Policies

policies

Data Protection Policy for Happy Campers Club

This policy ensures that personal data collected, processed, and stored by the camp complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. The camp is committed to safeguarding personal data and protecting the privacy of children, parents/guardians, and staff.

  1. Purpose

This policy outlines how the camp collects, uses, stores, and protects personal data, ensuring compliance with data protection laws and safeguarding the rights of individuals.

  1. Scope

This policy applies to:

  • Personal data of children, parents/guardians and staff.
  • All staff who handle personal data.
  • Data collected via registration forms, medical forms, consent forms, online systems, and other methods.
  1. Key Principles of Data Protection

The camp follows the seven principles of the UK GDPR:

  1. Lawfulness, Fairness, and Transparency: Data will be processed lawfully, fairly, and transparently.
  2. Purpose Limitation: Data will only be collected for specific, explicit, and legitimate purposes.
  3. Data Minimisation: Only the minimum amount of data required will be collected.
  4. Accuracy: Personal data will be accurate and kept up-to-date.
  5. Storage Limitation: Data will not be kept longer than necessary.
  6. Integrity and Confidentiality: Data will be stored securely to protect against unauthorised access or loss.
  7. Accountability: The camp is responsible for demonstrating compliance with these principles.
  8. Types of Personal Data Collected

The camp collects and processes the following types of personal data:

4.1 For Children

  • Name, date of birth, and address.
  • Medical information (e.g., allergies, medical conditions, medications).
  • Emergency contact details.
  • Parent/guardian consent forms (e.g., for trips or photos).

4.2 For Parents/Guardians

  • Name, address, email, and phone number.
  • Payment information (if applicable).

4.3 For Staff

  • Name, address, email, and phone number.
  • Employment/volunteering history and references.
  • Enhanced DBS checks.
  • Training and qualification records.
  1. Lawful Basis for Data Processing

The camp processes personal data under the following lawful bases:

  • Consent: For activities such as taking photographs or sharing information with external parties.
  • Contract: To deliver services as part of the camp’s registration agreement with parents/guardians.
  • Legal Obligation: To comply with child safeguarding laws and health and safety regulations.
  • Vital Interests: To protect a child’s or staff member’s life in medical emergencies.
  1. Data Collection and Use

6.1 Data Collection

  • Data is collected through registration forms, consent forms, and staff application forms.
  • Only data necessary for the camp’s operation will be collected.

6.2 Data Use

  • To ensure the health, safety, and well-being of children.
  • To contact parents/guardians in case of emergencies.
  • To manage camp activities, staffing, and compliance with legal obligations.
  1. Data Storage and Security

The camp implements measures to ensure personal data is secure:

  • Paper records (e.g., registration forms) are stored in locked cabinets accessible only to authorised personnel.
  • Electronic records are stored on password-protected devices or encrypted systems.
  • Access to personal data is restricted to staff who require it for their role.
  • Data breaches will be reported immediately to the Camp Manager and, if necessary, to the Information Commissioner’s Office (ICO).
  1. Data Sharing

Personal data will only be shared with:

  • Medical professionals or emergency services in case of emergencies.
  • Regulatory bodies or authorities as required by law (e.g., safeguarding agencies).
  • External parties only with explicit consent from parents/guardians (e.g., sharing photos or videos).

The camp will never sell or share personal data for marketing purposes.

  1. Retention of Data
  • Children’s records: Retained for 3 years after the child leaves the camp unless otherwise required by law.
  • Staff records: Retained for 6 years after their role ends for legal and auditing purposes.
  • Financial records: Retained for 6 years to comply with tax regulations.
  • Data no longer required will be securely destroyed.
  1. Rights of Individuals

Under the UK GDPR, individuals have the following rights regarding their personal data:

  1. Right to Access: Request a copy of their personal data.
  2. Right to Rectification: Request corrections to inaccurate or incomplete data.
  3. Right to Erasure: Request deletion of personal data, where legally permissible.
  4. Right to Restrict Processing: Request limits on how their data is processed.
  5. Right to Data Portability: Request transfer of their data to another organisation (where applicable).
  6. Right to Object: Object to the processing of their data.
  7. Right to Lodge a Complaint: File a complaint with the ICO if their data rights are violated.

Parents/guardians and staff can exercise these rights by contacting the camp at happycamperssjw@gmail.com

  1. Data Breaches

In the event of a data breach:

  • The Camp Manager will assess the severity and take immediate action to secure data.
  • Affected individuals will be notified if their data has been compromised.
  • Serious breaches will be reported to the ICO within 72 hours.
  1. Accountability
  • The Camp Manager is responsible for overseeing data protection compliance.
  • All staff and volunteers will receive training on data protection and must follow this policy.
  1. Review and Updates

This policy will be reviewed annually to ensure compliance with data protection laws and camp practices.

Contact Information

For questions or concerns about data protection, please contact:

Happy Campers Club

Happycamperssjw@gmail.com

07548834444

By enrolling a child in the camp or working as a staff member/volunteer, individuals agree to the terms of this Data Protection Policy.

This policy ensures compliance with UK GDPR and establishes clear protocols for managing personal data within the camp.

Safeguarding Policy for Happy Campers Club

This safeguarding policy outlines the procedures and measures in place to ensure the safety, protection, and well-being of all children attending the holiday camp. The policy is aligned with UK safeguarding legislation, including the Children Act 1989, Children Act 2004, and Working Together to Safeguard Children 2018.

  1. Purpose

The purpose of this policy is to:

  • Create a safe and nurturing environment where children feel protected and valued.
  • Prevent harm, abuse, and neglect.
  • Provide clear procedures for identifying, reporting, and managing safeguarding concerns.
  1. Scope

This policy applies to:

  • All children attending the camp.
  • Staff members and external contractors.
  • Parents/guardians and visitors to the camp.
  1. Key Principles

The camp follows the following safeguarding principles:

  • Child-Centered Approach: The welfare of the child is paramount.
  • Zero Tolerance for Abuse: All forms of abuse and neglect will be acted upon promptly.
  • Equality and Inclusivity: Every child, regardless of background, ability, race, gender, or religion, has the right to be protected.
  • Shared Responsibility: Safeguarding is everyone’s responsibility.
  1. Definitions of Abuse

Abuse can take many forms, including:

  • Physical Abuse: Deliberate harm, such as hitting or shaking.
  • Emotional Abuse: Persistent emotional maltreatment, such as bullying or making a child feel unloved.
  • Sexual Abuse: Forcing or enticing a child to take part in sexual activities.
  • Neglect: Persistent failure to meet a child’s basic needs, such as food, clothing, or supervision.
  1. Roles and Responsibilities

5.1 Designated Safeguarding Lead (DSL)

The camp will have a DSL responsible for:

  • Overseeing safeguarding policies and procedures.
  • Managing safeguarding concerns.
  • Providing advice and support to staff.
  • Maintaining accurate records of safeguarding issues.

5.2 Staff

All staff are responsible for:

  • Being alert to signs of abuse or neglect.
  • Reporting concerns immediately to the DSL.
  • Maintaining professional boundaries with children.
  • Completing safeguarding training.

5.3 Parents/Guardians

Parents/guardians are responsible for:

  • Providing accurate information about their child’s health, behavior, and any safeguarding concerns.
  • Working collaboratively with camp staff to ensure their child’s safety.
  1. Safer Recruitment

The camp ensures all staff are suitable to work with children by:

  • Conducting Disclosure and Barring Service (DBS) checks.
  • Verifying references and employment history.
  • Requiring staff and volunteers to adhere to the camp’s Code of Conduct.
  1. Training
  • All staff and volunteers must complete safeguarding training before working with children.
  • The DSL will undergo safeguarding training and refresh their knowledge every two years.
  • Regular updates on safeguarding practices will be provided during staff meetings.
  1. Code of Conduct

To maintain a safe environment, all staff must:

  • Treat children with respect and dignity.
  • Avoid being alone with a child unless necessary (e.g., for first aid).
  • Refrain from physical punishment or inappropriate language.
  • Report concerns about colleagues’ behavior immediately.
  1. Reporting and Managing Concerns

9.1 Recognising Signs of Abuse

Staff should be alert to:

  • Unexplained injuries or repeated accidents.
  • Changes in behavior (e.g., withdrawal, aggression).
  • Fearful or anxious behavior around certain individuals.
  • Neglectful appearance (e.g., poor hygiene, hunger).

9.2 Reporting Procedures

  • Step 1: Any safeguarding concern must be reported to the DSL immediately.
  • Step 2: The DSL will assess the situation and, if necessary, contact the local authority’s Children’s Social Care or the NSPCC.
  • Step 3: If the child is in immediate danger, staff will call 999.
  • Step 4: Concerns will be documented accurately, including dates, times, and details of the incident or disclosure.

9.3 Confidentiality

  • Safeguarding concerns will be handled sensitively and shared only on a need-to-know basis.
  • Records will be stored securely in compliance with UK GDPR.
  1. Preventing Harm

The camp takes proactive measures to reduce risks, including:

  • Regular risk assessments of the premises and activities.
  • Maintaining appropriate staff-to-child ratios.
  • Encouraging children to speak up if they feel uncomfortable or unsafe.
  • Promoting online safety for any technology-based activities.
  1. Managing Allegations Against Staff

11.1 Reporting Allegations

If a staff member or volunteer is accused of inappropriate behavior:

  • The concern must be reported immediately to the Camp Manager.
  • The Local Authority Designated Officer (LADO) will be notified if the allegation involves harm to a child.

11.2 Suspension and Investigation

  • The accused individual may be suspended while the allegation is investigated.
  • Investigations will be conducted in line with statutory guidance and employment law.
  1. Supporting Children

The camp is committed to supporting children who may be at risk by:

  • Offering a safe and nurturing environment.
  • Encouraging children to express their feelings.
  • Providing access to support services where necessary.
  1. Communication with Parents/Guardians

The camp will:

  • Share this policy with parents/guardians.
  • Inform parents/guardians of any safeguarding concerns unless it compromises the child’s safety.
  1. Monitoring and Review

This policy will be reviewed annually to ensure its effectiveness and compliance with legislation. Updates will be made as needed in response to changes in safeguarding laws or practices.

Contact Information

  • Designated Safeguarding Lead (DSL): Sofia Kamal 07548834444
  • Local Authority Children’s Social Care: 02076414000
  • NSPCC Helpline: 0808 800 5000

For any safeguarding concerns, contact the camp at:

Happy Campers Club

Happycamperssjw@gmail.com

This policy ensures that the camp provides a safe, nurturing, and legally compliant environment for all children.

Attendance and Registration Policy for Happy Campers Club

This policy outlines the procedures for registering children, managing attendance, and maintaining accurate records at the holiday camp.

  1. Purpose

The purpose of this policy is to:

  • Ensure all children are safely registered, signed in, and signed out each day.
  • Maintain accurate attendance records to safeguard children.
  • Comply with UK legislation regarding childcare and safeguarding.
  1. Scope

This policy applies to:

  • All children attending the camp.
  • Parents/guardians responsible for registration and drop-off/pick-up.
  • All camp staff involved in attendance management.
  1. Registration Procedures

3.1 Pre-Camp Registration

Parents/guardians must complete the registration process before their child attends camp. This includes:

  • A completed registration form with:
  • Child’s full name, date of birth, and home address.
  • Parent/guardian contact details.
  • Emergency contact information.
  • Medical information (e.g., allergies, medical conditions, and medications).
  • Consent forms for activities, first aid, and photography (if applicable).
  • Submission of relevant documents (e.g., proof of identity, medical action plans).

3.2 Booking Confirmation

  • Places will be confirmed on a first-come, first-served basis, subject to availability.
  • Parents/guardians will receive confirmation via email.
  1. Attendance Procedures

4.1 Daily Sign-In

  • Parents/guardians must sign their child in upon arrival using the camp’s attendance register (paper).
  • The register will record:
  • Child’s name.
  • Time of arrival.
  • Name of the person dropping off the child.

4.2 Daily Sign-Out

  • Camp Staff (or authorized persons) must sign their child out at the end of the day.
  • The register will record:
  • Child’s name.
  • Time of departure.
  • Name of the person collecting the child.

4.3 Authorized Collectors

  • Only individuals listed on the registration form as authorized collectors may collect the child.
  • Photo ID may be requested for verification if the collector is unfamiliar to staff.
  • Changes to authorized collectors must be communicated in writing via by the parent/guardian.
  1. Late Drop-Offs and Early Pick-Ups

5.1 Late Drop-Offs

  • Parents/guardians must notify the camp in advance if their child will be late.
  • Late arrivals must still be signed in upon arrival.

5.2 Early Pick-Ups

  • Parents/guardians must inform staff in advance if they plan to collect their child early.
  • The child must be signed out as usual by an authorized collector.
  1. Absence Procedures

6.1 Reporting Absences

  • Parents/guardians must notify the camp if their child will be absent, preferably by phone or email before the camp session starts.

6.2 Unexplained Absences

  • If a child is absent without prior notification, staff will attempt to contact the parent/guardian using the emergency contact details provided.
  1. Late Collection Policy

7.1 Collection Deadline

  • Children must be collected promptly at the end of the camp session.
  • Parents/guardians will be informed of the collection time in advance.

7.2 Late Collection Procedures

  • If a parent/guardian is late, staff will:
  • Supervise the child in a safe and appropriate environment.
  • Attempt to contact the parent/guardian and emergency contacts.
  • A late collection fee may apply for repeated lateness.
  1. Record-Keeping

8.1 Attendance Records

  • Attendance records will be maintained daily, including:
  • Names of all children present.
  • Arrival and departure times.
  • Records will be kept securely in compliance with data protection laws (UK GDPR) for a minimum of three years.

8.2 Incident Reports

  • Any incidents related to attendance (e.g., uncollected children) will be documented and reported to the Camp Manager.
  1. Safeguarding Considerations

9.1 Missing Child Procedures

If a child is found to be missing:

  1. Staff will conduct an immediate search of the premises and surrounding area.
  2. The parent/guardian and police will be notified if the child is not found promptly.
  3. An incident report will be completed, and the Camp Manager will review the procedures to prevent recurrence.

9.2 Unauthorized Collection

If an unauthorized person attempts to collect a child:

  1. The child will not be released.
  2. Staff will contact the parent/guardian for clarification.
  3. If necessary, the police will be notified.
  4. Communication with Parents/Guardians
  • Parents/guardians will receive regular updates on attendance policies and procedures.
  • Staff will notify parents/guardians immediately of any attendance-related concerns.
  1. Monitoring and Review

This policy will be reviewed annually to ensure it remains effective and complies with UK regulations.

Contact Information

For questions or concerns regarding attendance and registration, please contact:

Happy Campers Club

Happycamperssjw@gmail.com

07548834444

Financial Policy at Happy Campers Club

This financial policy outlines payment terms, cancellation rules, and refund conditions to ensure clarity and fairness for parents/guardians and efficient operation of the holiday camp.

  1. Payment Policy
  2. Payment Deadline: Parents/guardians must pay the full session fees within 24 hours of registration to secure their child’s place.
  3. Payment Before Attendance: All payments must be made in advance. No child will be permitted to attend the camp unless payment has been received in full.
  4. Payment Methods: Accepted payment methods include:
  • Bank transfer
  • Debit/credit card
  • Online payment platforms (details will be provided during registration).
  1. Cancellation and Refund Policy
  2. No Refunds: Payments are non-refundable under all circumstances, including cancellations, no-shows, or changes of plans.
  3. Unwell Children: If a child is unwell and cannot attend, parents/guardians must provide at least 24 hours’ notice before the session start time to be eligible for one of the following options:
  • Reschedule the Session: Subject to availability, the child’s session may be rescheduled to a later date.
  • Credit Note: A credit note will be issued for the missed session, valid for up to six months from the date of the original session.
  1. Rescheduling and Credit Notes
  2. Rescheduling: Rescheduling is only possible if there is availability on the requested date. The camp cannot guarantee specific dates.
  3. Credit Notes:
  • Credit notes can only be used for future bookings within six months of issuance.
  • Credit notes cannot be exchanged for cash or transferred to another child.
  1. Missed Payments
  2. Unpaid Registrations: If payment is not made within the 24-hour window, the booking will be cancelled and the session(s) will be made available to other families.
  3. Outstanding Payments: Children will not be allowed to attend the camp until all fees are paid in full.
  4. Parent/Guardian Responsibilities
  5. Parents/guardians are responsible for ensuring timely payment and providing accurate payment details.
  6. Parents/guardians must notify the camp promptly of any cancellations due to illness to qualify for rescheduling or a credit note.
  7. Communication and Disputes
  8. Any payment-related queries or disputes should be directed to the Camp Manager.
  9. The camp aims to address financial queries promptly and fairly.
  10. Monitoring and Review

This policy will be reviewed annually to ensure it remains fair, clear, and compliant with UK regulations.

Contact Information

For any financial queries, please contact:

  • Camp Manager: Sofia Kamal
  • Phone: 07548834444
  • Email: happycamperssjw@gmail.com

Parent Communication Policy at Happy Campers Club

This policy outlines how communication between the holiday camp and parents/guardians will be handled to ensure clear, efficient, and transparent information exchange.

  1. Purpose

The purpose of this policy is to:

  • Establish clear communication channels between the camp and parents/guardians.
  • Ensure timely updates and responses to any concerns, questions, or emergencies.
  • Provide clear instructions on how to reach the camp.
  1. Primary Communication Method
  2. Email Communication:
  • All general communication, including camp updates, schedules, and reminders, will be sent via email.
  • Parents/guardians should regularly check their email for updates and any important information regarding their child’s participation in the camp.
  • The camp will respond to all non-urgent queries via email within 48 hours.
  1. Email Address for Parent Communication:
  • For any general inquiries, please contact: happycamperssjw@gmail.com
  1. Emergency Communication
  2. In Case of Emergency:
  • In the event of an emergency or urgent situation (e.g., sudden illness or injury), parents/guardians may contact the Camp Director directly via phone.
  • The Camp Director’s phone number for emergencies is: 0754883 4444.
  • This number is for emergency use only, and parents are encouraged to reserve it for urgent matters.
  1. Communication Regarding Daily Events
  2. Daily Updates:
  • Parents will receive a brief email update at the end of each day regarding what their children will be doing the next day.
  • In the event of a serious incident, parents will be contacted directly and promptly.
  1. Health and Safety:
  • If a child falls ill or sustains a minor injury, parents will be informed via email or phone (in case of more serious incidents).
  • Parents are asked to keep the camp updated on any medical conditions, allergies, or changes in emergency contact details.
  1. Queries and Feedback
  2. Non-Urgent Queries:
  • For general questions or concerns, parents should email the camp’s main address. Staff will aim to respond as soon as possible.
  • For more detailed discussions or meetings, appointments can be scheduled by email.
  1. Feedback:
  • Parents are encouraged to provide feedback about their child’s experience at camp, either through email or through scheduled feedback forms at the end of the session.
  1. Changes to Contact Information
  2. Updating Contact Details:
  • Parents are required to inform the camp immediately if there are any changes to their contact information (email, phone number, or emergency contacts).
  1. Confidentiality
  2. Privacy of Information:
  • All personal information shared by parents will be kept confidential and will only be used for the purpose of communication related to the camp.
  • The camp will not share any personal details with third parties unless required by law or in the event of an emergency.
  1. Review of Communication Policy

This policy will be reviewed annually to ensure it continues to meet the needs of parents and the camp. Feedback from parents will be taken into account to improve communication practices.

Contact Information

For general inquiries or non-emergency communication, please contact:

  • Camp Email Address: happycamperssjw@gmail.com

For emergencies, contact:

  • Camp Director (Emergency Phone): 0754883 4444

Sickness and Allergy Policy for Happy Campers Club

  1. Purpose

The health, safety, and well-being of all children, staff, and visitors at the camp are our top priorities. This policy outlines procedures to manage illnesses, allergies, and medical emergencies to ensure a safe environment for everyone.

  1. General Guidelines
  • Parents/guardians must provide detailed information about their child’s health, including any pre-existing medical conditions, allergies, or recent illnesses, before the camp begins.
  • Children who show symptoms of illness or have been diagnosed with a contagious condition should remain at home.
  • If a child becomes ill or experiences an allergic reaction during camp hours, parents/guardians will be contacted immediately.
  1. Allergies and Anaphylaxis

To ensure the safety of children with allergies:

  • Allergy Disclosure: Parents/guardians must inform the camp of any known allergies (food, insect stings, medications, environmental, etc.) during registration.
  • Emergency Action Plan: An individualized allergy action plan, including steps for preventing exposure and managing a reaction, must be provided for any child with severe allergies.
  • EpiPens/Auto-Injectors: Parents/guardians must supply the camp with at least one up-to-date EpiPen or other prescribed emergency medication.
  • All medications must be clearly labeled with the child’s name and stored in the designated medical area or carried by staff as appropriate.
  • Staff will be trained in recognizing anaphylaxis and administering EpiPens.
  1. Food Safety
  • The camp will take reasonable precautions to accommodate children with food allergies. This includes:
  • Enforcing nut-free or other allergen-specific policies if necessary.
  • Providing safe food preparation and storage areas.
  • Encouraging children not to share food or drinks.
  • Parents/guardians are encouraged to provide allergen-safe snacks or meals for their child, as needed.
  1. Recognizing and Managing Anaphylaxis

Signs of a severe allergic reaction may include:

  • Difficulty breathing or swallowing
  • Swelling of the face, lips, tongue, or throat
  • Hives, rashes, or severe itching
  • Nausea, vomiting, or diarrhea
  • Dizziness, fainting, or loss of consciousness

Response Protocol:

  1. Administer the EpiPen immediately, as per the child’s allergy action plan.
  2. Call 111 and inform emergency services of the anaphylactic reaction.
  3. Notify the parent/guardian immediately.
  4. Monitor the child closely until emergency medical personnel arrive.
  5. Illness Guidelines

Children should stay home or will be sent home if they exhibit:

  • Fever of 38°C (100.4°F) or higher
  • Persistent cough or difficulty breathing
  • Diarrhea, vomiting, or nausea within the last 24 hours
  • Unexplained rash or skin infection
  • Sore throat with fever or swollen glands
  • Pink eye (conjunctivitis) with discharge
  • Head lice or scabies (until treated)
  • Any symptoms of contagious illnesses (e.g., chickenpox, flu, COVID-19)
  1. Return to Camp

Children may return to camp when:

  • They are symptom-free for at least 24 hours without medication.
  • Diarrhea and vomiting have ceased for at least 24 hours.
  • They have completed any isolation period required for contagious illnesses.
  • They have a doctor’s note confirming they are fit to return (if required).
  1. Medication Administration
  • Parents/guardians must complete a medication authorization form for any prescription or over-the-counter medication their child may need.
  • Medications must be provided in their original packaging with clear instructions.
  1. Hygiene Practices

To prevent the spread of illness and allergens:

  • Children and staff will wash hands before meals and after using the restroom.
  • Camp facilities, including dining areas, will be cleaned and disinfected daily.
  • Hand sanitizer will be readily available.
  1. Communication with Parents
  • Parents/guardians will be promptly informed if their child is exposed to a contagious illness, experiences an allergic reaction, or requires emergency medical attention.
  • Updates regarding health and safety policies will be communicated as necessary.
  1. Staff Training
  • All staff members will receive training in:
  • Recognizing symptoms of illness, allergies, and anaphylaxis.
  • Administering EpiPens and other emergency medications.
  • Basic first aid and CPR.

By enrolling their child in the camp, parents/guardians agree to comply with this policy and provide the necessary information and medications to ensure their child’s health and safety.

Food Policy for Happy Campers Club

This food policy outlines the guidelines for managing food and nutrition at the camp to ensure the health, safety, and well-being of all children. It specifically addresses the requirement for packed lunches to be nut-free and provides recommendations to promote healthy eating habits.

  1. Purpose

The policy ensures:

  • Children’s safety, particularly those with food allergies, including life-threatening nut allergies.
  • That all children have access to appropriate and healthy food while at camp.
  • A consistent approach to food management in compliance with UK food safety regulations.
  1. Scope

This policy applies to all children attending the camp, their parents/guardians, and camp staff.

  1. Nut-Free Requirement

To protect children with nut allergies, the camp is a nut-free environment.

3.1 Prohibited Foods

Parents/guardians must ensure that packed lunches do not contain:

  • Nuts (whole, crushed, or ground).
  • Nut spreads (e.g., peanut butter, almond butter).
  • Snacks containing nuts (e.g., cereal bars, granola, or chocolate with nuts).
  • Foods labeled “may contain traces of nuts.”

3.2 Monitoring

  • Staff will check packed lunches during drop-off to ensure compliance.
  • If a prohibited item is found, it will be removed, and parents/guardians will be informed.
  1. Healthy Packed Lunch Guidelines

Parents/guardians are encouraged to provide balanced, nutritious meals. Packed lunches should ideally include:

4.1 Recommended Items

  • Protein-rich foods: Sandwiches, wraps, boiled eggs, or plant-based alternatives.
  • Fruits and vegetables: Sliced fruit, berries, carrot sticks, cucumber, or cherry tomatoes.
  • Carbohydrates: Whole-grain bread, pasta, rice, or crackers.
  • Dairy or alternatives: Cheese, yogurt, or plant-based options (nut-free).
  • Snacks: Rice cakes, plain popcorn, or low-sugar biscuits.
  • Drinks: Water or unsweetened beverages.

4.2 Items to Avoid

  • Foods high in sugar (e.g., sweets, fizzy drinks).
  1. Food Safety and Storage

Parents/guardians must pack lunches in insulated lunch boxes with ice packs to maintain food safety.

5.1 Perishable Foods

  • Perishable items (e.g., dairy, meat) must be kept cool.
  • Staff will ensure packed lunches are stored in a shaded, cool area.

5.2 Hygiene

  • All food must be hygienically packed in sealed containers.
  • Children should wash their hands before eating (facilitated by camp staff).
  1. Allergy Awareness

The camp is committed to reducing the risk of allergic reactions.

6.1 Parental Responsibility

  • Parents/guardians must inform the camp of any known food allergies or dietary requirements during registration.
  • Medical documentation and an Allergy Action Plan (if required) must be submitted.

6.2 Staff Responsibility

  • Staff will be trained to recognise and respond to allergic reactions, including the use of EpiPens.
  • Children with allergies will be supervised while eating to reduce the risk of exposure.
  1. Mealtime Procedures
  • Staff will supervise mealtimes to ensure safety and promote good eating habits.
  • Children are encouraged to sit and eat together in a designated, clean area.
  • Sharing of food between children is strictly prohibited.
  1. Waste Management
  • Parents/guardians are encouraged to minimize food waste and use reusable containers.
  • Camp staff will provide bins for waste disposal and recycling where possible.
  1. Communication with Parents/Guardians

The camp will communicate food policies to parents/guardians through:

  • Pre-camp information packs.
  • Verbal reminders during registration or drop-off.
  • Notifications if prohibited items are found in packed lunches.
  1. Monitoring and Review

This policy will be reviewed annually to ensure its effectiveness and compliance with UK food safety and allergy management guidelines.

By sending their child to the camp, parents/guardians agree to adhere to this food policy to help maintain a safe and healthy environment for all children.

Contact Information

For questions or concerns about this food policy, please contact the camp at:

Happy Campers Club

Happycamperssjw@gmail.com

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