Policies & Procedures

Introduction and Aims

Our aim is to create a warm, supportive, and enriching environment for our pregnancy and postnatal classes. The following outlines our policies and procedures, which ensure that everyone knows what is expected, acceptable and appropriate, to provide a safe and fun space for everyone.

This document applies to all attendees, including parents, carers, children, other participants, and facilitators/instructors involved in the delivery of our classes.

Health and Safety

Keeping safe

Oaklings is committed to keeping everyone safe. We carry out regular safety checks, hazard assessments, and risk evaluations to help prevent accidents. However, in addition, it is vital that everyone gets involved to help keep everybody safe when they attend the classes.

  • First aid kits are available in the class area.
  • Attendees should make instructors aware of any accidents so that they can check the room and remove resources if necessary. Accidents will also be recorded in the accident book.
  • Emergency contact details of participants are collected and securely stored.
  • All participants must complete a declaration of fitness via our booking system when booking onto the class
  • All instructors must hold a relevant fitness certification for fitness classes.
  • Participants must inform instructors of any changes in their pregnancy or health status.
  • Parent/carers are responsible for their child’s safety and wellbeing at all times, and no child should ever be left unsupervised during the classes (parents/carers should not ask instructors/other participants to watch their child while they go to the toilet or leave the room). If instructors/facilitators see something that is a concern, they must tell the management.
  • Safety gates must be kept securely closed. Should a child be reported as lost, an adult is to remain by any doors ensuring that they remain closed while a search both inside and outside of the venue is carried out.
  • No children are allowed in the kitchen area.
  • Hot drinks must not be brought into the classes unless a designated coffee / social morning where drinks will be provided by Oaklings.
  • Personal bags must be kept closed and out of the reach of children.
  • Pregnancy classes are suitable from 14 weeks of pregnancy unless advised otherwise by a medical professional.
  • Baby classes are designed from birth to 2 years. We may be able to accept older siblings into classes but this it at discretion of the instructor, please contact info@oaklingsbaby.co.uk to
  • All equipment/toys are sanitised and maintained regularly and removed if faulty.
  • Spillages must be cleaned immediately
  • Participants are encouraged to:
    • Arrive 5 minutes early to check in
    • Wear supportive/appropriate clothing and footwear
    • Communicate any discomfort or concerns immediately
  • Oaklings holds adequate and appropriate levels of insurance cover.

Fire safety and emergency evacuation

  • In the event of a fire, it is important to be prepared and have plans in place. Oaklings follow the Venues Fire safety Policy to help keep everyone safe in event of a fire.
  • Managers carry out regular fire risk assessments and remove resources if necessary.
  • Participants should make instructors aware of any potential fire hazards they see, such as clothing or paintings left on top of heaters, overloaded sockets, exposed wiring, damaged firefighting equipment or appliances left switched on when not in use.
  • In the event of an emergency evacuation, no one should leave without informing an instructor/facilitator in order that they can be accounted for.
  • Participants should make instructors/facilitators aware if they will require extra help in the event of an emergency evacuation.
  • In the event of an evacuation, participants should not stop to gather belongings/pushchairs or prams.
  • All parents/carers are responsible for their children at all times.
  • All fire exits should be kept clear of bags, toys, rubbish, pushchairs and prams.
  • Smoking or vaping is not allowed on the premises.

Health and wellbeing

Please do not attend if you or your baby are unwell. Specifically, you must not bring your child to a class in the following circumstances:

    • If they have had a fever within the 24hrs prior to the Class
    • If they have had an upset stomach or diarrhoea in the 48 hours prior to the class
    • If they have heavy nasal discharge
    • If they have discharging eyes
    • If they have symptoms of a possible communicable disease, including, but not limited to, Covid-19, measles, chicken pox, German measles, whooping cough, impetigo, scarlet fever, hand foot and mouth disease or norovirus
  • Any medical conditions or allergies must be disclosed at the time of booking. It is the responsibility of participants to seek appropriate medical approval regarding any pre-existing condition and to disclose any such condition to Oaklings before booking. Should anything change with participant’s or their baby’s health, it is their responsibility to update us.
  • Parents/carers may bring small snacks for their children, however, if a child has a food allergy, parents/carers must bring this to the attention of the instructors/facilitators, whereby certain snacks may be prohibited.
  • Rubbish and dirty nappies must be put in the nappy bins provided or taken home.

Safeguarding

Every child and vulnerable adult have the right to be safe and protected from harm/abuse and it is everyone’s responsibility to safeguard them. Our commitment is to:

    • Prioritise the welfare of all children and vulnerable adults
    • Respond appropriately to concerns and disclosures
    • Work in partnership with families and local safeguarding agencies
    • Ensure everyone working with us understands their responsibilities

Abuse/harm includes:

    • Physical abuse – hitting, shaking, etc.
    • Emotional abuse – threats, rejection, constant criticism
    • Sexual abuse – any sexual activity with a child
    • Neglect – failure to provide for a child’s basic needs

Everyone involved in the class should be alert to unexplained injuries or frequent bruising, sudden changes in behaviour or fearfulness, lack of hygiene or inappropriate clothing, inappropriate sexual language or knowledge.

If a concern is raised, it is important to:

    • Listen carefully. Do not question the child or promise confidentiality.
    • Record the concern accurately, including dates, what was said, and any observations.
    • Do not investigate or confront the alleged abuser.
    • Report the concern as below.
  • Participants should bring the issue to the attention of the Designated Safeguarding Lead (DSL), Christella Lynch. Email: info@oaklingsbaby.co.uk. In their absence, concerns should be directed to the instructor or reported directly to Local Authority Safeguarding Team: Hertfordshire Safeguarding Children Partnership – 0300 123 4043, or to the NSPCC (0808 800 5000).
  • Oaklings recognises that it is good practice to undertake DBS checks for all instructors/facilitators and where appropriate and possible, this step will be undertaken.
  • All parents/carers are responsible for their children at all times whilst at classes and no child should ever be left unsupervised (parents/carers should not ask instructors/facilitators to watch their child whilst they go to the toilet or leave the room).
  • Oaklings may request to take photographs or videos during classes to use for marketing and promotional purposes, which may include, but is not limited to, use on social media, promotional materials or our website. Participants will be asked at, or prior to the first class, whether their consent to being included in these images / footage and usage will be in relation to our GDPR/Privacy Policy.
  • Oaklings is happy for parents/carers to take photographs of themselves or their child during classes. If they wish for another child to be in the picture, they should seek permission from the adult accompanying that child before taking pictures. We would ask that everyone remains sensitive to the feelings of others and always stops filming should they be asked to do so.
  • Classes will always take place in an open, observable environment, avoiding unobserved or one to one situations.
  • Professional boundaries will be observed at all times; no inappropriate touching, language or games will be undertaken with babies.
  • Oaklings will share safeguarding information with parents/carers (unless doing so would put the child at further risk), relevant agencies, such as the Local Authority Designated Officer (LADO) or police.
  • All safeguarding concerns will be handled sensitively. Information will only be shared on a need-to-know basis to protect children.

Promoting positive behaviour

  • We want coming to Oaklings’ classes to be fun for everyone, but sometimes the behaviour of children and adults can be challenging and make the experience less rewarding. Our policy is to ensure an inclusive, consistent, respectful, fair and calm approach without judgment.
  • Swearing, threats, shouting or smacking are not welcome here at Oaklings. As smacking can potentially be a safeguarding issue, if instructors/facilitators witness unreasonable force being used on a child, they have a duty to report this as a safeguarding concern. It is the responsibility of parents and carers to gently and calmly support their children.
  • Support should be offered to any parents and carers who may be struggling with their child’s behaviour. This support will be given without judgment.
  • Disruptive or inappropriate behaviour may result in removal from the session without a refund.

Inclusion

  • Oaklings is here for the benefit of everyone, and we want to ensure that all are made to feel welcome. Participants, children and instructors/facilitators who attend the classes must always be treated with dignity and respect, regardless of their sex, sexual orientation, marriage or civil partnership status, pregnancy or maternity status, race, culture, religion, age or disability.
  • Oaklings believes that all families and children have the right to be included, and all families should be able to attend our classes without fear of harassment or discrimination
  • Oaklings values, listens to and respects all the families that attend our classes and are committed to ensure equity of opportunity and access to the sessions.
  • All instructors/facilitators will encourage participants to use any equipment provided they wish and not to stereotype.
  • Where possible, adaptations and reasonable adjustments will be made to access, equipment and routines to enable everyone to participate in the session.
  • Instructors/facilitators should be made aware of remarks or actions causing offense to any class members. Bullying, inappropriate or offensive comments are not acceptable and will be challenged in a non-aggressive way, reiterating our policy and the law.
  • In the event of unwanted comments and behaviour, reassurance, comfort and support will be given to those affected. Those responsible may be asked to leave without a refund.

Finance

  • Bookings in advance via our designated booking platform on our website oaklingsbaby.co.uk.
  • Payments are required at the time of booking to secure a spot. Once payment has been received, a booking confirmation will be sent via email.
  • Payments are carried out by an independent payment processor – Stripe. The processing of payments is therefore subject to and governed by that payment processor’s terms and policies. Oaklings is not involved in payment processing and do not accept any liability relating to those services and processes. Oaklings is not responsible for any errors made by the payment processor. Participants should review the applicable terms and policies of any payment processor that apply to them.
  • Participants are responsible for ensuring that all the information that they provide in connection with a booking is complete and accurate and must notify management immediately if there are any changes to the information entered.
  • Appropriate financial records are kept ensuring that all transactions are recorded and to help with future financial decisions.

Cancellations and refunds

  • If participants change their mind about class / block booking purchased, they have 14 days from purchase in which to cancel it, there will be an £5 admin charge for any cancellations.
  • If a class / block booking starts within the 14-day period, participants will still have the right to cancel but must pay for the value of the classes attended before cancellation and a £5 admin charge will be deducted from the refund total amount.
  • Refunds will reach the bank account within 5 to 10 working days.
  • Oaklings will endeavour to run classes all year around, however, we reserve the right to change, reschedule, or cancel sessions due to unforeseen circumstances, participants will be contacted via email & phone. An additional class will be offered in replacement of the class, or credit against a future class fee. Regrettably we cannot automatically offer cash refunds.
  • Oaklings is under no obligation to refund or transfer your classes if participants are unable to attend due to illness or holiday. However, we will try if availability exists. Alternatively, participants may offer their place to a friend. Please inform us by contacting info@oaklingsbaby.co.uk.

Data Protection

Oaklings is committed to protecting all those involved in delivering and attending the classes and will ensure the security of any personal data we collect. Below is an outline of how data is collected, used, stored, accurately maintained, protected and shared, in compliance with UK GDPR and other relevant legislation.

Information collected

We collect personal data that participants voluntarily provide when registering for classes or engaging with Oaklings. This may include:

  • Participant’s name and contact details (email, address, phone number).
  • Participants and baby’s name and age and any relevant health /development notes (for class suitability).
  • Emergency contact information.
  • Class attendance, payment details/payment history (processed securely via third-party providers).
  • Health information (e.g., allergies or medical conditions relevant to participation).
  • Declaration of fitness to attend the classes
  • Consent for photography / media
  • Any additional data necessary to provide a safe and personalised experience.

Personal data we collect for Instructors/facilitators is:

  • Contact details, qualifications and First Aid certificates
  • Bank details

How we use data/lawful basis for processing

We use data to:

  • Process bookings and payments for Oaklings classes
  • Communicate class updates, events, and reminders
  • Improve the quality of our services based on feedback
  • To respond to enquiries
  • Ensure health and safety compliance in sessions
  • Maintaining safeguarding records
  • Send marketing communications (only with consent)
  • Share news, events, and photos on social media or other platforms (only with consent).

Data Security & Storage

  • Personal data is stored securely and accessible only to authorised personnel
  • Technical and organisational measures will be used to protect data held such as undertaking vulnerability scans, firewalls and anti-malware protection.
  • Trusted third-party payment providers are used to ensure financial security
  • Data is retained for the necessary period to fulfil our obligations and is then safely deleted or anonymised

Sharing & Third-Party Providers

We will only share personal data with third parties if specific safeguards are in place. We conduct due diligence and sign Data Processing Agreements to ensure UK GDPR compliance. We never sell or share your data for marketing purposes. However, we may share relevant data with:

  • Emergency services in the event of an incident
  • Service providers (e.g., booking platforms) for administrative purposes
  • Instructors/facilitators on a need-to-know basis
  • Agencies if legally required to comply with regulations or safety concerns

Individual rights

  • Under UK GDPR, data subjects have the right to:
    • Be informed about how their data is used
    • Access the personal data we hold
    • Correct or update inaccurate information
    • Request deletion of data (subject to legal obligations)
    • Withdraw consent for marketing communications
    • Request restriction or object to processing
    • Data portability
    • Not to be subject to automated decision making
  • The Company shall ensure that all personal data collected, processed, and held, is kept accurate and up to date.
  • Our website may use cookies to enhance your experience. Participants can manage cookie settings via their browser preferences.
  • For any queries or data requests, please contact us at: info@oaklingsbaby.co.uk
  • If any person believes that their data rights have been violated, they may contact the Information Commissioner’s Office (ICO).

Acceptance

By choosing to attend our sessions, you are confirming that you have read and fully understood our Policies and Procedures document. Your participation in Oaklings sessions indicates your agreement to abide by all.

Policy Updates

Oaklings may update this Policy from time to time to reflect changes in our practices, services, or legal requirements. The most recent version will always be available on our website at www.oaklingsbaby.co.uk, or you can request a copy by contacting us directly.

We’ll do our best to let you know about significant changes—whether by email, social media, or a notice at our classes—so you always feel informed and empowered.