Child Protection Policy

The British and International Federation of Festivals for Music, Dance and Speech work for amateur festivals everywhere to help create thousands of educational performance opportunities for children and young people each year. The Federation, and our member Festivals, are committed to ensuring safe environments for children and young people and believe that it is always unacceptable for a child or young person to experience abuse of any kind. We recognise our responsibility to safeguard the welfare of all children and young people, by a commitment to recommend best practice which protects them. This policy applies to our Board of Trustees, paid staff, Adjudicator members, volunteers, students or anyone working on behalf of the Federation and our member Festivals.

We recognise that:

  • the welfare of the child/young person is paramount
  • all children, regardless of age, disability, gender, racial heritage, religious belief, sexual orientation or identity, have the right to equal protection from all types of harm or abuse
  • working in partnership with children, young people, their parents, carers and other agencies is essential in promoting young people’s welfare. The purpose of the policy:
  • to provide protection for the children and young people who participate in our festivals, including the children of festival members
  • to provide staff and volunteers with guidance on procedures they should adopt in the event that they suspect a child or young person may be experiencing, or be at risk of, harm

We will seek to safeguard children and young people by:

  • valuing them, listening to and respecting them
  • adopting child protection guidelines through procedures and safe working practice for staff and volunteers
  • recruiting staff and volunteers safely, ensuring all necessary checks are made
  • sharing information about child protection and safe working practice with children, parents, staff and volunteers 
  • sharing information about concerns with agencies who need to know, and involving parents and children appropriately
  • providing effective management for staff and volunteers through supervision, support and training.

The Federation will review this policy each year in November in line with Safe Network guidance or sooner in light of any changes in legislation or guidance. All changes will be communicated to our member Festivals in time for the start of the new Festival year.

Safer Festivals for Everyone

The Federation and its member Festivals use the following policies and procedures to create Safer Festivals for everyone:

  1. A single, definitive Child Protection Policy adopted by all Federation Festivals.
  2. One or more designated Festival Safeguarding Officers (FSO) appointed for each Federation Festival. Name: 
  3. Best practice advice in the form of Safe Working Practice and Festival Child Protection leaflets, with support and training for all Festival staff and volunteers. Including clear reporting procedures for anyone with a concern about a child.
  4. Appropriate recruitment and induction procedures for all new Festival staff and volunteers responsible for providing safe environments for everyone attending / performing at a Federation Festival.
  5. All personnel at the Festival wear identifying labels. The senior steward at the Festival, to whom issues may be addressed, will have a red sticker attached to his/her label. All teachers/parents/guardians/carers are asked to report all incidents of any nature to anyone wearing a label. All reported incidents will be handled in accordance with the Safe Working Practice and Festival Child Protection best practice advice. In addition we will ensure the availability of a quiet area / room where concerns can be expressed in private.
  6. For the duration of a Festival all teachers/parents/guardians/carers are responsible for the continuous care and supervision of their own children/pupils. If they are unable to attend personally, they must delegate their responsibilities to an identified adult and ensure that their children/pupils are aware of the identity and name of the person responsible for their care. This includes supervision throughout all Festival venues, practice and changing rooms that may be provided. The Festival cannot take responsibility for any property left unattended.
  7. No unauthorised photography, audio or video recording of children and young people is allowed in the performance areas at our Festivals. Where parents/guardians/carers do not wish photos to be taken at all, then the responsible adult attending should ensure that their child is not included in official photos.
  8. Some children and vulnerable adults may have specific needs in order to take part. If this is the case we ask the responsible teachers/parents/guardians/carers to contact the Festival organisers prior to arrival. The Festival actively seeks wherever possible to meet these needs, but must know beforehand in order to prepare support – or to advise that help cannot be provided on this occasion.
  9. The Festival’s Child Protection Policy and approach to Creating Safer Festivals for Everyone is published explicitly in our Syllabus, Programme and on our website. By completing and signing the entry form all parents / guardians / carers and teachers of entrants under 18 (or vulnerable adults of any age) confirm that they give (or have obtained) the necessary consents for the entrants to take part in the Festival. Without consent the entry to the Festival cannot be accepted.

This policy will be published on the Festival website, Syllabus and Programme.

Data Protection and Privacy

Marlow Festival of Music & Drama takes great care to preserve your privacy and safeguard any personal data you provide to us. We need to collect and use certain information about individuals and groups that enter the Festival in order to successfully run the Festival. This Privacy Notice explains how we will collect and use your personal data. We may change this Privacy Notice from time to time so please check regularly to ensure that you are happy with any changes.

1. Who we are

We are the MARLOW FESTIVAL OF MUSIC & DRAMA and are a registered charity Marlow Music Festival Association, number 1055892

2. What personal data do we collect?

We may collect personal data such as:

  • Your name
  • Your address
  • Your date of birth
  • Your telephone number
  • Your email address

3. How do we use your personal data?

We will use your personal data in a number of ways which may include:

  • To process your entry form to take part in the festival
  • To keep you updated about your entry to the festival
  • To communicate with participants and/or their teachers
  • To notify entrants of any queries or changes to our services
  • To notify entrants of dates and timings of their classes
  • To send notification of our syllabus
  • To process any donations made to us
  • To include your name in our printed programme
  • To process your application to be involved in our festival such as becoming a Committee member or volunteer
  • To include your photo on our website or social media
  • To respond to a general enquiry made to us
  • To respond to a complaint or concern raised about one of our staff, volunteers or contractors.

4. Who do you share my personal data with?

We may share your information with others in the following circumstances:

  • To improve, update and service our website and database
  • To share details of individual performers as required by the Local Authority in compliance with the Child Performance Legislation
  • If you have made a Gift Aid declaration, we may need to disclose the information you have provided as part of the Gift Aid declaration to HMRC for the purpose of reclaiming Gift Aid on your donation
  • We may share or disclose your personal data if we are required to do so by any law or court order.

5. What is the legal basis for processing my information?

We will only process your personal data where we have your specific consent to do so

  • To collect your name, address and contact details to be able to process your festival entry
  • To include your name in our Programme
  • To use the entrants photo on our website
  • To stay in touch with you about our next Festival

6. How do you keep my information secure?

We have implemented appropriate physical, technical and organisational measures to protect the personal data from improper access, use, alteration, destruction and loss.

Our website may contain links to other sites. While we try to link only to sites that share our high standards and respect for privacy, we are not responsible for the content or the privacy practices employed by other sites. This privacy statement does not cover the information practices of banks. The bank websites have their own privacy policies and we encourage you to look at those policies directly to understand how your personal data is used.

We may send communications to you by email. Email is not a fully secure means of communication, and whilst we do our utmost to keep our systems and communications protected we cannot guarantee this.

7. How do you use cookies on your website?

A cookie is a small file that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer’s hard drive. We use the following cookies:

  • Strictly necessary cookies. These are cookies that are required for the operation of our website.
  • Analytical/performance cookies. They allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, e.g. by ensuring that users are findng what they are looking for easily.
  • Functionality cookies. These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences.

You block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site.

8. Your rights

You have various rights in respect of the personal data we hold about you. These rights are set out in more detail below:

  • To be informed about the collection and use of your personal data
  • To access to your personal information
  • To object to processing of your personal information
  • To restrict the processing of your personal information
  • To personal data portability
  • To rectify your personal information
  • To erase your personal information

If you make a request relating to any of the rights listed above, we will consider each request in accordance with all applicable data protection laws and regulations. No administration fee will be charged for considering and/or complying with such a request unless the request is deemed to be excessive in nature.

Upon successful verification of your identity you are entitled to obtain the following information about your own personal information:

  • The purposes of the collection, processing, use and storage of your personal data
  • The categories of personal data stored about you
  • The recipients or categories of recipients to whom your personal data has been or may be transmitted, along with the location of those recipients
  • The envisaged period of storage for your personal data or the rationale for determining the storage period
  • The use of any automated decision-making and/or profiling.

If you wish to exercise any of these rights or make a complaint, you can by email to:


9. The Data Manager


10. How long do you keep my information for?

Your personal data will not be retained by the festival for longer than necessary in relation to the purposes for which it was originally collected, or for which it was further processed, subject to certain legal obligations mentioned below.

We will retain personal data in accordance with our data retention policy set out below. We review our data retention periods for personal data on a regular basis.

We will hold personal data relating to:

  • Your festival entry for five years following the end of the festival.
  • All paper documentation related to the Festival is securely kept and shredded after its useful life
  • Trophy and Award winners’ details will be retained until the trophies are returned safely to the Festival
  • Volunteering with the festival for five years following the end of your volunteering with us
  • Legacies or donations for seven years after legacy or donation is received
  • Subscribing to our email updates about future festivals – you can unsubscribe at any time from our mailing list.

We are legally required to hold some personal data to fulfil statutory obligations, for example the collection and reporting of Gift Aid to HMRC or to support certain financial transactions.

The law allows you to withdraw your consent to any usage of your data at any time without needing to specify a reason. You can withdraw your consent by emailing us at :



Last updated by Festival Admin on 7th February, 2020