety standards.

First Aid and Emergency Procedures:

• A trained first-aider will be present at all in-person events. Emergency procedures will be clearly communicated, including how to access emergency services if needed.

Physical Activities:

• For events that involve physical activities, participants will be required to sign a waiver acknowledging potential risks and confirming that they are fit to participate.

• Proper equipment, clothing, and instructions will be provided for all physical activities.

COVID-19 and Infectious Disease Policies:

• In the case of any infectious disease concerns, such as COVID-19, Thrive Impact will follow government guidelines regarding hygiene, social distancing, and PPE usage at in-person events.

• Participants displaying symptoms or testing positive for an infectious disease must notify the program coordinator and refrain from attending events until cleared.

6. Monitoring, Evaluation, and Feedback

Monitoring:

• Thrive Impact staff will monitor participant engagement and behavior during both online and physical activities to ensure adherence to this policy.

Feedback Mechanism:

• Participants will be encouraged to provide feedback on both online and in-person activities. Feedback forms will be confidential unless otherwise agreed upon, and will be used to improve future programming.

Program Evaluation:

• Thrive Impact will conduct regular evaluations of its programs to ensure they meet participant needs, maintain quality standards, and reflect the organization's values.

7. Consequences of Policy Violation

Warnings and Disciplinary Action:

• Participants who fail to adhere to this policy will receive a verbal or written warning. Continued violation may result in expulsion from the program, depending on the severity of the breach.

Immediate Removal:

• In cases of serious misconduct, such as harassment, endangerment, or illegal activity, immediate removal from the program will be enforced. This applies to both online and in-person misconduct.

Legal Action:

• Thrive Impact reserves the right to pursue legal action if policy violations involve illegal activities or actions that cause serious harm to individuals.

8. Review of Policy

Regular Updates:

• Thrive Impact will regularly review this policy to reflect changes in legal requirements, best practices, or organizational priorities. All participants will be notified of significant policy updates.

9. Contact Information

Designated Program Coordinator:

• For general inquiries or issues related to the program, participants can contact the designated Program Coordinator.

Safeguarding Officer:

• Any safeguarding concerns should be reported to Thrive Impact's Designated Safeguarding Officer. Contact details will be provided to all participants at the start of the program.

This policy is designed to create a safe, supportive, and empowering environment for all participants engaged in Thrive Impact’s programs. By adhering to these guidelines, Thrive Impact ensures that all participants can benefit from the opportunities provided, whether online or in person...