Effective Date: 2/2/2023

The Willow Tree Forest School and The Oak Tree Forest School (“we,” “our,” or “us”) are committed to ensuring the safety, wellbeing, and protection of all children in our care. Safeguarding is everyone’s responsibility, and this policy sets out our approach to protecting children from harm.

• All children, regardless of age, gender, ability, culture, religion, or background, have the right to be safe and protected.
   
• We aim to create a nurturing, supportive, and secure environment where children can learn, play, and explore confidently.
   
• Staff and volunteers are trained to recognise signs of abuse or neglect and respond appropriately.

• We will ensure all children have  safe and secure environment in which to be whilst with us.
   

Our safeguarding practices comply with:

• Children Act 1989 & 2004
   
• Working Together to Safeguard Children (UK)
   
• Keeping Children Safe in Education (UK)
   
• UK GDPR and Data Protection Act 2018
   

Designated Safeguarding Lead (DSL):

• Laura Payne is the DSL for both The Willow Tree and The Oak Tree Forest Schools.
   
• Responsibilities include managing safeguarding concerns, liaising with external agencies, and keeping records.
   

Staff & Volunteers:

• Must follow safeguarding procedures, report concerns immediately to the DSL, and complete mandatory training.
   

• All staff and volunteers undergo enhanced DBS checks.
   
• References and qualifications are verified.
   
• We maintain a culture of vigilance and ongoing training to safeguard children.
   

• Staff must treat all children with respect, kindness, and fairness.
   
• Physical contact is only used when necessary for safety, comfort, or wellbeing (e.g., first aid or calming a distressed child).
   
• Staff must never engage in any behaviour that could be considered abusive or discriminatory.
   

Signs of abuse may include:

• Unexplained injuries or frequent accidents
   
• Changes in behaviour or mood
   
• Withdrawal from activities or peers
   
• Fearfulness or anxiety about certain people or places
   

Types of abuse include:

• Physical Abuse
   
• Emotional Abuse
   
• Sexual Abuse
   
• Neglect
   

All suspicions or disclosures are taken seriously and acted upon immediately.

If a child discloses abuse, staff will:

1. Stay calm and listen without judgment
    
2. Reassure the child that they are safe and were right to speak up
    
3. Avoid asking leading questions
    
4. Report the concern immediately to the DSL Laura Payne.
    

The DSL will:

• Record all concerns in writing
   
• Contact the relevant local safeguarding authorities (e.g., Social Services)
   
• Follow up to ensure the child’s safety
   

• Although there are no legal ratios for staff to children recognised in the UK, we will keep ratios of staff to children safe and always maintained at safe levels.
   
• Outdoor areas are risk-assessed  regularly and dynamically risk assessed daily for hazards.
   
• First aid kits are accessible, and staff are trained in first aid and emergency procedures.
   

• Digital communications (emails, video calls) are conducted safely and securely.
   
• Staff will not engage in personal social media contact with children.
   
• Children are educated about online safety in age-appropriate ways.
   

• All safeguarding concerns are recorded confidentially and stored securely.
   
• Information is shared only on a “need-to-know” basis with relevant authorities.
   
• Parents/guardians are informed unless doing so would put the child at risk.
   

• Staff undergo annual safeguarding training and regular updates.
   
• This policy is reviewed yearly or sooner if there are changes in legislation or guidance.
   

Designated Safeguarding Lead (DSL): Laura Payne – info@thewillowtreeforestschool.co.uk
West Sussex Children’s Services: 0330 222 6470
NSPCC Helpline: 0808 800 5000

Effective Date: 2/2/2023

The Willow Tree Forest School and The Oak Tree Forest School (together referred to as “we,” “our,” or “us”) respect your privacy and are committed to protecting your personal data. This Privacy Policy explains how we collect, use, and safeguard your information when you visit our website, book sessions, purchase digital products, or contact us.

By using our website, you agree to the terms of this policy.

• The Willow Tree Forest School provides girls-only holistic nature sessions in Bosham, Chichester, West Sussex.
   
• The Oak Tree Forest School provides boys-only nature and wellbeing sessions.
   
• We also sell downloadable and physical wellbeing resources via our website and Etsy shop (“TheWillowTreeByLaura”).
   

If you have questions, please contact us:
info@thewillowtreeforestschool.co.uk

We may collect the following types of information:

Personal Information (provided by you):

• Name of parent/guardian and child
   
• Child’s age and any relevant medical/health information for safeguarding
   
• Contact details (email, phone number, address)
   
• Payment details (processed securely via third-party providers — we do not store card information)
   

Technical Information (collected automatically):

• IP address, browser type, device information
   
• Pages visited and time spent on the website (via cookies or analytics tools)
   

We use your information to:

• Process bookings and payments
   
• Provide session details, reminders, and updates
   
• Ensure children’s health, safety, and wellbeing during sessions
   
• Deliver purchased digital downloads or physical products
   
• Improve our website, services, and resources
   
• Send occasional newsletters or updates (only if you opt in)
   

We will never sell your information to third parties.

Under UK GDPR, we process your personal data based on:

• Contractual necessity: to provide the sessions or products you book.
   
• Legal obligation: to meet safeguarding, health and safety, or tax/accounting requirements.
   
• Consent: for marketing emails or optional information you provide.
   

We only share your data where necessary:

• With trusted service providers (e.g., Stripe, PayPal, Wix, GoDaddy, or Etsy) to process payments or deliver downloads.
   
• With emergency services if required for safeguarding or health reasons.
   
• With professional advisors (e.g., accountants) for business purposes.
   

All third parties are required to respect your data and comply with GDPR.

• Booking and child safeguarding records: kept for 7 years in line with legal requirements.
   
• Payment information: processed by third parties; we do not retain card details.
   
• Mailing list information: kept until you unsubscribe.
   
• General enquiries: deleted within 12 months unless ongoing contact is required.
   

Our website may use cookies and analytics tools (such as Google Analytics) to understand visitor behaviour and improve services. You can disable cookies in your browser settings if you prefer.

Under GDPR, you have the right to:

• Access the personal data we hold about you
   
• Request corrections to inaccurate data
   
• Request deletion of your data (unless legally required to keep it)
   
• Restrict or object to processing in certain circumstances
   
• Withdraw consent for marketing at any time
   

To exercise your rights, email us at info@thewillowtreeforestschool.co.uk.

We take appropriate technical and organisational measures to protect your data against loss, misuse, or unauthorised access. This includes secure passwords, encryption, and restricted access.

We only collect information about children necessary for safeguarding, health, and session participation. This data is provided by the parent/guardian and never shared without consent, unless legally required. While we take all measures to  respect the wishes of the parent, we can not guarantee that we will not use a child's image on our website & social media. We would like to remind you that by sending your child to The Willow Tree Forest School, The Oak Tree Forest School or any of our affiliated sessions, you are aware that content for our website and social media pages will be collected. Where possible we will use blurring or masking of the child's face on the images and videos if you have chosen for your child to not appear in the images.

Our website may contain links to third-party sites (e.g., Etsy). We are not responsible for their privacy practices. Please check their policies when using their platforms.

We may update this Privacy Policy from time to time. The most recent version will always be available on our website. we reserve the right to update and amend our policy at any time.

If you have any questions or concerns about this Privacy Policy or how your data is handled, please contact us at:

📧 info@thewillowtreeforestschool.co.uk
📍 Bosham, Chichester, West Sussex, UK