A safe, inclusive and welcoming space for families and children with disabilities

Welcome

We look forward to welcoming you.

Our spaces are designed to provide a safe, inclusive and welcoming environment for children with disabilities, young people and their families. They are places where families can relax, connect, access support and spend time together without feeling judged or under scrutiny.

We welcome professionals and organisations who wish to visit, learn about our work or gain a better understanding of the experiences of families. However, professional visits must always support, rather than disrupt, the environment we have created.

This agreement sets out the expectations for professional visitors and helps ensure that the comfort, privacy, dignity and wellbeing of the families using our services remain the priority.

By signing this agreement, you confirm your understanding of and commitment to the following principles during your visit.

1. Respecting the Space and Its Purpose

Our spaces exist first and foremost for children, young people and their families.

Many families who access our services may be experiencing significant challenges and may value having somewhere they can relax and be themselves without pressure or scrutiny.

As a professional visitor, your presence should therefore be calm, respectful and unobtrusive. Please remain mindful that your visit should not interfere with families' use or enjoyment of the space.

2. Observation with Sensitivity

Where appropriate, professional visitors may observe general activities, play or interactions for the agreed purpose of their visit.

Observation must always be undertaken sensitively and respectfully.

Please:

• Avoid making children, young people or families feel that they are being watched or assessed.

• Do not initiate conversations unless you are clearly invited to do so.

• Respect personal space and boundaries.

• Be mindful of body language and non-verbal communication.

• If someone appears busy, withdrawn or uninterested in engaging, please respect this.

• Do not interrupt activities or interactions taking place between families, staff or children.

3. Protecting Privacy and Confidentiality

The privacy of children, young people and families must be protected at all times.

Professional visitors must not:

• Record audio, photographs or video without prior written permission.

• Make notes containing names or identifiable information without appropriate consent and authorisation.

• Collect or retain personal information about families encountered during the visit.

• Share information about individuals or families with colleagues or external organisations unless this is appropriately authorised and lawful.

Any information or learning gained during a visit must be treated respectfully, kept confidential and used only for the agreed purpose of the visit.

All personal data must be handled in accordance with applicable data protection legislation, including the UK GDPR and Data Protection Act 2018.

4. Approaching Behaviour with Compassion

Our spaces are not clinical or assessment environments.

Children and young people may communicate, interact or behave in a wide variety of ways. Their behaviour should be approached with understanding, respect and compassion rather than judgement or assumption.

Professional visitors should not attempt to clinically interpret, diagnose or assess a child or young person's behaviour during their visit.

Please approach every family with humility, curiosity and respect.

5. Letting Families Lead Conversations

Please do not assume that families wish to discuss their personal circumstances, their child's disability, diagnosis, education, care or support needs.

Conversations about personal experiences should only take place where the family has clearly chosen to engage.

Please:

• Allow families to initiate personal conversations.

• Respect a family's decision not to engage.

• Avoid asking intrusive or personal questions.

• Do not offer professional advice unless this is specifically requested and appropriate.

• Do not make assumptions about a child, young person or family's circumstances.

Where a conversation would be helpful, please speak to a member of staff who can facilitate this appropriately.

6. Safeguarding

If you witness or become aware of anything that causes you to have a safeguarding concern, this must be reported immediately to a member of staff or the designated safeguarding lead.

Professional visitors should not attempt to investigate concerns themselves or confront individuals regarding a safeguarding matter.

Any safeguarding concern must be managed in accordance with the organisation's safeguarding procedures.

7. Staff Support

Our staff are available to support professional visitors throughout their visit.

If you have questions, require clarification or would like to speak with a family or member of the team, please speak to a member of staff.

Staff may facilitate introductions or conversations where appropriate and where this is in the best interests of the family.

8. Professionalism and Conduct

All visitors are expected to maintain a professional, calm, kind and respectful manner throughout their visit.

Visitors should:

• Dress appropriately for the environment.

• Follow reasonable instructions provided by staff.

• Respect the needs and boundaries of children, young people, families and colleagues.

• Avoid unnecessary disruption or inappropriate conversations.

• Remain mindful of the environment and the purpose of their visit.

We welcome visitors with disabilities and will make reasonable adjustments where required, in accordance with the Equality Act 2010.

9. Permission to Visit

Professional visits are permitted only with prior agreement from the Parent and Carer Alliance C.I.C. or the organisation responsible for the venue.

Permission to visit does not provide unrestricted access to children, young people, families, staff, records or other areas of the premises.

The organisation reserves the right to restrict access, amend arrangements or ask a visitor to leave where this is considered necessary to protect the safety, privacy, wellbeing or enjoyment of those using the service.

Any serious or repeated breach of this agreement may result in future visits being declined.

10. Booking Your Visit in Advance

To protect the calm, safe and inclusive nature of our services, all professional visits must be arranged and confirmed in advance.

Visitors should not attend without prior agreement.

Advance booking enables staff to:

• Prepare appropriately for the visit.

• Ensure the proposed purpose of the visit is suitable.

• Consider any safeguarding, confidentiality or accessibility requirements.

• Minimise disruption to families and the delivery of services.

Unscheduled professional visits may be refused.

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