Peace & Grace

Our Policy and Governance

Privacy Policy

Peace & Grace Mothers and Children’s Group
Last updated: 23rd October, 2025

1. Introduction

Peace & Grace Women’s Group respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, store, and protect your data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Who We Are

Peace & Grace Women’s Group is a community-based organisation providing support, activities, and events for mothers, children, and families. We collect and process personal data to help us deliver our services safely and effectively.

Contact details:

We are the Data Controller for the personal information we collect.

3. What Information We Collect

We may collect and process the following types of personal data:

a. Personal Information

  • Name, address, email address, and phone number
  • Date of birth (for mothers and/or children)
  • Emergency contact details

b. Health and Safety Information

  • Relevant medical conditions, allergies, or additional needs

c. Participation and Attendance

  • Records of attendance at sessions or events
  • Photographs or videos (only with explicit consent)

d. Volunteer and Staff Information

  • DBS check information
  • References or safeguarding-related records

4. How We Use Your Information

We use personal data to:

  • Manage membership and participation
  • Organise and run sessions, activities, and events
  • Ensure the safety and wellbeing of children and families
  • Contact you in emergencies or about session changes
  • Comply with safeguarding and legal obligations
  • Send updates, newsletters, or event invitations (only with consent)

We do not use personal data for marketing purposes or share it for profit.

5. Lawful Basis for Processing

We process data under the following lawful bases set out in Article 6 of the UK GDPR:

  • Consent: when you give us permission (e.g., for photos, newsletters)
  • Contract: to manage participation in our group activities
  • Legal Obligation: to comply with safeguarding, health, and safety laws
  • Vital Interests: to protect someone’s life in an emergency
  • Legitimate Interests: to run and improve our services effectively

For sensitive data, such as health information, we rely on:

  • Explicit consent, or
  • Substantial public interest in relation to safeguarding and child protection

6. Sharing Your Information

We only share personal data when necessary and appropriate, for example:

  • With emergency services, if someone’s health or safety is at risk
  • With safeguarding authorities if required by law
  • With volunteers or staff who need information to support participants safely

We never sell, rent, or trade your personal information.

7. Data Security and Storage

Personal information is stored securely in password-protected systems or locked physical files. Access is limited to authorised individuals only.

We keep personal data only for as long as necessary to fulfil our purposes or meet legal and safeguarding requirements. Once data is no longer needed, it will be securely deleted or shredded.

8. Your Rights

Under UK GDPR, you have the right to:

  • Access the personal data we hold about you
  • Request correction of inaccurate information
  • Request deletion of your data (where legally possible)
  • Withdraw consent at any time
  • Object to or restrict how we use your data
  • Lodge a complaint with the Information Commissioner’s Office (ICO)

Website: www.ico.org.uk | ICO helpline: 0303 123 1113
We will respond to all requests within one month.

9. Photographs and Media

We may take photographs or videos during group sessions or events for use in newsletters, displays, or social media. We will always seek written consent before capturing or sharing identifiable images of you or your children. You can withdraw consent at any time by contacting us.

10. Updates to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or the law. The most recent version will always be available upon request or displayed on our noticeboard/website.

Peace & Grace Women’s Group is committed to treating all families, children, and volunteers with care, respect, and confidentiality.

Equality and Diversity Policy

(Help For Young Mums)
Equality Policy for Peace & Grace CIC

1. Introduction

Peace & Grace CIC is committed to promoting equality, diversity, and inclusion. We believe that everyone should have equal opportunities and be free from discrimination, harassment, and victimization. Our aim is to create an environment where individual differences and the contributions of all our staff, volunteers, and service users are recognised and valued.

2. Scope

This policy applies to all employees, volunteers, trustees, service users, and partners associated with Peace & Grace CIC.

3. Legal Framework

We are committed to complying with the Equality Act 2010 and all other relevant legislation. This policy will be reviewed regularly to ensure it reflects current legislation and best practice.

4. Definitions

  • Equality: Ensuring everyone has an equal opportunity and is not treated differently or discriminated against because of their characteristics.
  • Diversity: Recognising, respecting, and valuing the differences in people.
  • Inclusion: Ensuring that everyone feels valued and included.

5. Policy Statements

  • Peace & Grace CIC does not tolerate discrimination on the grounds of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, and sexual orientation.
  • We are committed to promoting equality of opportunity and to ensuring that no individual is discriminated against in the planning and delivery of any of our activities.

6. Responsibilities

  • Board of Trustees: Overall responsibility for the implementation of this policy.
  • Senior Management Team: Ensure that the policy is adhered to and report to the Board of Trustees on its effectiveness.
  • All Staff and Volunteers: Expected to conduct themselves in accordance with this policy and report any instances of discrimination or unfair treatment.

7. Implementation

  • Recruitment and Selection: Ensure our recruitment and selection processes are fair and equitable.
  • Training and Development: Provide training to staff and volunteers to raise awareness of equality and diversity issues and to ensure they understand their responsibilities under this policy.
  • Service Delivery: Ensure our services are accessible and appropriate for all service users and that their diverse needs are considered and met.
  • Communication: Promote our commitment to equality and diversity through our internal and external communications.

8. Reporting and Monitoring

  • Reporting: Encourage staff, volunteers, and service users to report any incidents of discrimination, harassment, or victimisation. All reports will be taken seriously and investigated promptly.
  • Monitoring: Regularly monitor and evaluate our practices and procedures to ensure they are fair and equitable. Collect and analyze data on the diversity of our workforce and service users to identify any areas for improvement.

9. Breach of Policy

Any breach of this policy will be taken seriously and may result in disciplinary action, up to and including dismissal of employees or termination of agreements with volunteers, service users, or partners.

10. Review

This policy will be reviewed annually by the Board of Trustees to ensure it remains relevant and effective. Any amendments will be communicated to all staff, volunteers, and relevant stakeholders.

11. Approval

This Equality Policy has been approved and endorsed by the Board of Trustees of Peace & Grace CIC.

By fostering a culture of equality, diversity, and inclusion, Peace & Grace CIC aims to create an environment where everyone can thrive and contribute to our mission to support mums every step of the way, offering a haven of resources, community, and encouragement to help mums thrive in their role as a mother. We are dedicated to empowering mums with the strength, knowledge, and support they need to navigate motherhood with confidence, peace, and grace.

For any questions or further information regarding this policy, please contact Pat Palmer at info@peacegrace.co.uk Tel: 07904307194

Policy documents

Peace & Grace Governance

Peace & Grace CIC is a Community Interest Company limited by guarantee, operating with a full asset lock and a legally defined social purpose. Our structure ensures that all income and assets are permanently dedicated to community benefit and cannot be distributed for private gain. Although we are not a registered charity, our governance, public benefit aims, and reinvestment model place us firmly within the Trust’s eligibility criteria for organisations delivering charitable outcomes.

Our arts based interventions include structured art therapy, culturally rooted craft and heritage workshops, and creative wellbeing programmes delivered by trained practitioners with lived experience from diverse cultural backgrounds. These interventions support emotional wellbeing, social connection, cultural identity, and community resilience. We would be pleased to provide further detail, including programme outlines, safeguarding documentation, monitoring frameworks, and evidence of impact, should this assist your assessment.

We welcome the opportunity to supply any additional information required to confirm our eligibility and strengthen our application.

Our Charitable Purpose and Eligibility

Peace & Grace CIC is a Community Interest Company limited by guarantee, operating with a full asset lock to ensure that all income and assets are permanently dedicated to public benefit. Although we are not a registered charity, our work is entirely not for profit and focused on delivering charitable outcomes that support wellbeing, social inclusion, and community development.

Our Inclusive, Non Religious Approach

While our organisational values acknowledge faith informed principles, all our programmes are inclusive, secular in delivery, and open to individuals of every background, belief, or community. We do not deliver religious activities, worship, or proselytising. Our advisory team comprises a diverse range of professionals and lived experiences, and our services are tailored to meet the needs of various communities across the UK.

Our Creative Health and Arts-Based Interventions

Peace & Grace CIC delivers structured creative health programmes including art therapy, culturally rooted craft workshops, and heritage based creative activities. These interventions support emotional wellbeing, confidence building, cultural identity, and social connection. Our sessions are facilitated by trained practitioners and supported by referral pathways from community groups, women’s networks, and wellbeing services. We are committed to providing clear programme outlines, outcomes frameworks, and evidence of impact.

Our Growth and Track Record

Founded in 2024, Peace & Grace CIC is a developing organisation with a strong commitment to building sustainable, high quality community services. We have successfully delivered pilot programmes with positive outcomes and strong engagement from women, young people, and older adults. Our governance structure, partnerships, and experienced practitioners ensure that we are equipped to deliver funded projects responsibly and effectively as we continue to grow.

Governance documents