Policies & Information

POLICIES & INFORMATION
WOW (NW) CIC | Trading as WOW Liverpool

 

WOW Liverpool is committed to providing a safe, inclusive, supportive and professionally managed environment for everyone involved in our training, rehearsals, performances and activities.

 

Our policies establish the standards we expect from students, staff, tutors, visiting practitioners, volunteers and everyone working on behalf of WOW.
We regularly review our policies to reflect changes in legislation, guidance and the needs of our organisation.

 

Organisation: WOW (NW) CIC, trading as WOW Liverpool
Location: WOW Studios, Hope Street, Liverpool
General enquiries: admin@wowliverpool.co.uk
Designated Safeguarding Lead: Charlotte Croft
Deputy Designated Safeguarding Lead: Lisa Cottrell

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1. PRIVACY & DATA PROTECTION POLICY

WOW (NW) CIC, trading as WOW Liverpool, is committed to protecting the privacy and personal information of students, parents, guardians, staff, applicants and visitors.
We handle personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable data protection legislation.
WOW (NW) CIC is registered with the Information Commissioner’s Office (ICO).

 

Information we collect
Depending on your relationship with WOW, we may collect:

 

Names, dates of birth and contact details.
Parent, guardian and emergency contact information.
Programme applications and enrolment details.
Relevant medical information, allergies and accessibility requirements.
Attendance, training and assessment information.
Payment and billing information.
Photographs and video recordings where appropriate.
Information submitted through our website, including expressions of interest in WOW programmes.

We aim to collect only the information reasonably necessary for the relevant purpose.

 

How we use information

We use personal information to administer applications and enrolments, communicate with students and families, deliver our training programmes, manage payments, maintain appropriate safeguarding arrangements and meet our legal obligations.

We may also use appropriate contact details to provide information about the programme in which someone has expressed an interest.
We will not use personal information for unrelated marketing without an appropriate lawful basis and, where required, consent.

 

Legal basis for processing

Depending on the circumstances, personal information may be processed because it is necessary to:

Fulfil an agreement or take steps before entering into one.
Meet a legal obligation.
Pursue legitimate organisational interests, where these are not overridden by individuals’ rights.
Protect someone’s vital interests in an emergency.
Carry out an activity for which valid consent has been obtained.
Sensitive information, including relevant medical details, is handled with additional safeguards and only where an appropriate legal condition applies.

 

Children and young people

WOW provides training for children, young people and adults.
We take particular care when handling information relating to children and young people.
Parents or guardians may be asked to provide relevant information where appropriate. Access to children’s information is restricted to those who require it for legitimate educational, administrative or safeguarding purposes.

 

Storage and security

WOW takes reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse or disclosure.
Information may be stored securely through our administrative systems, website services and approved third-party providers.
Access is limited to authorised individuals who require the information for their responsibilities.

 

Sharing information

We do not sell personal information.
Where necessary, information may be shared with trusted service providers supporting our website, administration and payment systems, including Wix and GoCardless.
Information may also be shared with relevant educational, examination or safeguarding organisations where appropriate and lawful.
We only share information for legitimate purposes and apply appropriate safeguards.

 

Retention of information

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including applicable legal, safeguarding, financial and administrative requirements.
Different types of information may need to be retained for different periods.
When information is no longer required, it will be securely deleted or destroyed in accordance with our retention arrangements.

 

Photography and video

WOW may photograph or film classes, rehearsals, performances and other activities for educational, documentary or promotional purposes.
For children and young people, appropriate photography permissions are sought from parents or guardians where required.
Individuals may contact WOW to discuss the use of their image or raise concerns about photography and filming.

 

Your rights

Under data protection legislation, individuals have rights which may include access to their personal information, correction of inaccurate information, deletion in certain circumstances, restriction or objection to particular processing, and withdrawal of consent where consent is the lawful basis.
To make a data protection enquiry or exercise your rights, contact:
admin@wowliverpool.co.uk
Individuals also have the right to raise concerns with the Information Commissioner’s Office.

 

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2. SAFEGUARDING & CHILD PROTECTION
WOW Liverpool is committed to safeguarding and promoting the welfare of children, young people and adults who may be at risk.
We believe everyone should feel safe, respected, supported and able to participate in our activities without fear of abuse, exploitation, bullying, discrimination or harassment.
Safeguarding is everyone’s responsibility.
All staff, tutors, practitioners and volunteers are expected to report safeguarding concerns promptly and follow WOW’s safeguarding procedures.

 

Safeguarding responsibilities

Designated Safeguarding Lead: Charlotte Croft
Deputy Designated Safeguarding Lead: Lisa Cottrell

Concerns about a child’s safety or welfare should be reported promptly to the Designated Safeguarding Lead.
Where a concern relates to the conduct of a member of staff, it must be addressed through the appropriate safeguarding reporting procedure.
Where someone is in immediate danger, emergency services should be contacted on 999.

 

Our commitments

 

WOW seeks to:
Maintain a safe and supportive training environment.
Apply appropriate recruitment and safeguarding checks.
Promote professional boundaries between staff and students.
Respond appropriately to disclosures and concerns.
Respect the privacy and dignity of all participants.
Work with relevant safeguarding agencies when necessary.
Maintain appropriate safeguarding records.
Review safeguarding arrangements regularly.

Safeguarding procedures are adapted to the ages and needs of participants across WOW’s programmes.
The Accelerator also operates a programme-specific safeguarding, welfare and professional conduct policy for students aged 18 and over.

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3. EQUALITY, DIVERSITY & INCLUSION
WOW Liverpool is committed to creating an accessible and inclusive environment in which everyone is treated with fairness, dignity and respect.
In accordance with the Equality Act 2010, we do not tolerate unlawful discrimination, harassment or victimisation.
We aim to provide equal opportunities in training, participation and recruitment.
Where appropriate, reasonable adjustments will be considered to support participants with disabilities or additional access needs.
Students, parents and staff are encouraged to raise concerns about discrimination or barriers to participation so they can be addressed appropriately.
Our approach reflects WOW’s core values:
WORTH • OPPORTUNITY • WORK
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4. BEHAVIOUR & PROFESSIONAL CONDUCT
All members of the WOW community are expected to contribute to a respectful, positive and professional environment.
Students and participants should:
Treat others with courtesy and respect.
Follow reasonable instructions from tutors and staff.
Respect personal boundaries and differences.
Take care of facilities and equipment.
Attend sessions punctually and appropriately prepared.
Conduct themselves responsibly during rehearsals, performances and external activities.
Aggressive, threatening, intimidating, discriminatory or abusive behaviour will not be tolerated.
Individual programmes may operate additional codes of conduct relating to attendance, uniform, professional expectations and disciplinary procedures.
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5. ANTI-BULLYING & HARASSMENT
WOW does not tolerate bullying, harassment, intimidation or victimisation.
This includes physical, verbal, emotional, discriminatory, sexual or online bullying.
Concerns will be taken seriously and addressed according to their nature and severity.
Students, parents and staff are encouraged to report incidents to an appropriate member of the WOW team.
Where conduct raises safeguarding concerns, the Designated Safeguarding Lead will be involved.
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6. ONLINE SAFETY & SOCIAL MEDIA
WOW recognises the importance of responsible technology use and online communication.
Staff and participants are expected to respect the privacy, dignity and safety of others.
Unauthorised photography, filming or recording is not permitted.
Photographs and recordings must never be taken in changing areas or toilets.
Students must not use social media, messaging platforms or other digital communications to bully, harass, intimidate or share inappropriate information about others.
Device use during classes is subject to tutor instructions and programme requirements.
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7. PHOTOGRAPHY & VIDEO POLICY
Photography and filming may form part of WOW’s training, performances and promotional activities.
Appropriate permissions are obtained where required, particularly for children and young people.
Parents and guardians are asked to provide relevant permissions during the enrolment process.
WOW respects requests relating to photography and will take reasonable steps to manage filming arrangements accordingly.
Participants must not independently record or publish images of others without appropriate permission.
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8. HEALTH & SAFETY
WOW Liverpool aims to maintain clean, safe and suitable environments for training, rehearsals and performances.
We promote appropriate warm-up practices, suitable footwear and responsible participation in physical activities.
Students should inform WOW of relevant injuries, allergies, medical conditions or accessibility requirements that may affect their safe participation.
First aid arrangements and appropriate emergency procedures are maintained for WOW activities.
Risk assessments are undertaken where required for activities, venues, performances and off-site work.
Participants are expected to follow safety instructions and report hazards or accidents promptly.
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9. PREVENT & PROTECTION FROM EXTREMISM
WOW recognises the importance of protecting children, young people and adults who may be vulnerable to radicalisation or extremist influence.
Concerns will be taken seriously and handled through appropriate safeguarding procedures.
Where necessary, WOW will seek advice from relevant safeguarding or Prevent professionals and make appropriate referrals.
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10. COMPLAINTS & CONCERNS
WOW Liverpool is committed to addressing complaints fairly, sensitively and professionally.
Students, parents, guardians and other participants may raise concerns regarding their experience with WOW.
Complaints should be directed to:
Charlotte Croft and Richard Leeson
Directors, WOW (NW) CIC
admin@wowliverpool.co.uk
Complaints will be reviewed and responded to appropriately, taking into account the nature and seriousness of the concern.
Safeguarding allegations will be handled through appropriate safeguarding procedures rather than solely through the general complaints process.
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11. PROGRAMME-SPECIFIC POLICIES
Individual WOW programmes may have additional policies, agreements and codes of conduct reflecting the ages of participants, training requirements and professional expectations.
These may include attendance requirements, uniform standards, safeguarding arrangements, disciplinary procedures and programme terms.
Students and families will be provided with relevant programme-specific information during enrolment or participation.
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12. COOKIES & WEBSITE INFORMATION
The WOW Liverpool website uses Wix as its website platform.
Cookies and similar technologies may be used to support website functionality, security, performance and, where enabled, analytics or other services.
Non-essential cookies will be subject to appropriate consent requirements.
Visitors should be able to review the relevant cookie information and manage available preferences through the website’s cookie consent controls.
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POLICY REVIEW & CONTACT
WOW (NW) CIC reviews its policies periodically and updates them where necessary to reflect changes in legislation, guidance and organisational practice.
For further information about any of our policies, contact:
WOW (NW) CIC
Trading as WOW Liverpool
WOW Studios, Hope Street, Liverpool
admin@wowliverpool.co.uk
WORTH • OPPORTUNITY • WORK