Our Regulation and Policies

Effective: January 2026 | Review: January 2027 | Owner: Board of Directors 

Open Folk CIC is committed to creating and maintaining a safe and positive environment for all children to participate in our arts, sports and cultural activities. We accept our responsibility to safeguard the welfare of all children involved in our programmes, whether as participants, volunteers, or attendees at events.

Every child, regardless of age, disability, gender, race, religion, ethnic origin or sexual orientation, has the right to be protected from abuse and to participate in our activities in an enjoyable and safe environment.

 This policy applies to all staff, volunteers, directors, contractors, and anyone working on behalf of OpenFolk CIC who comes into contact with children under the age of 18. 

• The welfare of the child is paramount in all decisions made by OpenFolk CIC.
• All children have the right to be protected from harm, abuse and neglect.
• All allegations of abuse will be taken seriously and responded to promptly.
• OpenFolk CIC will work in partnership with statutory agencies, parents and carers to promote the welfare of children.
• Confidentiality will be maintained appropriately, but will never be used to prevent reporting of a concern.

 All staff and volunteers working with children must undergo an appropriate DBS (Disclosure and Barring Service) check before commencing work. References will be sought and verified for all appointments. OpenFolk CIC will not permit anyone who has been barred from working with children to engage in any regulated activity. 

  ⚠️ If a child is at immediate risk of harm, call 999 immediately. For non-emergency concerns, contact the Designated Safeguarding Lead at admin@openfolk.org.uk or call 07423 580654. 

 Any person who has a concern about a child's welfare must report it to the Designated Safeguarding Lead (DSL) without delay. Concerns should be recorded in writing as soon as possible, using the child's own words where a disclosure has been made. All records are kept confidentially and securely. 

• Children Act 1989 and 2004
• Working Together to Safeguard Children 2018
• The Equality Act 2010
• Safeguarding Vulnerable Groups Act 2006
• Data Protection Act 2018 / UK GDPR

Effective: January 2026 | Review: January 2027 | Owner: Board of Directors 

Open Folk CIC is committed to the safeguarding of all adults who participate in or engage with our activities. We recognise that safeguarding means protecting an adult's right to live in safety, free from abuse and neglect, as defined under the Care Act 2014. 

 This policy applies to all adults, with particular attention to adults at risk those who have care and support needs, are experiencing or at risk of abuse or neglect, and are unable to protect themselves as a result of those needs. 

• Empowerment: Supporting adults to make their own informed decisions.
• Prevention: Taking action before harm occurs wherever possible.
• Proportionality: Responding in the least intrusive way appropriate to the risk.
• Protection: Providing support and representation for those in greatest need.
• Partnership: Working with communities and services to prevent harm.
• Accountability: Being transparent in all safeguarding actions and decisions.

 Open Folk CIC recognises the following types of abuse as defined under the Care Act 2014: physical, emotional/psychological, sexual, financial/material, neglect, self-neglect, domestic abuse, discriminatory abuse, organisational abuse, modern slavery and radicalisation. 

 ⚠️ If an adult is at immediate risk, call 999. For concerns, contact our Safeguarding Lead: admin@openfolk.org.uk | 07423 580654.  

 Concerns should be reported promptly, recorded accurately and treated confidentially. Consent should be sought from the adult before sharing their information externally, unless they are at immediate risk of harm. 

• Care Act 2014
• Mental Capacity Act 2005
• The Equality Act 2010
• Data Protection Act 2018 / UK GDPR
• Human Rights Act 1998

 Effective: January 2026 |Review: January 2027 | Owner: Board of Directors 

Open Folk CIC is committed to ensuring the health, safety and welfare of all staff, volunteers, participants and visitors. We will, so far as is reasonably practicable, ensure that all our activities, premises and equipment are safe and without risk to health. 

• Directors: Responsible for overall health and safety policy and ensuring adequate resources are available.
• Event Coordinators: Responsible for implementing health and safety measures at events and activities.
• Volunteers & Staff: Responsible for following all health and safety procedures and reporting hazards.
• Participants: Expected to follow all safety instructions and report any concerns.

• Conduct and review risk assessments for all activities and venues.
• Provide adequate training and information to all staff and volunteers.
• Maintain all equipment in a safe condition.
• Ensure adequate first aid provision at all events.
• Investigate and record all accidents, incidents and near misses.
• Consult staff and volunteers on health and safety matters.

• Health and Safety at Work Act 1974
• Management of Health and Safety at Work Regulations 1999
• Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) 2013

 Effective: January 2026 |Review: January 2027 | Owner: Board of Directors 

 OpenFolk CIC will ensure that appropriate first aid provision is available at all activities and events. We are committed to responding effectively to medical emergencies to protect the wellbeing of all participants, staff and volunteers. 

• At least one trained first aider will be present at all OpenFolk CIC events and activities.
• A stocked first aid kit will be available and accessible at all venues.
• The location of first aid equipment will be communicated to all volunteers and staff at the start of each event.
• First aid kits will be checked and restocked after each use and at regular intervals.

 🚨 In any medical emergency — call 999 immediately. Do not move the casualty unless there is immediate danger. Keep the scene clear and await emergency services  

• Identify the nearest qualified first aider immediately.
• Call 999 for serious emergencies. Call 111 for urgent but non-life-threatening situations.
• Record all first aid incidents in the incident log within 24 hours.
• Notify the event coordinator or director immediately.
• Arrange follow-up support for the individual concerned where appropriate.

 Open Folk CIC encourages all participants to declare relevant medical conditions and allergies on registration forms. This information is stored securely in line with our Data Protection & GDPR Policy  and is only accessible to designated staff. 

 Effective: January 2026 | Review: January 2027 | Owner: Board of Directors 

 Open Folk CIC is committed to promoting equality, valuing diversity and creating an inclusive environment for all. We believe that everyone, regardless of age, disability, gender, race, religion, ethnic origin, sexual orientation or socioeconomic background, has the right to participate in our activities with dignity and respect. 

• Treat all individuals with dignity and respect at all times.
• Actively promote inclusion in all our arts, sports and cultural programmes.
• Challenge and address discrimination, harassment and victimisation promptly and effectively.
• Make reasonable adjustments to ensure our activities are accessible to all.
• Promote representation of diverse communities in our leadership and programmes.
• Provide equal opportunities in volunteering and employment.

All directors, staff, volunteers and participants have a responsibility to uphold this policy. Any breach of this policy will be investigated under our Complaints Policy & Procedure. Serious breaches may result in removal from Open Folk CIC activities 

• Equality Act 2010 (Protected Characteristics)
• Human Rights Act 1998
• Race Relations Act (as amended)
• Disability Discrimination Act (as incorporated into Equality Act 2010)

 Effective: January 2026 | Review: January 2027 | Owner: Board of Directors 

 Open Folk CIC is committed to clean sport and opposes the use of prohibited substances or methods in any of our sporting activities. We support the principles of fair play, integrity and respect in all sports programmes we deliver. 

 Open Folk CIC follows the guidelines of UK Anti-Doping and the World Anti-Doping Agency Prohibited List. Participants in our sporting activities are expected to be aware of and comply with applicable anti-doping rules 

• Participants are responsible for any substance entering their body.
• Coaches and volunteers must not encourage or facilitate the use of prohibited substances.
• Open Folk CIC will refer any anti-doping concerns to the relevant sporting authority

 Open Folk CIC is committed to educating participants and volunteers about anti-doping rules and the importance of clean sport. Information will be provided at sporting events and training sessions.

 📌 For further information on anti-doping rules, visit UK Anti-Doping: www.ukad.org.uk  

 Effective: January 2026  Review: January 2027  Owner: Board of Directors 

 Open Folk CIC recognises the importance of protecting individuals' privacy with regard to photography and video recording. We will only take, use and share images or video of individuals with their explicit consent. 

1. Written consent must be obtained from all adults before their image is used in any OpenFolk CIC publication or social media.

• For children under 18, written consent must be obtained from a parent or guardian.
• Consent forms will clearly explain how images will be used, stored and for how long.
• Consent can be withdrawn at any time; images will be removed from future use within a reasonable timeframe.

• Images will only be used for purposes stated on the consent form (e.g. website, social media, promotional materials).
• Images will not be shared with third parties without separate consent.
• Images of children will never include full names, location details or other identifying information.

Attendees at Open Folk CIC events who wish to photograph or film other participants must ensure they have consent from those individuals and must not post images of children on social media without parental consent. 

Effective: January 2026 | Review: January 2027 | Owner: Board of Directors 

This Code of Conduct sets out the standards of behaviour expected of all volunteers and staff working with Open Folk CIC. It is designed to protect participants, uphold the reputation of the organisation, and create a positive, respectful working environment. 

• Treat all participants, colleagues and partners with dignity, respect and courtesy.
• Maintain professional boundaries at all times, particularly with children and vulnerable adults.
• Act in the best interests of participants and the organisation at all times.
• Arrive punctually and fulfil agreed commitments reliably.
• Dress appropriately and represent OpenFolk CIC positively.
• Respect and maintain confidentiality of information about participants and the organisation.
• Report any safeguarding concerns, accidents or incidents promptly.
• Comply with all OpenFolk CIC policies and procedures at all times.
• Declare any conflict of interest to the Board of Directors immediately.

• Physical, verbal or emotional abuse of any participant, colleague or member of the public.
• Any form of discrimination, harassment or bullying.
• Use of alcohol or illegal substances during OpenFolk CIC activities.
• Using personal social media to post content that could bring OpenFolk CIC into disrepute.
• Misuse of OpenFolk CIC funds, resources or equipment.
• Unsupervised one-to-one contact with a child or vulnerable adult.

Any breach of this Code of Conduct will be investigated promptly. Depending on the severity, this may result in a verbal or written warning, suspension or permanent removal from Open Folk CIC activities. Serious breaches may be referred to relevant authorities. 

 Effective: January 2026 | Review: January 2027 | Owner: Board of Directors 

Open Folk CIC is committed to the highest standards of openness, transparency and accountability. We encourage anyone who has a genuine concern about wrongdoing, malpractice or misconduct within our organisation to raise it without fear of retaliation. 

Whistleblowing is the reporting of suspected wrongdoing or dangers in relation to the organisation's activities. This may include:

• A criminal offence or breach of legal obligation.
• Financial irregularities or misuse of funds.
• A safeguarding concern not being addressed.
• Danger to the health and safety of any individual.
• Deliberate concealment of any of the above.

📧 Whistleblowing concerns can be raised confidentially with the Board of Directors at admin@openfolk.org.uk or by calling 07423 580654. If the concern involves a director, contact can be made directly to another director.

Concerns should be raised as soon as possible. You do not need to provide proof — a reasonable, genuine belief that wrongdoing has occurred is sufficient. All concerns will be acknowledged within 5 working days and investigated thoroughly. 

Open Folk CIC will not tolerate any retaliation or victimisation of anyone who raises a genuine concern in good faith. Any such retaliation will be treated as a serious disciplinary matter. 

Effective: January 2026 | Review: January 2027 | Owner: Board of Directors 

Open Folk CIC welcomes feedback and is committed to resolving any complaints promptly, fairly and transparently. We view complaints as an opportunity to improve our services and address concerns effectively. 

Any participant, volunteer, parent/carer, partner organisation or member of the public who has received or been directly affected by our activities may make a complaint. 

1. Stage 1 – Informal Resolution: Raise your concern verbally with the event coordinator or volunteer in charge. We aim to resolve most concerns immediately and informally.
2. Stage 2 – Formal Written Complaint: If not resolved, submit a written complaint to admin@openfolk.org.uk within 28 days of the incident. We will acknowledge your complaint within 5 working days.
3. Stage 3 – Director Review: If still unresolved, the complaint will be escalated to the Board of Directors for a final review. A written response will be provided within 20 working days.

• Acknowledgement: Within 5 working days of receipt.
• Full response: Within 20 working days of acknowledgement.
• Complex cases: May take longer we will keep you informed.

If you are not satisfied with our response, you may escalate your complaint to the Regulator of Community Interest Companies or another appropriate external body. 

Effective: January 2026 | Review: January 2027 | Owner: Board of Directors 

Open Folk CIC is committed to providing a positive and welcoming environment for all participants. We expect all participants including children, adults, parents, carers and spectators to behave appropriately and respectfully at all times 

• Treat all participants, volunteers, staff and officials with respect.
• Follow all reasonable instructions given by OpenFolk CIC staff and volunteers.
• Arrive on time and participate fully and enthusiastically.
• Respect all equipment, venues and facilities.
• Embrace the spirit of inclusion — welcome and support participants of all abilities.
• Celebrate effort and achievement, not just outcomes.

• Any form of bullying, discrimination, harassment or intimidation.
• Use of offensive, abusive or discriminatory language.
• Deliberate damage to property or equipment.
• Aggressive or threatening behaviour towards any person.
• Bringing prohibited items (alcohol, drugs, weapons) to any OpenFolk CIC activity.

Breaches of this policy will be dealt with promptly and proportionately. This may range from a verbal warning to temporary or permanent exclusion from Open Folk CIC activities. Serious breaches may be reported to the relevant authorities 

 Effective: January 2026 | Review: January 2027 | Owner: Board of Directors 

Open Folk CIC is committed to ensuring that all equipment used in our activities is safe, fit for purpose and properly maintained. This policy applies to all equipment owned, borrowed or hired by Open Folk CIC. 

• All equipment must be used only for its intended purpose.
• Equipment must be used in accordance with manufacturers' instructions and relevant safety guidelines.
• Only authorised and trained individuals may operate specialist equipment such as PA systems, lighting rigs or staging.
• Participants must be briefed on safe use of any equipment before activities begin.

• All equipment will be inspected before and after each use.
• Any damaged, faulty or unsafe equipment must be taken out of use immediately and labelled accordingly.
• Routine maintenance schedules will be established for regularly used equipment.
• An equipment inventory will be maintained and reviewed annually.

Any loss of or damage to OpenFolk CIC equipment must be reported immediately to the event coordinator and recorded in the incident log. Deliberate damage to equipment by participants may result in the individual being asked to contribute to repair or replacement costs. 

Effective: January 2026 | Review: January 2027 | Owner: Board of Directors 

Open Folk CIC is committed to sound financial management, transparency and long-term sustainability. As a Community Interest Company, any surplus generated must be reinvested for community benefit and not distributed to members for private gain. 

• Annual budgets will be prepared and approved by the Board of Directors.
• All expenditure above £500 requires the approval of at least two directors.
• Monthly financial reports will be reviewed by the Board.
• Annual accounts will be prepared in accordance with the Companies Act 2006 and filed with Companies House.
• An annual CIC report will be submitted to the Regulator of Community Interest Companies

All grant funding applications must be approved by the Board prior to submission. Grant conditions must be complied with fully, and expenditure of grant funds must be accurately recorded and reported to funders as required. 

Open Folk CIC will maintain a financial reserve equivalent to at least three months of core operating costs to ensure the continuity of its community activities. The Board will review the reserves policy annually. 

 Effective: January 2026 | Review: January 2027 | Owner: Board of Directors 

Open Folk CIC maintains appropriate insurance coverage to protect the organisation, its directors, volunteers, staff and participants. Insurance cover is reviewed annually by the Board of Directors to ensure it remains adequate. 

• Public Liability Insurance: Covering third-party injury or property damage arising from OpenFolk CIC activities.
• Employers' Liability Insurance: Covering staff and volunteers for injuries sustained during their work for OpenFolk CIC.

OpenFolk CIC takes a proactive approach to risk management. A Risk Register is maintained and reviewed quarterly by the Board. It identifies key risks across safeguarding, financial, operational and reputational areas, and sets out control measures to mitigate each risk. 

• All significant risks are assessed for likelihood and impact.
• Control measures are identified and implemented for each risk.
• Risk owners are assigned responsibility for monitoring and reporting on each risk.
• The Risk Register is reviewed at each Board meeting and updated following any significant incident.

📌 For insurance certificate requests or risk management queries, contact: admin@openfolk.org.uk