Health and Safety Policy

1. Introduction
Calmer Soul is committed to maintaining a safe and healthy environment for all staff, volunteers, and participants engaging in our online wellbeing support Huddles. This policy outlines our approach to ensuring the safety and wellbeing of everyone involved in our activities.

2. Scope
This policy applies to all:

  • Staff members (permanent, temporary, or contract-based)

  • Volunteers

  • Huddle facilitators and support personnel

  • Participants in online support Huddles, workshops, and events

  • Third-party collaborators

3. Principles
Calmer Soul follows these key health and safety principles:

  • Prevention: Identifying and mitigating risks to ensure the safety of all individuals.

  • Wellbeing: Promoting mental and emotional health alongside physical safety.

  • Accountability: Ensuring all staff and volunteers understand their responsibilities for health and safety.

  • Compliance: Adhering to relevant UK health and safety laws and guidelines.

4. Online Safety Measures
As an online support platform, Calmer Soul prioritises digital health and safety, including:

  • Safe and secure online platforms with end-to-end encryption where applicable.

  • Moderated sessions to prevent cyberbullying, harassment, or inappropriate behaviour.

  • Guidelines for participants on respectful and safe online communication.

  • A clear reporting system for any safety concerns arising in online spaces.

5. Safeguarding and Risk Management

  • Calmer Soul has a Designated Safeguarding Lead (DSL) responsible for overseeing safety concerns.

  • All safeguarding concerns must be reported immediately, in line with our Safeguarding Policy.

  • Risk assessments are conducted regularly to identify potential hazards and take necessary precautions.

  • Clear emergency procedures are in place for online incidents requiring intervention.

6. Mental Health and Wellbeing

  • Staff, volunteers, and participants are encouraged to prioritise their mental wellbeing.

  • Signposting to external mental health resources and professional support is provided when needed.

  • Huddle facilitators receive training in basic mental health awareness and support strategies.

7. Working Environment and Equipment

  • Staff and volunteers working remotely are encouraged to set up a safe and comfortable workspace.

  • Guidance is provided on ergonomics and minimising screen time to prevent digital fatigue.

  • Any equipment provided by Calmer Soul must be used safely and appropriately.

8. Incident Reporting and Response

  • Any health and safety incidents, including online safety breaches, must be reported to the relevant person.

  • All incidents will be documented, investigated, and appropriate action taken.

  • Regular reviews of reported incidents help improve our safety measures.

9. Training and Awareness

  • Regular training is provided to staff and volunteers on health, safety, and safeguarding.

  • Updates on best practices in online safety and mental health support are shared with facilitators.

10. Policy Review

  • This policy is reviewed annually or as necessary to ensure compliance with best practices and legal requirements.

  • Staff and volunteer feedback is considered in policy updates to enhance effectiveness.

11. Contact Information
For any health and safety concerns or inquiries, please contact:
Email: [email protected]

This policy is effective as of 1 January 2025 and applies to all health and safety matters within Calmer Soul.