Our Policies

Last updated: 2026 | team@thefungirlsclub.co.uk

Privacy Policy

1. Who We Are
The Fun Girls Club is a Charitable Incorporated Organisation (CIO) in the registration process with the Charity Commission for England and Wales (registration number pending). As a CIO, The Fun Girls Club is a legal entity in its own right, separate from its trustees.
For the purposes of UK data protection law, The Fun Girls Club CIO is the data controller for the personal information we collect and process. Our contact email is team@thefungirlsclub.co.uk and our website is www.thefungirlsclub.co.uk.

2. What Information We Collect
We may collect the following types of personal information:
Contact and enquiry information

Your name and email address when you contact us via our website contact form
Your name and email address when you sign up to our mailing list
Any information you voluntarily provide in a message to us

Event registration information

Your name and email address when you register for an event via our website ticketing system
The number of people in your party where relevant

Donation information

Where you make a donation, we may collect your name and contact details
If you sign a Gift Aid declaration, we collect your name, address, and taxpayer status as required by HMRC

Operation Christmas Magic referral information

Information about children referred to us through our partner organisations, including first name or reference, age, clothing and shoe sizes, and interests
Contact details of referring organisations
We do not collect personal information about referred children directly from families

3. How We Use Your Information

To respond to your enquiries and communicate with you about our events and activities
To send you updates about upcoming events and news if you have signed up to our mailing list
To manage event registrations and attendance
To process Gift Aid claims with HMRC where applicable
To coordinate the Operation Christmas Magic gift project with our referral partner organisations
To improve our website and services

4. Our Legal Basis for Processing

Consent - where you have actively signed up to our mailing list or provided information voluntarily
Legitimate interests - where processing is necessary to run the CIO’s activities and events
Legal obligation - where we are required to process information to comply with our legal obligations, such as Gift Aid claims with HMRC, or our duties as a CIO under the Charities Act 2011

5. How We Store Your Information
Your personal information is stored securely by The Fun Girls Club CIO and is not stored in the personal accounts of individual trustees. We take reasonable technical and organisational measures to protect your data against unauthorised access, loss, or misuse, and do not retain it for longer than necessary.
Information relating to Operation Christmas Magic referrals is stored only for the duration of the relevant Christmas project cycle and deleted securely once the project is complete.

6. Sharing Your Information

With HMRC for the purposes of Gift Aid claims
With our referral partner organisations where necessary to coordinate the Operation Christmas Magic project
With service providers who help us run our website and communications, where they are bound by data processing agreements
Where we are legally required to do so

7. Your Rights

The right to access the personal information we hold about you
The right to correct inaccurate or incomplete information
The right to request deletion of your personal information
The right to withdraw consent at any time where consent is our legal basis for processing
The right to object to processing based on legitimate interests
The right to data portability

To exercise any of these rights please contact us at team@thefungirlsclub.co.uk. We will respond to all requests within one month.

8. Mailing List
If you sign up to our mailing list you can unsubscribe at any time by clicking the unsubscribe link in any email we send or by contacting us at team@thefungirlsclub.co.uk.

9. Cookies
Our website may use cookies to improve your browsing experience. You can control cookie settings through your browser.

10. Changes to This Policy
We may update this privacy policy from time to time. Any changes will be posted on this page with an updated date.

11. Contact and Complaints
If you have any questions about this privacy policy please contact us at team@thefungirlsclub.co.uk. If you are not satisfied with how we handle your personal information you have the right to complain to the Information Commissioner’s Office (ICO) at www.ico.org.uk or by calling 0303 123 1113.

Safeguarding and Data Protection

for Activities Involving Children

1. Purpose of This Policy
The Fun Girls Club CIO is committed to the safety, wellbeing, and dignity of all children who come into contact with our activities - whether as beneficiaries of Operation Christmas Magic or as attendees at community events welcoming parents, carers, and their children.
This policy sets out our approach to safeguarding children and to handling personal data relating to children in compliance with UK GDPR and the Children Act 1989.

2. Scope

All trustees of The Fun Girls Club CIO
All volunteers involved in our activities
Any partner organisations working with us on Operation Christmas Magic or community events
Any activity where children are present or where data relating to children is collected or processed

3. Our Safeguarding Commitment

The welfare of children is our primary consideration in all decisions and activities
All children have the right to be treated with respect and dignity regardless of age, gender, ethnicity, disability, religion, or background
We will never willfully place a child in a situation that could put them at risk of harm
We will respond promptly and appropriately to any safeguarding concern
We will work in partnership with parents, carers, and referral organisations to protect children’s wellbeing

4. Operation Christmas Magic - Data Protection for Children
4.1 How we collect information about children
The Fun Girls Club CIO does not collect personal information about children directly from families. All referrals are made through trusted partner organisations including food banks, school family liaison officers, health visitors, and social workers, who are responsible for obtaining appropriate consent from families before referring children to us.
4.2 What information we hold

A first name or reference number, never a full name
Age, gender, clothing size, shoe size
Two or three interests or preferences
Any relevant allergies or items to avoid

4.3 How we store this information
All child information is stored securely by the CIO and is accessible only to the lead trustee, not shared with volunteers beyond what is necessary for the shopping day. All records are deleted securely at the end of each Christmas project cycle.
4.4 Photography and images
The Fun Girls Club CIO will never photograph, film, or share images of beneficiary children in connection with Operation Christmas Magic.

5. Community Events Welcoming Children

Events will always be held in public venues with other people present
No volunteer will be alone with a child at any time
Children remain the responsibility of their parent or carer at all times during events
No photography of children will take place without explicit consent from the parent or carer
Volunteers will be briefed on safeguarding expectations before any event involving children

6. Recognising and Responding to Safeguarding Concerns

Report any concern immediately to the lead trustee (Manon Hivet) at manon.hivet@thefungirlsclub.co.uk
If the concern suggests a child is in immediate danger, contact the police by calling 999
For non-emergency concerns, contact Lancashire Children’s Social Care on 0300 123 6720

All safeguarding concerns will be recorded in writing by the lead trustee and retained securely by the CIO.

7. Safer Recruitment of Volunteers

All volunteers will be known to and vetted by the lead trustee before involvement in activities with children
As the CIO grows, we will consider whether DBS checks are appropriate for volunteers in regular contact with children
Volunteers will be provided with a copy of this policy and asked to confirm they have read and understood it

8. Responsibilities

Ensuring this policy is implemented and reviewed annually
Responding to all safeguarding concerns
Ensuring all volunteers are briefed on safeguarding before events involving children
Maintaining secure records of any safeguarding concerns
Liaising with statutory authorities where necessary

9. Review
This policy will be reviewed annually by the trustees or sooner if there is a change in legislation, guidance, or the CIO’s activities.

Equal Opportunities Policy

1. Our Commitment
The Fun Girls Club CIO is committed to equality, diversity, and inclusion. Despite our name, The Fun Girls Club is open to everyone - regardless of gender, age, ethnicity, nationality, disability, religion or belief, sexual orientation, pregnancy or maternity, or any other characteristic.

2. Scope

All trustees and volunteers of The Fun Girls Club CIO
All attendees at our events and activities
All beneficiaries of our charitable activities
All organisations and individuals we work with

3. Our Approach to Events

Designing events that are accessible and welcoming to all members of the community
Considering accessibility needs when selecting venues
Never excluding anyone from our events on the basis of any protected characteristic
Responding promptly and sensitively to any accessibility or inclusion requests
Using inclusive language in all our communications and marketing materials

4. Volunteering
We welcome volunteers from all backgrounds and will never discriminate against a prospective volunteer on the basis of any protected characteristic.

5. Discrimination and Harassment
The Fun Girls Club CIO will not tolerate discrimination, harassment, or bullying of any kind. Anyone who experiences or witnesses this at a Fun Girls Club event should report it to the lead trustee at team@thefungirlsclub.co.uk.

6. Review
This policy will be reviewed annually by the trustees.

Social Media Policy

1. Purpose
This policy ensures that The Fun Girls Club CIO’s social media presence is consistent, safe, and in line with our values. It applies to anyone posting on behalf of the CIO and to volunteers sharing content related to our activities.

2. Our Official Accounts
The Fun Girls Club CIO maintains official accounts on Instagram, Facebook, TikTok, and X. All official accounts are managed by the lead trustee on behalf of the CIO. Login details are held securely and not shared beyond the trustees.

3. What We Post

Event announcements, countdowns, and reminders
Behind the scenes content from event preparation
Photos and videos from events (subject to the rules below)
Fundraising updates and Christmas Gift Fund progress
Sponsor and partner acknowledgements
Community news and celebrations
Volunteering opportunities

4. Photography and Video at Events

The lead trustee is responsible for managing photography at events
Attendees will be made aware that photos may be taken for social media purposes at the start of each event
Anyone who does not wish to be photographed will be respected without question
No photographs or videos of children will be taken or shared without explicit written consent from a parent or carer
No photographs or videos identifying beneficiaries of Operation Christmas Magic will ever be taken or shared
Volunteers must not photograph or film at events for personal use without permission from the lead trustee

5. Volunteer Social Media

Do not post images of other attendees without their consent
Never post images of children
Never share personal information about beneficiaries or other attendees
Tag The Fun Girls Club official accounts where possible
Contact the lead trustee before posting anything they are unsure about

6. Tone and Standards

Be warm, inclusive, and welcoming
Never discriminate against or exclude any group of people
Never be defamatory, offensive, or harmful
Never make claims about the CIO that are inaccurate or misleading
Never comment on political matters
Represent the CIO in a way that would make our community proud

7. Responding to Comments and Messages
The lead trustee is responsible for monitoring and responding to comments and messages on official accounts, aiming to respond to direct messages within 48 hours.

8. Breaches of This Policy
Any volunteer found to have breached this policy (particularly in relation to the photography of children or the sharing of beneficiary information) will have their volunteer relationship reviewed by the trustees. Serious breaches may be referred to the relevant authorities.

Anti-Fraud and Financial Controls Policy

1. Purpose
The Fun Girls Club CIO is committed to the highest standards of financial integrity. This policy sets out the controls in place to protect the CIO’s funds, prevent fraud, and ensure full transparency in all financial matters.

2. Bank Account
The CIO shall maintain a dedicated bank account in the name of The Fun Girls Club CIO. The account is the property of the CIO, not of any individual trustee. Authorised signatories shall be agreed by the trustees and recorded in the minutes.

3. Authorisation of Expenditure
All expenditure from the CIO’s bank account must be authorised by the lead trustee. Any single item of expenditure over £50 must be discussed and agreed by at least two trustees before payment is made. All expenditure must be recorded and supported by a receipt.

4. Restricted Funds
The Christmas Gift Fund is a restricted fund of the CIO. Money in this fund may only be used for the purchase of Christmas gifts for beneficiaries of Operation Christmas Magic, in accordance with the CIO’s objects as set out in its constitution. Restricted funds may not be used for any other purpose without a formal trustee resolution.

5. Event Income and Expenses
All income from events (including ticket sales, donations received at events, and any sponsorship) must be paid into the CIO’s bank account promptly. Event expenses such as decorations and supplies are legitimate charitable expenditure and may be paid from event income. All receipts must be retained.

6. Donations
All donations received must be recorded and paid into the CIO’s bank account. No donations may be retained in cash for any extended period. Online donation platforms must be set up in the CIO’s name.

7. Expenses Claims
Trustees and volunteers may claim reimbursement for reasonable out-of-pocket expenses incurred on behalf of the CIO, provided these have been agreed in advance. No trustee may approve their own expense claim, a second trustee must authorise it, in accordance with the conflicts of interest provisions in the CIO’s constitution.

8. Financial Records
The lead trustee is responsible for maintaining accurate records of all income and expenditure on behalf of the CIO. As a CIO, The Fun Girls Club must submit its statements of account, trustees’ annual report, and annual return to the Charity Commission within 10 months of its financial year end, regardless of income.

9. Recognising and Reporting Fraud
Any suspicion of fraud must be reported immediately to the lead trustee. If the concern involves the lead trustee it should be reported to another trustee. Serious concerns may be referred to the Charity Commission or the police.

10. Spending Limit Protection
The Fun Girls Club CIO will not commit to expenditure exceeding the current balance of its bank account. No invoices, contracts, or financial commitments may be entered into unless the funds to meet them are already held in the CIO’s bank account at the time of commitment. As a CIO, this protects the organisation’s own solvency; it does not affect the personal liability protection that trustees already benefit from as a result of the CIO’s incorporated legal status.

11. Insurance

Public Liability Insurance - covering the CIO against claims arising from injury to members of the public or damage to property at events and activities
Trustee Indemnity Insurance - in accordance with section 189 of the Charities Act 2011 and clause 5(1)(b) of the CIO’s constitution, protecting trustees from personal financial liability arising from claims made in connection with their role, provided they have acted honestly, reasonably, and in good faith

The lead trustee is responsible for ensuring insurance policies are in place before the first event is held and renewed annually. Insurance costs are considered legitimate charitable expenditure.

12. Annual Review
This policy will be reviewed annually by the trustees to ensure it remains appropriate and effective.

Health and Safety Policy

1. Purpose
The Fun Girls Club CIO is committed to providing a safe and welcoming environment at all events and activities. This policy applies to all trustees, volunteers, and attendees.

2. Responsibilities

Confirm that the venue has appropriate public liability insurance and relevant licences
Carry out a basic risk assessment of the venue and activity
Ensure emergency exits are identified and accessible
Ensure a first aid kit is available or that the venue provides one
Brief volunteers on any specific health and safety considerations for that event

3. Risk Assessment

The suitability of the venue for the number of attendees expected
Any hazards specific to the activity, such as scissors or craft materials at craft sessions
The presence of children and any additional precautions required
Fire safety and emergency exit routes
Food safety where food is provided, including allergen awareness

4. Allergens and Food Safety

Ask event attendees to flag any allergies when registering
Ensure any food provided by sponsors is labelled with allergen information where possible
Never knowingly serve food containing an allergen to someone who has flagged that allergy
Display a visible notice at food stations advising attendees to check ingredients if they have allergies

5. Accidents and Incidents

Ensure the affected person receives appropriate first aid or medical attention
Call emergency services if necessary
Record the details of the incident as soon as possible after the event
Review whether any changes to future events are needed to prevent recurrence

6. Review
This policy will be reviewed annually or following any significant incident.

Complaints Policy

1. Our Commitment
The Fun Girls Club CIO takes all complaints seriously and is committed to handling them promptly, fairly, and with respect.

2. How to Make a Complaint
Complaints may be made by email to team@thefungirlsclub.co.uk, including your name, contact details, and a clear description of your concern.

3. How We Will Respond
We will acknowledge all complaints within five working days of receipt and aim to provide a full response within 28 days.

4. How We Handle Complaints

Acknowledge receipt promptly
Review the complaint carefully and gather any relevant information
Consult with other trustees where appropriate
Provide a clear written response explaining our findings and any action taken
Keep a record of the complaint and our response

If the complaint concerns the lead trustee it will be handled by the other trustees.

5. If You Are Not Satisfied
You may escalate your complaint to the Charity Commission for England and Wales at www.gov.uk/complain-about-charity or by calling 0300 066 9197.

6. Learning from Complaints
All complaints and our responses will be reviewed by the trustees annually.

Volunteers Policy

1. Introduction
The Fun Girls Club CIO welcomes volunteers who share our values of community, kindness, and fun. This policy sets out what volunteers can expect from us and what we expect from our volunteers.

2. Our Commitment to Volunteers

Treating all volunteers with respect, dignity, and appreciation
Providing a clear briefing before each event or activity
Reimbursing reasonable out-of-pocket expenses where agreed in advance
Keeping volunteers informed about the CIO’s activities and progress
Providing a safe and welcoming environment at all events

3. Volunteer Responsibilities

Treat all attendees, beneficiaries, and fellow volunteers with respect and kindness
Arrive on time and fulfil the commitment they have agreed to
Follow the instructions of the lead trustee during events and activities
Never handle CIO funds unless specifically authorised to do so
Read and follow this policy and the Safeguarding and Data Protection Policy
Never share personal information about beneficiaries, attendees, or other volunteers
Never post images or content from events on personal social media without permission from the lead trustee
Report any concerns (including safeguarding concerns) to the lead trustee immediately

4. How to Become a Volunteer
Anyone interested in volunteering with The Fun Girls Club should contact us at team@thefungirlsclub.co.uk. All prospective volunteers will have an informal conversation with the lead trustee before being confirmed depending on the charity’s needs. This is not a formal interview - it is simply to make sure volunteering with us is a good fit for both parties.
Volunteers involved in activities with children will be asked to confirm they have read and understood our Safeguarding and Children's Data Policy.
As the charity grows, we will consider whether DBS checks are appropriate for volunteers in regular contact with children (depending on the financial status of the charity at the time, you may need to cover the costs of those checks)

5. Expenses
Volunteering with The Fun Girls Club CIO is unpaid. We will reimburse reasonable out-of-pocket expenses agreed in advance with the lead trustee, supported by a receipt.

6. Ending a Volunteer Relationship
Volunteers may step back from their role at any time. The CIO reserves the right to end a volunteer relationship if a volunteer’s behaviour is found to be harmful, disrespectful, or contrary to the values of the organisation. Any such decision will be made by the trustees.

7. Contact
For any questions about volunteering please contact team@thefungirlsclub.co.uk.

Refund Policy

1. Event Tickets
1.1 Free Events
Where an event is free to attend, no payment is taken and therefore no refund applies. If you are no longer able to attend please let us know so we can offer your place to someone on the waiting list.
1.2 Paid Events
Refunds are not available.
1.3 Transferring Your Ticket
If you are unable to attend an event, you are welcome to transfer your ticket to another person. Please contact us first so we can update the registration.
1.4 Event Cancellation by The Fun Girls Club
In the unlikely event that the CIO cancels an event, all ticket holders will be offered a full refund or the option to transfer their ticket to a future event.
1.5 Removal for Misconduct
If an attendee is removed from an event for breaching our Code of Conduct (including but not limited to discrimination, harassment, or any behaviour that compromises the safety of other attendees, including children) no refund will be given, regardless of how much of the event remained at the time of removal. This applies whether the ticket was free or paid. Where the behaviour amounts to a criminal offence, the matter will also be reported to the police.

2. Donations
All donations made to The Fun Girls Club CIO are non-refundable. Donations go directly into our Christmas Gift Fund and are used to purchase gifts for children and individuals in need. If you believe a donation has been made in error please contact us at team@thefungirlsclub.co.uk as soon as possible.

3. Contact
For any questions about this refund policy please contact us at team@thefungirlsclub.co.uk.

Our Policies

Last updated: 2026 | team@thefungirlsclub.co.uk

Privacy Policy

Your name and email address when you contact us via our website contact form

Your name and email address when you sign up to our mailing list

Any information you voluntarily provide in a message to us

Event registration information

Your name and email address when you register for an event via our website ticketing system

The number of people in your party where relevant

Donation information

Where you make a donation, we may collect your name and contact details

If you sign a Gift Aid declaration, we collect your name, address, and taxpayer status as required by HMRC

Operation Christmas Magic referral information

Information about children referred to us through our partner organisations, including first name or reference, age, clothing and shoe sizes, and interests

Contact details of referring organisations

We do not collect personal information about referred children directly from families

3. How We Use Your Information

To respond to your enquiries and communicate with you about our events and activities

To send you updates about upcoming events and news if you have signed up to our mailing list

To manage event registrations and attendance

To process Gift Aid claims with HMRC where applicable

To coordinate the Operation Christmas Magic gift project with our referral partner organisations

To improve our website and services

4. Our Legal Basis for Processing

Consent - where you have actively signed up to our mailing list or provided information voluntarily

Legitimate interests - where processing is necessary to run the CIO’s activities and events

Legal obligation - where we are required to process information to comply with our legal obligations, such as Gift Aid claims with HMRC, or our duties as a CIO under the Charities Act 2011

With HMRC for the purposes of Gift Aid claims

With our referral partner organisations where necessary to coordinate the Operation Christmas Magic project

With service providers who help us run our website and communications, where they are bound by data processing agreements

Where we are legally required to do so

7. Your Rights

The right to access the personal information we hold about you

The right to correct inaccurate or incomplete information

The right to request deletion of your personal information

The right to withdraw consent at any time where consent is our legal basis for processing

The right to object to processing based on legitimate interests

The right to data portability

Safeguarding and Data Protection

All trustees of The Fun Girls Club CIO

All volunteers involved in our activities

Any partner organisations working with us on Operation Christmas Magic or community events

Any activity where children are present or where data relating to children is collected or processed

3. Our Safeguarding Commitment

The welfare of children is our primary consideration in all decisions and activities

All children have the right to be treated with respect and dignity regardless of age, gender, ethnicity, disability, religion, or background

We will never willfully place a child in a situation that could put them at risk of harm

We will respond promptly and appropriately to any safeguarding concern

We will work in partnership with parents, carers, and referral organisations to protect children’s wellbeing

A first name or reference number, never a full name

Age, gender, clothing size, shoe size

Two or three interests or preferences

Any relevant allergies or items to avoid

Events will always be held in public venues with other people present

No volunteer will be alone with a child at any time

Children remain the responsibility of their parent or carer at all times during events

No photography of children will take place without explicit consent from the parent or carer

Volunteers will be briefed on safeguarding expectations before any event involving children

6. Recognising and Responding to Safeguarding Concerns

Report any concern immediately to the lead trustee (Manon Hivet) at manon.hivet@thefungirlsclub.co.uk

If the concern suggests a child is in immediate danger, contact the police by calling 999

For non-emergency concerns, contact Lancashire Children’s Social Care on 0300 123 6720

All safeguarding concerns will be recorded in writing by the lead trustee and retained securely by the CIO. 7. Safer Recruitment of Volunteers

All volunteers will be known to and vetted by the lead trustee before involvement in activities with children

As the CIO grows, we will consider whether DBS checks are appropriate for volunteers in regular contact with children

Volunteers will be provided with a copy of this policy and asked to confirm they have read and understood it

8. Responsibilities

Ensuring this policy is implemented and reviewed annually

Responding to all safeguarding concerns

Ensuring all volunteers are briefed on safeguarding before events involving children

Maintaining secure records of any safeguarding concerns

Liaising with statutory authorities where necessary

9. Review This policy will be reviewed annually by the trustees or sooner if there is a change in legislation, guidance, or the CIO’s activities.

Equal Opportunities Policy

All trustees and volunteers of The Fun Girls Club CIO

All attendees at our events and activities

All beneficiaries of our charitable activities

All organisations and individuals we work with

3. Our Approach to Events

Designing events that are accessible and welcoming to all members of the community

All safeguarding concerns will be recorded in writing by the lead trustee and retained securely by the CIO.

7. Safer Recruitment of Volunteers

9. Review
This policy will be reviewed annually by the trustees or sooner if there is a change in legislation, guidance, or the CIO’s activities.

1. Purpose
The Fun Girls Club CIO is committed to providing a safe and welcoming environment at all events and activities. This policy applies to all trustees, volunteers, and attendees.

2. Responsibilities

4. Allergens and Food Safety