School Compliance, Safeguarding and Professional Standards Policy

1. Introduction & Purpose

Creative Hats Press (the “Publisher”) specialises in producing educational content for schools and settings across the United Kingdom. This School Compliance, Safeguarding and Professional Standards Policy (the “Policy”) sets out how the Publisher ensures that its activities, materials and professional conduct support schools in meeting their legal and regulatory duties, particularly in relation to safeguarding, child protection, equality, data protection and curriculum compliance.

The purpose of this Policy is to:

• Provide a clear framework for safeguarding and professional standards for all those working on school-related projects.
• Ensure that all content produced by the Publisher is safe, appropriate, inclusive, legally compliant and aligned with relevant UK education guidance.
• Support schools, multi-academy trusts and other education partners in fulfilling their own safeguarding and compliance responsibilities.
• Set out the expectations placed on all staff, freelancers, contractors and partners when working with or for schools and pupil-facing content.

2. Scope

This Policy applies to all activities of Creative Hats Press that relate to the design, creation, editing, commissioning, marketing, sale or distribution of educational materials for schools and settings in the UK, including (but not limited to):

• Printed and digital textbooks, workbooks, teacher guides and schemes of work.
• Online platforms, apps, assessment tools and learning resources.
• Marketing, events and training activities involving schools, staff and pupils.
• Research, user-testing, focus groups and school-based pilots involving pupils or school data.
• Images, case studies, testimonials and other materials that depict or refer to pupils or school communities.

It covers all individuals working for or on behalf of the Publisher, whether permanent or fixed-term employees, freelancers, agency staff, consultants, authors, illustrators, reviewers, content creators, suppliers and partners. Where Creative Hats Press enters into agreements with third parties who produce or adapt content for schools under its brand, compliance with this Policy (or an equivalent safeguarding and professional standards policy) will be a contractual requirement.

3. Safeguarding and Child Protection

3.1 Commitment to safeguarding

Creative Hats Press recognises that its products and services are used directly by children and young people, and by the adults who support them. The Publisher is committed to safeguarding and promoting the welfare of children by:

• Ensuring that pupil-facing content is designed, written, illustrated and presented in ways that are safe, respectful and age-appropriate.
• Avoiding content that may cause harm, distress or risk to children, including sexualised, exploitative, discriminatory, abusive or otherwise inappropriate material.
• Responding promptly and appropriately to any safeguarding concerns raised by schools, parents, carers, pupils or staff relating to the Publisher’s content or activities.
• Cooperating with schools, multi-academy trusts and statutory agencies when safeguarding issues arise in connection with the Publisher’s work.

Where Publisher staff or contractors visit schools, attend events where pupils are present, or engage with pupils for research or content development, they must act in a manner consistent with the safeguarding and child protection policies of the host school/organisation and with this Policy.

3.2 Designated Safeguarding Lead (DSL) responsibilities

The Publisher will appoint a Designated Safeguarding Lead (DSL) at senior management level, and at least one deputy DSL. Details are recorded below and updated as required:

Designated Safeguarding Lead: Kelly Hatley – Director – kelly@creativehats.co.uk : 07734 950784
Deputy Designated Safeguarding Lead(s): David Blake – Director – david@creativehats.co.uk : 07976 024598

The DSL is responsible for:

• Leading on safeguarding and child protection matters within Creative Hats Press.
• Ensuring this Policy aligns with current UK statutory guidance, including Keeping Children Safe in Education (KCSIE) and Working Together to Safeguard Children, as they apply to an education publisher context.
• Acting as the first point of contact for safeguarding concerns arising from the Publisher’s activities or content.
• Maintaining secure records of safeguarding concerns and responses, in line with data protection requirements.
• Providing or commissioning safeguarding training and guidance for relevant staff and contractors.
• Liaising, where appropriate, with schools, multi-academy trusts and statutory agencies about safeguarding issues related to the Publisher’s work.

3.3 Reporting concerns

All staff, freelancers and contractors engaged in work for schools must immediately report any safeguarding concern related to:

• Information disclosed by a pupil, parent, carer or school regarding abuse or risk of harm.
• Inappropriate or harmful content identified in existing or draft materials.
• Concerns about the behaviour or conduct of a colleague, contractor or partner in contexts where they may have contact with children.

Concerns must be reported to the DSL (or deputy DSL) as soon as possible and on the same working day using the agreed reporting mechanism: [Insert internal reporting system / form]. Where a concern arises in a school or setting, the individual must also follow the host organisation’s safeguarding procedures without delay, including reporting to the school’s Designated Safeguarding Lead.

If there is an immediate risk of serious harm to a child, the individual must contact emergency services (999) and/or the relevant local authority children’s social care service at once, and then inform the Publisher’s DSL as soon as practicable.

3.4 Safe content creation guidelines

To promote safe and responsible content creation, all authors, editors, designers, illustrators and digital developers working on school-facing materials for Creative Hats Press must:

• Avoid depictions of physical, emotional or sexual harm that are gratuitous, sensationalised or not clearly justified by the educational purpose of the material.
• Handle sensitive topics (including abuse, self-harm, mental health, sexuality, extremism and discrimination) with care, signposting to appropriate safeguarding or pastoral support where applicable.
• Ensure that any use of pupil images, names or case studies (including fictionalised examples) does not identify real children without explicit, documented consent and appropriate anonymisation.
• Follow the Publisher’s guidance on the use of stock photography, ensuring that images are respectful, diverse, inclusive and free from stereotypes or exploitative representation.
• Ensure that online and interactive content does not include unmoderated communication channels between pupils and unknown adults, and that user-generated input is subject to appropriate moderation where relevant.
• Refer concerns about potentially harmful or inappropriate material to a senior editor and the DSL for review before publication.

4. Compliance with UK Education Law & Regulations

4.1 Relevant legislation and guidance

Creative Hats Press will operate in a manner consistent with relevant UK legislation, statutory guidance and regulatory requirements, including (as amended or replaced from time to time):

• Children Act 1989 and Children Act 2004.
• Education Act 1996, Education Act 2002 and related regulations.
• Keeping Children Safe in Education (KCSIE) (Department for Education, England) and equivalent guidance in the devolved nations where materials are used.
• Working Together to Safeguard Children.
• Data Protection Act 2018 and UK GDPR.
• Equality Act 2010 and associated Codes of Practice.
• Any relevant Ofsted or other regulatory guidance that impacts the use of educational materials in schools.

While schools and settings remain responsible for their own legal compliance, Creative Hats Press will take reasonable steps to ensure that its content and ways of working support, and do not undermine, schools’ ability to meet their obligations.

4.2 Equality Act 2010 compliance

The Publisher recognises its role in helping schools to meet their duties under the Equality Act 2010, including eliminating unlawful discrimination, advancing equality of opportunity and fostering good relations between different groups.

Accordingly, Creative Hats Press will:

• Ensure that content does not unlawfully discriminate against pupils, staff or communities on the basis of protected characteristics (such as age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation).
• Seek to represent diverse pupils, families, staff and communities positively and realistically, avoiding stereotypes and tokenism.
• Undertake equality impact considerations during product development where appropriate, especially for large-scale or high-impact programmes.
• Respond constructively to feedback from schools and stakeholders on equality and inclusion issues in published or draft materials.

5. Professional Standards

5.1 Staff and contractor conduct

All individuals working for or on behalf of Creative Hats Press must uphold high standards of professional conduct, recognising that they are representing an education publisher working closely with schools and children.

• Treat colleagues, authors, school staff, pupils and partners with dignity and respect at all times.
• Comply with this Policy and other relevant organisational policies, including those relating to data protection, information security, anti-bribery, safeguarding, equality, bullying and harassment.
• Observe school or venue-specific codes of conduct and safeguarding procedures when visiting schools or education settings.
• Behave in a way, both online and offline, that does not bring Creative Hats Press or its partner schools into disrepute.

5.2 Code of professional behaviour

In addition to organisational and legal requirements, the following code of professional behaviour applies to everyone covered by this Policy:

• Act with honesty, integrity and transparency in all professional dealings.
• Maintain appropriate professional boundaries, especially in situations where direct or indirect contact with pupils may occur (for example, school visits, focus groups or online events).
• Use digital and social media responsibly when representing or referencing Creative Hats Press or its school partners.
• Protect confidential information obtained through work with schools, including commercial, personal and safeguarding information.
• Challenge and report behaviour that may be unsafe, discriminatory or otherwise inconsistent with this Policy.

5.3 Conflicts of interest

All staff and contractors must avoid situations where personal interests could improperly influence their professional decisions or give rise to a perception of bias.

• Individuals must declare to [Line Manager / Policy Owner] any actual or potential conflicts of interest, such as personal relationships with school staff involved in procurement decisions, or financial interests in competing organisations.
• Where a conflict of interest is identified, appropriate steps will be taken to manage it, which may include withdrawal from decision-making, reallocation of work or additional oversight.
• Failure to declare a relevant conflict of interest may be treated as a disciplinary matter.

6. Content Standards & Curriculum Compliance

6.1 Accuracy and age-appropriateness

The Publisher will take all reasonable steps to ensure that its educational materials are accurate, evidence-informed and appropriate for the intended age range and key stage.

• Subject specialists, practising teachers and relevant experts will be involved in the development and review of curriculum materials where appropriate.
• Content will be clearly labelled with target age/phase and any prerequisites or teacher guidance necessary for safe and effective delivery.
• Errata and updates will be issued promptly where material errors or significant omissions are identified.

6.2 Inclusive and diverse representation

Creative Hats Press is committed to producing materials that reflect the diversity of the UK and global communities and that support schools to foster inclusion and respect.

• Resources will, where relevant, include a range of cultures, ethnicities, family structures, genders, abilities and backgrounds in positive and respectful ways.
• Content will be reviewed to identify and remove stereotypes, biased assumptions or language that could marginalise or disadvantage particular groups.
• Where historical or sensitive issues are discussed (for example, colonialism, conflict or discrimination), materials will aim to support critical thinking and empathy, in line with relevant curriculum guidance.

6.3 Review and approval process

Creative Hats Press will maintain a structured editorial and approvals process for school-facing content, which will include safeguarding and compliance checks appropriate to the nature of the material.

• All new pupil-facing content must undergo editorial review that includes consideration of safeguarding, equality, inclusion and data protection.
• High-risk or sensitive content (for example, content relating to relationships and sex education, mental health, online safety, extremism or self-harm) must be flagged and, where appropriate, referred to the DSL or a designated senior reviewer for sign-off.
• Records of approvals, including named reviewers and dates, will be retained for audit purposes.
• Feedback from schools and other stakeholders will be systematically gathered and used to inform future revisions.

7. Data Protection & Privacy

7.1 Handling of pupil and school data

Creative Hats Press will only collect, use, store and share personal data relating to pupils, school staff and other individuals where there is a clear lawful basis and in accordance with the Publisher’s Data Protection Policy and privacy notices.

• Where the Publisher acts as a data controller or data processor for school or pupil data, appropriate data processing agreements will be in place, setting out roles, responsibilities and security measures.
• Personal data will be minimised, anonymised or pseudonymised wherever possible and retained only for as long as necessary for the specified purpose.
• Access to personal data will be restricted to those who need it for their role and will be protected using appropriate technical and organisational measures.

7.2 GDPR / UK GDPR obligations

The Publisher will comply with the Data Protection Act 2018 and UK GDPR, including the data protection principles of lawfulness, fairness, transparency, purpose limitation, data minimisation, accuracy, storage limitation, integrity and confidentiality, and accountability.

• A Data Protection Officer (DPO) or equivalent responsible person will be appointed: Kelly Hatley – Director – kelly@creativehats.co.uk : 07734 950784.
• Data protection impact assessments (DPIAs) will be undertaken for high-risk processing, particularly where new digital products involve pupil data or monitoring.
• Individuals’ rights (including rights of access, rectification, erasure and objection) will be respected and enabled through clear procedures.
• Data breaches will be managed in line with the Publisher’s Data Breach Response Procedure and reported to the Information Commissioner’s Office (ICO) and affected organisations where legally required.

8. Training and Awareness

Creative Hats Press will ensure that all relevant staff, freelancers and contractors understand this Policy and their responsibilities under it.

• Induction for new employees and long-term contractors working on school-facing projects will include safeguarding, data protection, equality and professional conduct expectations.
• Refresher training or briefings will be provided at least every [Insert frequency, e.g. two years], or sooner if there are significant changes in legislation or internal processes.
• Specialist training will be provided for DSLs, senior editors, product owners and others with particular safeguarding or data protection responsibilities.
• Guidance documents and resources (for example, safe content creation checklists) will be made available and regularly updated.

9. Monitoring, Review and Accountability

9.1 Monitoring and assurance

Implementation of this Policy will be monitored through routine management oversight, editorial and product reviews, and feedback from schools and other stakeholders.

• Periodic internal reviews or audits will assess compliance with safeguarding, content standards, equality and data protection requirements.
• Findings from audits, complaints, safeguarding concerns or incidents related to the Publisher’s work will be used to inform improvements to policies, processes and training.

9.2 Policy review schedule

This Policy will be formally reviewed at least annually, or sooner if there are significant changes in legislation, statutory guidance, regulatory expectations or the nature of the Publisher’s activities.

Date of last full review: July 2026
Next scheduled review date: July 2027

9.3 Named responsible persons

The following roles are accountable for the implementation and oversight of this Policy within Creative Hats Press:

• Policy Sponsor: Kelly Hatley – Director – kelly@creativehats.co.uk : 07734 950784 – overall accountability for safeguarding, compliance and professional standards.
• Policy Owner: Kelly Hatley – Director – kelly@creativehats.co.uk : 07734 950784 – responsible for day-to-day implementation, communication and review of this Policy.
• Designated Safeguarding Lead: Kelly Hatley – Director – kelly@creativehats.co.uk : 07734 950784– responsible for safeguarding leadership and case management.
• Data Protection Officer / Lead: David Blake – Director – david@creativehats.co.uk : 07976 0245 598 responsible for data protection compliance and advice.
• Head of Editorial / Product: Kelly Hatley – Director – kelly@creativehats.co.uk : 07734 950784 – responsible for ensuring that editorial and product processes incorporate safeguarding, equality and compliance checks.

All staff, freelancers, contractors and partners working on school-facing content for Creative Hats Press are required to read this Policy, understand the parts relevant to their role and confirm their commitment to complying with its requirements.