Policies & Procedures

 We currently hold the following documents:

1. A Safeguarding Policy which is reviewed every 2 years

The Board of the Guernsey Botanical Trust LBG, on behalf of the Victorian Walled Kitchen Garden, is notified by the Safe Guarding Officer, or Deputy, of all incidents arising ( Appendix 3)

2. The Guernsey Botanical Trust LBG has registered as a CHARITY with the Office of the Data Protection Authority at Block A, Lefebvre Court, Lefebvre Street, St Peter Port, GY1 2JP  Telephone: +44 (0) 1481 742074 Email: info@odpa.gg.

3. A Safety Procedures document is given to each volunteer in joining The Victorian Walled Kitchen Garden.

4. A Health and Safety document is in the draft form and will be reviewed when the construction of the Gatehouse & Learning Centre is completed and taken possession of by the Guernsey Botanical Trust LBG.

Further information

Public Liability Insurance applicable

 1. Policy Statement

The Guernsey Botanical Trust LBG (“the Trust”), operating the Victorian Walled Kitchen Garden is committed to ensuring the health, safety, and welfare of all volunteers, staff, contractors, visitors, and members of the public who may be affected by our activities.

 We recognise our duties under the Health and Safety at Work (General) (Guernsey) Ordinance, 1987 ( as amended) and other applicable legislation. We aim to provide and maintain safe and healthy working conditions and environments in our gardens, charity shop, and all associated facilities.

2. Scope

 This policy applies to:

·         All volunteers working in the Walled Garden, Gatehouse, and grounds.

·         Volunteers and staff operating in the charity shop.

·         Directors, visitors, contractors, and any other persons on site.

3. Responsibilities

 Directors

 The  Directors of Guernsey Botanical Trust LBG, have overall responsibility for health and safety within the organisation. They will:

·         Ensure appropriate health and safety arrangements are in place.

·         Approve and review this policy annually or after significant changes.

·         Ensure sufficient resources are allocated for health and safety.

·         Appoint a competent person to oversee day-to-day health and safety.

Health and Safety Coordinator 

The appointed Health and Safety Coordinator will:

·         Implement this policy on a day-to-day basis.

·         Carry out risk assessments and ensure control measures are in place and followed.

·         Provide appropriate information, instruction, and training to volunteers and staff.

·         Maintain accident and incident records and report to the Directors as required.

Volunteers and Staff

All volunteers and staff must:

·         Take reasonable care of their own health and safety and that of others who may be affected by their actions.

·         Follow all health and safety instructions and training received.

·         Use protective equipment provided for tasks.

·         Report hazards, accidents, or near misses promptly to the Health and Safety Coordinator.

4. Arrangements

4.1 Risk Assessment 

Risk assessments will be conducted for all relevant activities, including:

·         Manual work in the garden: digging, planting, tool use, lifting.

·         Charity shop operations: manual handling, display setup, ladder use, public interaction.

·         Use of machinery or powered tools (where applicable).

·         Trips, slips, and falls risks throughout pathways, work areas, and the shop.

 The findings will be communicated to volunteers and staff and reviewed annually or following significant changes or incidents.

4.2 Training

 All volunteers and staff will receive appropriate training and instruction covering:

·         Safe manual handling techniques.

·         Correct and safe use of garden tools and equipment.

·         Health and safety arrangements within the charity shop.

·         Emergency procedures, fire safety, and first aid awareness.

4.3 Personal Protective Equipment (PPE)

Where risk assessments identify a need, PPE will be provided, such as:

·         Gloves for gardening and manual tasks.

·         Hi-visibility clothing if working near vehicles or machinery.

·         Closed-toe, sturdy footwear for outdoor or manual work.

4.4 First Aid and Emergencies

·         First aid kits are available in the Gatehouse and charity shop.

·         At least one volunteer or staff member per session will be aware of first aid arrangements.

·         Emergency contact information is displayed clearly.

·         Fire exits and assembly points are clearly marked and kept unobstructed at all times.

4.5 Accident Reporting

All accidents, incidents, and near misses must be reported to the Health and Safety Coordinator immediately and recorded in the Accident Book, located in the Gatehouse office and charity shop till area.

4.6 Welfare

We will provide:

·         Access to drinking water and toilet facilities for all volunteers and staff.

·         Adequate rest breaks appropriate to the nature and duration of tasks.

5. Monitoring and Review

 This policy will be:

·         Reviewed annually by the Directors or sooner if there are significant changes in operations or after any major incident.

·         Updated as necessary to remain compliant with Guernsey health and safety legislation and best practice.

6. Policy Approval

 Approved by the Directors on: [Insert date]

Signed:

Chair of Trustees/Directors: ____________________________

Health and Safety Coordinator: ____________________________

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Further information

 For more details on how we use cookies, and how we protect your personal data, please see our privacy policy.

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1. Introduction

Guernsey Botanical Trust LBG (“we”, “us”, “our”) is committed to protecting your personal data in accordance with the Data Protection (Bailiwick of Guernsey) Law, 2017.

 This Privacy Notice explains how we collect, use, store, and protect your personal data.

2. Who we are

 Registered Address: The Victorian Walled Kitchen Garden LBG, Saumerez Park, Castle, Guernsey

Company Registration Number: 37792

Charity Registration Number: CH415

Contact Email: info@walledgarden.gg

Contact Telephone: [TBC]

3. What personal data we collect

 We collect and hold:

·         Members: name, address, telephone number, email address, membership type and status, payment records.

·         Donors: name, address, contact details, donation history, and tax relief declarations where applicable.

·         Suppliers: business contact details, names of contacts, bank account details for payments.

·         Booking Information: name, address, contact details, details of room or site bookings, payment records.

·         General Enquiries: information provided in emails, letters, or other communications with us.

4. How we use your personal data

 We use your personal data to:

·         Administer membership records and renewals.

·         Process donations and any claims for Income Tax relief on donations with the States of Guernsey Revenue Service.

·         Manage supplier relationships, contracts, and payments.

·         Administer bookings for rooms, events, and activities.

·         Maintain accurate financial and legal records for compliance purposes.

·         Send communications relating to our charitable purposes, including updates, newsletters, and invitations to events (you can opt out at any time).

5. Legal basis for processing

 We process your data under the following legal bases:

·         Contract: to provide membership services, manage bookings, and fulfil supplier agreements.

·         Legal obligation: to maintain accounting records and process tax relief on donations.

·         Legitimate interests: to manage and develop our charitable work, engage with supporters, and promote our activities.

·         Consent: where required, such as for marketing emails or newsletters if you opt in.

6. Who we share your data with

 We do not transfer your data internationally.

 We may share your data with:

·         States of Guernsey Revenue Service, for processing Income Tax relief on donations.

·         HMRC (if relevant for UK Gift Aid claims).

·         Our professional advisors (e.g. accountants) under confidentiality agreements.

·         Third-party processors such as website or IT support providers, under written data processing agreements.

 We will never sell your data.

7. Data security

 We implement appropriate technical and organisational measures to protect your data, including secure electronic systems and restricted staff access.

8. How long we keep your data

 We retain personal data only for as long as necessary for the purposes stated above and to comply with legal and financial obligations:

·         Membership data: generally retained for up to 2 years after membership lapses.

·         Donation and accounting records: retained for 6 years.

·         Booking records: retained for up to 2 years.

·         Supplier data: retained for as long as required to manage relationships and comply with legal obligations.

9. Your rights

 Under the Data Protection (Bailiwick of Guernsey) Law, 2017, you have rights to:

·         Access your personal data.

·         Request correction of inaccurate or incomplete data.

·         Request erasure of your data (“right to be forgotten”), subject to legal retention requirements.

·         Restrict or object to processing in certain circumstances.

·         Data portability, where applicable.

 To exercise these rights, please contact us using the details above.

10. Complaints

 If you have any concerns about our use of your personal data, please contact us in the first instance. You also have the right to lodge a complaint with the:

 Office of the Data Protection Authority (ODPA)

Website: www.odpa.gg

Email: enquiries@odpa.gg

Telephone: +44 (0)1481 742074

11. Changes to this Privacy Notice

 We may update this notice from time to time. The latest version will always be available on our website at [insert website link].

Date of issue: July 2025

1. Introduction

 Guernsey Botanical Trust LBG (Company Number: 37792, Charity Number: CH415), operating the Victorian Walled Kitchen Garden at Saumarez Park, is committed to promoting equality, diversity, and inclusion. We will not tolerate discrimination in any form.

 This policy applies to all volunteers, directors, visitors, contractors, and anyone involved in our activities.

2. Our Commitment

 We aim to provide an environment that is free from discrimination, harassment, or victimisation on any protected ground under the Discrimination (Bailiwick of Guernsey) Law, 2022, including but not limited to:

·         Race

·         Disability

·         Carer status

·         Sexual orientation

·         Religious belief

·         Age

·         Sex

·         Marital status

·         Pregnancy or maternity

 We recognise our duties as an organisation operating in Guernsey and will ensure fair and respectful treatment for all.

3. Scope

 This policy applies to:

·         All volunteers involved in our gardening work, charity shop, and events.

·         Directors in governance and operational decision-making roles.

·         Members of the public interacting with our charity and its facilities.

4. Expectations

 All volunteers and directors are expected to:

·         Treat others with dignity and respect at all times.

·         Not engage in or condone discriminatory behaviour, harassment, or victimisation.

·         Report any incidents of discrimination promptly to the Chair of Directors or nominated safeguarding officer.

5. Reporting and Action

 We will take all reports of discrimination seriously and investigate them sensitively and confidentially. Appropriate action will be taken where necessary, which may include removal from volunteering roles or involvement with the charity if behaviour breaches this policy.

6. Review

 This policy will be reviewed annually, or sooner if required by changes in law or organisational practice.

7. Approval

 Approved by the Directors on: [Insert date]

Signed:

Chairman : ____________________________

For more information about our charity, please visit www.walledgarden.gg.