Health and Safety Policy

Sugar Hill Hop | Last reviewed: [DATE] | Next review: [DATE +12 MONTHS]

Policy Statement

Sugar Hill Hop is committed to providing a safe environment for all staff, students, and visitors. We recognise our duties under the Health and Safety at Work etc. Act 1974 and the Management of Health and Safety at Work Regulations 1999. We will, so far as is reasonably practicable, ensure the health, safety, and welfare of everyone affected by our activities.

Responsibilities

[NAME — Owner/Director] has overall responsibility for health and safety at Sugar Hill Hop. This includes ensuring risk assessments are conducted and reviewed, staff receive appropriate training, and this policy is kept up to date.

All teaching staff are responsible for: following safe working practices, reporting hazards or incidents immediately, familiarising themselves with the venue layout and emergency procedures before each class, and ensuring students are made aware of relevant safety information at the start of class.

Arrangements

• Venue: Sugar Hill Hop operates from rented premises. Before using any venue, we confirm that the venue holder maintains a current fire risk assessment, public liability insurance, and appropriate maintenance of the space. Staff are briefed on venue-specific arrangements before their first class at any location.
• Risk assessments: We maintain a risk assessment for our dance class activities (see Risk Assessment document). This is reviewed annually or whenever circumstances change.
• First aid: A first aid kit is available at every class. At least one member of staff present at each class holds a current first aid qualification (see First Aid Policy).
• Accidents and incidents: All accidents, injuries, and near-misses are recorded using our Accident and Incident Report Form and reviewed by [NAME]. Incidents reportable under RIDDOR are reported to the HSE.
• Floor safety: Teaching staff must check the dance floor surface before class begins. Any spills, debris, or damage to the floor surface must be addressed before the class starts. Water bottles must be kept at the edge of the dance floor.
• Physical activity: Students are advised to warm up, wear appropriate footwear, stay hydrated, and inform a teacher of any pre-existing injuries or conditions that may affect their participation.
• Training: All staff receive health and safety induction training before their first class and refresher training annually.

Review

This policy is reviewed annually or following any significant incident. All staff are notified of changes.

Signed: [NAME] | Date: [DATE]

Fire Safety and Evacuation Procedure

Sugar Hill Hop | Last reviewed: [DATE] | Next review: [DATE +12 MONTHS]

Overview

Sugar Hill Hop operates from rented venues and does not own or manage any buildings. The venue holder is responsible for maintaining the fire risk assessment, fire detection systems, extinguishers, and signage. Sugar Hill Hop is responsible for ensuring our staff and students know how to evacuate safely and that we have a designated fire marshal at every class.

Designated Fire Marshal

At least one member of Sugar Hill Hop staff at each class is designated as fire marshal. This person is responsible for: knowing the location of all fire exits and the assembly point, initiating evacuation of the dance space if the alarm sounds, conducting a sweep of the room to ensure no one is left behind, taking the class register to the assembly point, and liaising with venue staff or the fire service on arrival.

Before Each Class

The designated fire marshal must confirm: the location of all fire exits from the teaching space, the route to the assembly point, that fire exits are unobstructed, and the location of the nearest fire alarm call point and extinguisher.

If the Fire Alarm Sounds

1. Stop the music immediately.
2. Calmly instruct everyone to leave via the nearest fire exit. Do not stop to collect belongings.
3. The fire marshal sweeps the room to check no one remains.
4. Proceed to the assembly point: [VENUE-SPECIFIC ASSEMBLY POINT].
5. Use the class register to account for all students and staff.
6. Do not re-enter the building until authorised by the fire service or venue management.

Venue-Specific Information

Saw Swee Hock Student Centre, 1 Sheffield Street, London WC2A 2AP

• Fire exits: [CONFIRM WITH VENUE]
• Assembly point: [CONFIRM WITH VENUE]
• Nearest fire alarm call point: [CONFIRM WITH VENUE]

Training

All staff receive fire safety awareness training during induction. At least one member of staff per class holds a current fire marshal certificate. Training is refreshed annually. When a new venue is used, all staff receive a venue-specific fire safety briefing before the first class.

Risk Assessment — Dance Class Activities

Sugar Hill Hop | Assessed by: [NAME] | Date: [DATE] | Review date: [DATE +12 MONTHS]

Activity: Weekly Lindy Hop dance classes (Beginners and Social Improvers) involving partnered dancing with physical contact and partner rotation.

Location: Saw Swee Hock Student Centre, 1 Sheffield Street, London WC2A 2AP (rented venue).

Persons at risk: Students, teaching staff, visitors.

Identified Hazards and Controls

1. Slips, Trips and Falls

Risk: Wet or uneven floor surface, spilled water, bags or shoes left in the dance area. Controls: Staff check the floor before class. Water bottles kept at the room’s edge. Bags and personal items stored away from the dance area. Students advised to wear appropriate footwear with smooth soles. Spills cleaned immediately.

2. Physical Injury from Dancing

Risk: Sprains, strains, collisions with other dancers, overexertion. Controls: Classes begin with a warm-up. Teachers monitor spacing and adjust the number of couples on the floor. Students advised to inform teachers of pre-existing injuries. Students encouraged to sit out if they feel unwell or fatigued. First aid kit available at every class.

3. Unwanted Physical Contact

Risk: Partner dancing involves physical contact; partner rotation means dancing with multiple people. Controls: Consent and Physical Contact Policy in place. Teachers explain the partner rotation system and that students may sit out any rotation. Code of Conduct communicated to all students. Staff trained on consent and boundaries (see Consent and Physical Contact Policy).

4. Medical Emergency

Risk: Cardiac event, asthma attack, allergic reaction, fainting. Controls: At least one first aider present at each class. First aid kit including plasters, cold packs, and a foil blanket available. Staff know the venue’s address for directing emergency services. Students encouraged to disclose relevant conditions to a teacher before class.

5. Fire

Risk: Fire in the venue. Controls: Fire Safety and Evacuation Procedure in place. Designated fire marshal at each class. Staff confirm fire exit routes and assembly point before each class. Venue maintains fire detection and extinguisher equipment.

6. Manual Handling

Risk: Staff carrying speakers, equipment, or supplies to the venue. Controls: Equipment kept to a manageable weight. Staff advised to use proper lifting technique. Heavy items carried by two people where necessary.

7. Safeguarding

Risk: Under-18s or vulnerable adults attending class; inappropriate behaviour between attendees; power imbalance between teachers and students. Controls: Safeguarding Policy in place. Designated Safeguarding Lead appointed. Staff complete safeguarding training. DBS checks for staff in regulated activity. Code of Conduct and Professional Boundaries Policy in place.

Review

This risk assessment is reviewed annually or following any significant incident, change of venue, or change in activities.

Signed: [NAME] | Date: [DATE]

First Aid Policy

Sugar Hill Hop | Last reviewed: [DATE] | Next review: [DATE +12 MONTHS]

Provision

At least one member of staff present at each Sugar Hill Hop class holds a current first aid qualification (minimum: Emergency First Aid at Work). A first aid kit is brought to every class and kept in an accessible location known to all staff.

Appointed First Aiders

[NAME — Certificate expiry: DATE]

[NAME — Certificate expiry: DATE]

First Aid Kit Contents

The kit should contain at minimum: assorted plasters, sterile dressings, triangular bandages, disposable gloves, antiseptic wipes, microporous tape, instant cold packs, a foil blanket, and scissors. Contents are checked and restocked after each use and reviewed monthly.

Procedure

1. Assess the situation and ensure your own safety.
2. Provide first aid within your level of training.
3. If the injury or illness requires professional medical attention, call 999. Provide the venue address: Saw Swee Hock Student Centre, 1 Sheffield Street, London WC2A 2AP.
4. Stay with the person until help arrives or they have recovered.
5. Complete an Accident and Incident Report Form as soon as practicable.
6. Notify [NAME] of any incident requiring first aid.

Data Protection Policy

Sugar Hill Hop | Last reviewed: [DATE] | Next review: [DATE +12 MONTHS]

Overview

Sugar Hill Hop collects and processes personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy explains how we handle personal data and sets out the responsibilities of all staff.

Data Controller

[NAME / BUSINESS NAME] is the data controller. Contact: [EMAIL ADDRESS].

What We Collect

We may collect: names, email addresses, phone numbers, payment information, attendance records, health information voluntarily disclosed by students (e.g. injuries), and photographs or video taken at classes or events with consent.

How We Use It

Personal data is used to: manage class bookings and attendance, process payments, communicate with students about classes and events, and comply with legal obligations (e.g. accident reporting, safeguarding). We do not sell personal data to third parties.

Staff Responsibilities

• Only collect personal data that is necessary for a stated purpose.
• Do not share student personal data with anyone outside Sugar Hill Hop unless required by law (e.g. safeguarding referral, medical emergency).
• Do not store student data on personal devices unless agreed with [NAME] and secured with a password or encryption.
• Do not use personal messaging apps (e.g. WhatsApp) to communicate student data unless this has been specifically authorised.
• Report any suspected data breach (e.g. lost device, accidental email to the wrong person) to [NAME] immediately.

Individual Rights

Individuals have the right to: access their personal data, request correction of inaccurate data, request deletion of their data (where there is no legal reason to retain it), and withdraw consent for marketing communications at any time. Requests should be made to [EMAIL ADDRESS] and will be responded to within one calendar month.

Retention

We retain personal data only as long as necessary for the purpose it was collected. Attendance and financial records are retained for [6 years] for tax and legal purposes. Marketing consent records are retained until consent is withdrawn. Accident and incident records are retained for [3 years].

Data Breaches

Any suspected breach must be reported to [NAME] immediately. If the breach poses a risk to individuals’ rights and freedoms, it will be reported to the Information Commissioner’s Office (ICO) within 72 hours and affected individuals will be notified.

Equality, Diversity and Inclusion Policy

Sugar Hill Hop | Last reviewed: [DATE] | Next review: [DATE +12 MONTHS]

Commitment

Sugar Hill Hop is committed to creating a welcoming, inclusive environment where everyone is treated with dignity and respect. We celebrate the African American cultural heritage of Lindy Hop and the diverse communities who practise it. We do not tolerate discrimination, harassment, or victimisation of any kind.

Legal Framework

This policy is guided by the Equality Act 2010, which protects people from discrimination based on the following protected characteristics: age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, and sexual orientation.

What This Means in Practice

• Dance roles: We use “lead” and “follow” to describe dance roles, not gendered terms. Anyone may dance any role. We use “they/them” pronouns when referring to a dancer in a general sense.
• Partner rotation: Our classes use partner rotation. Students are welcome to sit out any rotation for any reason and do not need to give an explanation.
• Accessibility: We will make reasonable adjustments for students and staff with disabilities. If you have access needs, please speak to a teacher before or during class.
• Language: Staff must use inclusive, respectful language at all times. Discriminatory language, jokes, or comments — whether directed at individuals or groups — are not acceptable, even if intended humorously.
• Cultural respect: Lindy Hop is rooted in African American culture and history. Staff and students are expected to engage with the dance respectfully and to acknowledge its origins.

Reporting Concerns

Anyone who experiences or witnesses discrimination, harassment, or victimisation should report it to [NAME] at [EMAIL ADDRESS]. All reports will be taken seriously, handled confidentially, and investigated promptly. See our Anti-Harassment Policy and Complaints Procedure for further details.

Anti-Harassment and Sexual Harassment Prevention Policy

Sugar Hill Hop | Last reviewed: [DATE] | Next review: [DATE +12 MONTHS]

Policy Statement

Sugar Hill Hop has zero tolerance for harassment of any kind. Under the Worker Protection (Amendment of Equality Act 2010) Act 2023, we have a legal duty to take reasonable steps to prevent sexual harassment before it occurs. This duty is proactive and anticipatory — we do not wait for an incident to happen.

Scope

This policy applies to all Sugar Hill Hop staff, volunteers, and students. It covers behaviour during classes, events, social dances, and any activity associated with Sugar Hill Hop, including online interactions. It covers harassment by staff, by students towards other students, and by any third party present at our events.

Definitions

Harassment is unwanted conduct related to a protected characteristic (see EDI Policy) that has the purpose or effect of violating a person’s dignity, or creating an intimidating, hostile, degrading, humiliating, or offensive environment.

Sexual harassment is unwanted conduct of a sexual nature that has the same purpose or effect. This includes unwanted physical contact, sexual comments or jokes, staring or leering, displaying sexual material, and unwanted sexual advances.

Context: Dance and Physical Contact

Lindy Hop is a partnered dance involving physical contact. This does not reduce the standard of behaviour expected. The following are not acceptable under any circumstances: touching a dance partner in a sexual manner, refusing to respect a partner’s request to adjust hold or contact, making sexual comments about a partner’s body, pressuring someone to dance when they have declined, or using the dance as a pretext for unwanted physical intimacy.

Prevention Measures

• All staff receive sexual harassment prevention training during induction and annually thereafter.
• The Consent and Physical Contact Policy sets clear expectations for physical contact in classes.
• The Code of Conduct sets behavioural expectations for all participants.
• A risk assessment specific to sexual harassment in our dance context is maintained and reviewed annually.
• [NAME] is the designated lead responsible for this policy and its implementation.

How to Report

If you experience or witness harassment, you can: speak to any member of Sugar Hill Hop staff, contact [NAME] directly at [EMAIL ADDRESS], or report anonymously using [METHOD — e.g. online form, suggestion box]. All reports are taken seriously. You will not be penalised for making a report in good faith. Reports will be handled confidentially and investigated promptly. See the Complaints and Grievance Procedure for the investigation process.

Consequences

Substantiated harassment by staff may result in disciplinary action up to and including dismissal. Substantiated harassment by a student may result in a verbal warning, suspension from classes, or a permanent ban, depending on severity. Sugar Hill Hop will cooperate with the police or other authorities where appropriate.

Safeguarding Policy

Sugar Hill Hop | Last reviewed: [DATE] | Next review: [DATE +12 MONTHS]

Commitment

Sugar Hill Hop is committed to safeguarding the welfare of all children (under 18) and adults at risk who attend our classes, events, or activities. Everyone has a right to participate in dance in a safe environment, free from abuse and harm.

Designated Safeguarding Lead (DSL)

[NAME] — Contact: [PHONE NUMBER] / [EMAIL ADDRESS]

Deputy DSL: [NAME] — Contact: [PHONE NUMBER] / [EMAIL ADDRESS]

Scope

This policy applies to all Sugar Hill Hop staff, volunteers, and anyone acting on behalf of the organisation. It covers all activities including classes, events, workshops, and online interactions.

Staff Responsibilities

• Be alert to signs of abuse, neglect, or exploitation.
• Never ignore a concern, however small it may seem.
• Report any concern to the DSL as soon as possible.
• If a child or adult at risk is in immediate danger, call 999 first, then inform the DSL.
• Record concerns factually, noting what was seen, said, or reported, and the date and time. Do not investigate — that is the role of the local authority or police.
• Maintain confidentiality. Only share information with those who need to know.

If a Disclosure is Made to You

• Listen calmly and take what is said seriously.
• Reassure the person that they have done the right thing by telling you.
• Do not promise confidentiality — explain that you may need to share the information to keep them safe.
• Do not ask leading questions. Let them speak in their own words.
• Record what was said as soon as possible using their words, not your interpretation.
• Report to the DSL immediately.

Reporting Externally

The DSL will refer concerns to the appropriate authority:

• Children: Local authority children’s social care or the police. NSPCC Helpline: 0808 800 5000.
• Adults at risk: Local authority adult social care or the police.
• Allegations against staff: Local Authority Designated Officer (LADO).

Safer Recruitment

All staff and volunteers in roles involving regular contact with children or adults at risk will undergo an Enhanced DBS check before starting. Two references are required. DBS checks are renewed every three years.

Training

All staff complete safeguarding awareness training (minimum Level 1) during induction. The DSL completes Level 3 safeguarding training. Training is refreshed every two years, with annual updates on any changes in legislation or practice.

Code of Conduct and Professional Boundaries

Sugar Hill Hop | Last reviewed: [DATE] | Next review: [DATE +12 MONTHS]

Purpose

This Code of Conduct sets out the behaviour expected of all Sugar Hill Hop staff and volunteers. It exists to protect students, staff, and the reputation of the organisation. All staff must read, understand, and sign this document before their first class.

Expected Behaviour

• Treat all students, staff, and visitors with dignity and respect.
• Use inclusive, non-gendered language when describing dance roles (lead/follow, not man/woman).
• Use they/them pronouns when referring to dancers in a general sense.
• Respect students’ boundaries regarding physical contact, personal space, and participation.
• Do not use physical corrections on a student without first asking their permission.
• Do not make comments about a student’s body, appearance, or physical attributes.
• Arrive on time, prepared, and in a fit state to teach.
• Do not teach under the influence of alcohol or drugs.
• Report any concerns about student welfare, safety, or behaviour to [NAME].

Professional Boundaries

• Power dynamics: Teachers hold a position of trust and influence. Be aware that students may look up to you, seek your approval, or feel unable to challenge your behaviour. Do not exploit this dynamic.
• Relationships: Romantic or sexual relationships between staff and current students create a power imbalance and are strongly discouraged. If such a relationship develops, it must be disclosed to [NAME] immediately so that appropriate safeguards can be considered.
• Social media: Exercise professional judgement when interacting with students on social media. Do not send private messages to students that you would not be comfortable sharing publicly. Do not share students’ images or personal information without their consent.
• One-to-one situations: Avoid being alone with a student in a closed or private space. If a private conversation is needed, keep the door open or ensure another staff member is nearby.

Unacceptable Behaviour

The following will result in disciplinary action: discrimination or harassment of any kind, sexual misconduct, physical aggression, teaching under the influence of alcohol or drugs, deliberate breach of confidentiality, ignoring or failing to report a safeguarding concern, and any behaviour that brings Sugar Hill Hop into disrepute.

Acknowledgement

I have read, understood, and agree to abide by this Code of Conduct.

Name: _________________________ Signature: _________________________ Date: _____________

Consent and Physical Contact Policy

Sugar Hill Hop | Last reviewed: [DATE] | Next review: [DATE +12 MONTHS]

Context

Lindy Hop is a partnered dance that involves physical contact between dancers. This is a normal and expected part of the dance. However, physical contact must always be appropriate, respectful, and consensual. This policy sets clear expectations for how physical contact is handled at Sugar Hill Hop, both between teachers and students and between students.

Principles

• Consent is ongoing. Agreeing to dance with someone is not blanket consent for all forms of contact. A student may agree to dance but ask for adjustments to the hold, and this must be respected immediately.
• Anyone may decline. Students may decline to dance with any person, sit out any rotation, or stop dancing at any time. No explanation is required, and no one should be pressured to participate.
• Physical corrections by teachers. Teachers must ask before making physical contact for the purpose of correcting a student’s posture, position, or technique. A simple “Can I show you on your arm/shoulder?” is sufficient. If a student declines, the teacher should demonstrate the correction verbally or on themselves instead.
• Teachers in rotation. When teachers enter the student rotation (see Teacher Manual — Teachers in Rotation), the same standards of appropriate contact apply as between any two dancers. Teachers should not use the rotation as an opportunity for contact that goes beyond what the dance requires.

Appropriate Contact in Class

Appropriate physical contact in a Lindy Hop class includes: standard dance hold (closed position, open position, side-by-side), leading and following movements through connection points (hands, arms, back), and brief, consensual physical corrections by teachers.

Inappropriate contact includes: touching intimate areas, pulling a partner closer than the dance requires against their wishes, continuing contact after a partner has indicated discomfort, and any contact of a sexual nature.

Staff Guidance

At the start of a class or term, teachers should briefly explain the partner rotation system and remind students that they may sit out any rotation for any reason. If a teacher observes inappropriate contact between students, they should intervene calmly and, if necessary, speak privately with the individuals involved. If the behaviour is serious or repeated, it should be reported to [NAME] and handled under the Anti-Harassment Policy.

Accident and Incident Reporting Procedure

Sugar Hill Hop | Last reviewed: [DATE] | Next review: [DATE +12 MONTHS]

What Must Be Reported

All of the following must be recorded: any injury sustained during a class or event (however minor), any near-miss that could have resulted in injury, any incident of harassment, discrimination, or inappropriate behaviour, any safeguarding concern, any damage to equipment or the venue, and any medical emergency.

How to Report

1. Deal with the immediate situation first (provide first aid, ensure safety, call emergency services if needed).
2. Complete an Accident/Incident Report Form as soon as practicable. Record: date, time, location, name(s) of person(s) involved, description of what happened (factual, not interpretive), any injuries sustained, first aid or action taken, names of witnesses, and the name of the person completing the form.
3. Submit the completed form to [NAME] within 24 hours.
4. [NAME] will review the report and determine whether further action is needed (e.g. RIDDOR report, insurance notification, policy review).

RIDDOR

Certain serious incidents must be reported to the Health and Safety Executive under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR). These include: fractures (other than fingers, thumbs, and toes), injuries requiring hospital admission, and any injury that prevents the person from carrying out their normal activities for more than seven consecutive days. [NAME] is responsible for making RIDDOR reports.

Record Keeping

All accident and incident reports are stored securely by [NAME] and retained for a minimum of three years. Reports involving children are retained until the individual reaches the age of 25, or for three years, whichever is longer.

Complaints and Grievance Procedure

Sugar Hill Hop | Last reviewed: [DATE] | Next review: [DATE +12 MONTHS]

Purpose

Sugar Hill Hop takes all complaints seriously. This procedure exists to ensure that concerns are handled fairly, promptly, and consistently, whether they are raised by students, staff, or members of the public.

Informal Resolution

Many concerns can be resolved informally. If you are comfortable doing so, speak directly to the person involved or to any member of Sugar Hill Hop staff. We encourage open dialogue and will try to resolve matters quickly and amicably.

Formal Complaint

If informal resolution is not possible or appropriate, you may make a formal complaint:

1. Submit your complaint in writing to [NAME] at [EMAIL ADDRESS]. Include: what happened, when and where, who was involved, any witnesses, and what outcome you are seeking.
2. You will receive an acknowledgement within 5 working days.
3. [NAME] will investigate the complaint. This may involve speaking to you, the person complained about, and any witnesses.
4. You will receive a written response within 20 working days, setting out the findings and any action to be taken.
5. If you are not satisfied with the outcome, you may request a review by [NAME / ALTERNATIVE PERSON] within 10 working days of receiving the response.

Safeguarding and Harassment Complaints

Complaints involving safeguarding concerns or allegations of harassment will be handled under the Safeguarding Policy or Anti-Harassment Policy respectively. These may involve external referrals to the local authority, police, or LADO.

Protection

No one will be penalised for making a complaint in good faith. Victimisation of anyone who raises a concern is a disciplinary matter. False or malicious complaints will also be treated seriously.

Staff Grievances

Staff who wish to raise a grievance about their own treatment should follow the same formal procedure above. If the grievance is about [NAME — the usual complaint handler], it should be directed to [ALTERNATIVE NAME / EXTERNAL CONTACT].