goverance & POLICIES
Reference: The Charity Trustee’s Handbook, 3rd Edition Governance is the process Let Them Shine trustees uses to make sure that the charity operates effectively, for example, that it has clear aims, priorities and procedures. Let Them Shine is a small charity, the trustees are UK and EU based, it is quite a simple and straightforward structure which has been developed over many years. Our governance reflects this. Our mission is to provide a safe and nurturing environment for pre-school children, where they can receive quality education, healthcare, and nutritious meals in the small environment of Lukani village in Tanzania. Support for children continues through primary and secondary schools. We believe that every child deserves the opportunity to thrive, regardless of their background. Our priority is the children’s welfare and using the available resources (time, finance, expertise) to best affect. Our procedures relate to the running of the Centre, how the children are looked after, their health, education and wellbeing, and the contribution it makes to being part of the whole community in the small village of Lukani, Tanzania. There eight core principles to our governance: Leadership The chair and founder is Anthony Summersell. Anthony is a former civil servant, hugely practical with a can-do attitude. Anthony has weekly calls with the head teacher Mr Natai and visits Lukani twice per year, staying for two to three weeks. Mr Mashoya Natai, and retired headmaster and village elder, is responsible for the Centre in Lukani. Mr Natai attends (virtually) the quarterly trustee meetings. Integrity The trustees are a group of leaders in UK and EU businesses with various specific skills, expertise and experiences; they are highly committed to the charity and believe greatly in what it can achieve. The trustees have seen how relatively modest financial sums can really make a significant difference in the lives of children several thousand miles away by building on the commitments that Anthony has made to the village over the last 10 years. The charity does not fund personal expenses for the Chair, trustees or others visiting the Centre. We aim to keep overheads to an absolute minimum. For example, all travel and subsistence is met personally, as are fundraising expenses, administration etc. Decision-making, risk and control We support each other in the decisions that are made; because of our diverse backgrounds, we take into account different perspectives and views. We meet quarterly with further meetings held when needed. For example, we have recently updated our website and we met more often during that period. We decided to update the website to provide more information and secure more donations, both personal and corporate. In addition to the website, the charity uses Facebook and Instagram. Risks are managed by regular weekly contact with Mr Natai, the principle, and Ester, headteacher. For example, Anthony manages the finance on a day to day basis and ensures that the Centre has sufficient funds; Ester receives mentoring by providing practical support and advice on how to best run the Centre. Anthony maintains a forward five-year cash flow prediction. Controls are in place to monitor and oversee the welfare of the children both during term time and as well as is practically possible during holiday periods. Board effectiveness The trustees collectively know and understand their roles and as a board make reasonable decisions about the charity’s activities and finances. The trustees recognise that they have two key duties: a duty of care, to utilise their personal skills and experiences to ensure that the charity is well-run and efficient; and a duty of prudence, to act reasonably to make sure that the charity is and will remain solvent. Equality, diversity and inclusion We believe in equality, diversion and inclusion; this is demonstrated by our approach to how we select children to be part of the Centre and how we aim to be a key part of the wider community. Children are selected two ways. Firstly, through a committee of elders from the surrounding villages brought together by Mr Natai and Esther the Headteacher. Secondly, assessing family hardship through some straightforward principles. There is also a very good informal teachers’ network between our Centre and the local primary and secondary school teachers. Anthony Summersell periodically checks on those children who have been selected, visiting their homes when he visits. Day-to-day decisions are delegated to Ester and the team at the school, as well as Mr Natai who is closely involved. Openness and accountability The trustees are particularly careful about finances; we satisfy ourselves that the charity is in control of its financial planning (budgets), that there is sufficient monitoring (annual and monthly accounts, that are formally signed off), that forecasts are reasonable and progress is assessed regularly. There are reasonable safeguards in place to ensure that cash is appropriately handled, and that the income is well spent. Because of the nature of the charity, we are able to make modest contributions impactful. Expenditure and other records are maintained using shared Excel spreadsheets. We are responsible to ensure that all relevant legal requirements are met; this includes employment law, for the staff at the centre and data protection law for those making donations. Acknowledgement of donors Donors are formally thanked annually in the annual report and on the charity’s website. Those who sponsor children receive a dedicated report about their child two times a year. All donors receive a twice-yearly newsletter and other ad hoc news. In addition to the website, the charity uses Facebook and Instagram. It is pleasing to note that the Charity has never lost a sponsor. Because it is a relatively small charity, the founder Anthony Summersell retains close personal contact with most donors. 19th May 2024
Internal Charity and Financial Controls Policy and Procedures 1. Purpose The purpose of this policy is to establish a robust framework of internal financial controls governing all charitable funds and activities. The policy is designed to ensure that funds are applied exclusively to the charity’s purposes, safeguarded against misuse, and managed in accordance with applicable UK legislation and regulatory guidance. 2. Scope This policy applies to: •Trustees (including the Chair) •Volunteers •Contractors and agents handling charitable funds - Mr Natai etc It covers all income, expenditure, donations, grants, restricted funds, and reserves of the charity. 3. Legal and Regulatory Framework This policy is informed by and complies with: •Charities Act 2011 •Charity Commission guidance (including CC3 – The Essential Trustee and CC8 – Internal Financial Controls for Charities) •UK Generally Accepted Accounting Practice (UK GAAP) •The Charities SORP (FRS 102) •Relevant provisions of the Companies Act 2006 (where applicable) 4. Governance and Responsibilities 4.1 Board of Trustees The Board of Trustees is collectively responsible for: •Safeguarding the charity’s assets •Approving financial policies and budgets •Ensuring effective internal controls are in place •Reviewing financial performance and risk •Approving significant charitable expenditure 4.2 Chair The Chair ensures: •Trustees fulfil their fiduciary duties •Financial matters receive appropriate scrutiny •Conflicts of interest are managed in accordance with policy 4.3 Trustees Trustees are responsible for: •Implementing this policy •Maintaining day-to-day financial controls •Ensuring accurate accounting records are kept •Reporting financial matters to the other Trustees in a timely manner 4.4 Finance Function The finance function is responsible for: •Processing transactions •Maintaining accounting records •Preparing financial reports •Performing bank reconciliations •Supporting audits and examinations 5. Segregation of Duties To reduce the risk of fraud and error: •No individual may authorise, process, and record the same transaction. •Key financial duties shall be separated wherever practicable, including: oApproval of expenditure oProcessing of payments oRecording in accounting systems oBank reconciliation 6. Budgeting and Financial Planning •An annual budget shall be prepared by The Chair and approved by the Trustees prior to the start of each financial year. •Budgets must align with the charity’s strategic objectives and reserves policy. •Expenditure outside the approved budget requires prior trustee approval. •Budget performance shall be reviewed at least quarterly by the Trustees. 7. Authorisation of Expenditure and Donations •All expenditure must further the charity’s objects. •Authority limits shall be defined and approved by the Trustees. •All payments must be supported by appropriate documentation (e.g. invoices, grant agreements). •Dual authorisation is required for bank payments above a defined threshold. •Cash payments are prohibited except in exceptional circumstances approved in writing by senior management. 8. Charity Selection, Grants, and Donations Where the charity makes grants or donations: •Recipient organisations must be appropriately registered and legally constituted. •Due diligence must be conducted to confirm legitimacy, financial stability, and alignment with charitable purposes. •Grant agreements must clearly define purpose, restrictions, and reporting requirements. •Restricted funds must be applied strictly in accordance with donor conditions. 9. Accounting and Financial Records •Accurate accounting records shall be maintained at all times. •Transactions must be recorded promptly and accurately in the accounting system. •Restricted and unrestricted funds must be clearly identified and tracked separately. •Records shall be retained for a minimum of six years, or longer where required by law or regulation. 10. Banking and Cash Management •All bank accounts must be held in the charity’s name. •Bank mandates shall be approved by the Trustees. •Bank reconciliations must be prepared at least monthly and independently reviewed. •Surplus funds shall be managed in accordance with the charity’s reserves and investment policies. 11. Fraud Prevention and Conflicts of Interest •The charity operates a zero-tolerance approach to fraud and financial misconduct. •All trustees, staff, and volunteers must declare conflicts of interest. •A register of interests shall be maintained and reviewed regularly. •Suspected fraud or irregularity must be reported immediately in accordance with the whistleblowing policy. 12. Reporting and Transparency •Trustees shall receive regular financial reports, including income and expenditure statements, balance sheets, and cash-flow forecasts. •Statutory accounts and annual returns shall be prepared and filed on time. •The charity will operate transparently and make financial information available as required by law and best practice. 13. Audit and Independent Examination •The charity shall appoint an external auditor or independent examiner in accordance with statutory thresholds. •All audit findings and recommendations shall be reviewed by the Trustees. •Management shall implement corrective actions promptly. 14. Policy Review •This policy shall be reviewed at least every two years, or sooner if: oThere are changes in legislation or Charity Commission guidance oSignificant control weaknesses are identified oThe charity’s size or activities materially change •Any amendments require trustee approval. 15. Approval This policy was approved by the Board of Trustees on: Date: 5 February 2026 Signed: Anthony Summersell Position: Chair of Trustees
Safeguarding Policy and Procedures Let Them Shine, Tanzania Effective Date: 5 February 2026 Review Date: 5 February 2028 1. Purpose The purpose of this Safeguarding Policy is to ensure that all children who access services provided by Let Them Shine are protected from harm, abuse, exploitation, neglect, and any form of maltreatment. This policy outlines the principles, standards, and procedures to prevent harm and respond appropriately when concerns arise. 2. Scope This policy applies to: •Trustees and Board Members •Volunteers •Anyone representing or acting on behalf of the Centre It applies in all settings where the Centre operates, including onsite activities, outreach, events, travel, digital platforms, and community engagements. 3. Definitions Child: Any person under the age of 18 years, consistent with the Tanzania Law of the Child Act, 2009. Safeguarding: Measures taken to protect children from abuse, exploitation, neglect, and harm, and to ensure their welfare. Abuse: Includes physical, sexual, emotional abuse or neglect as defined under Tanzanian law and international child protection standards. Staff: All paid employees, volunteers, temporary staff or anyone working with or on behalf of the Centre. 4. Guiding Principles The Centre commits to: •Zero tolerance for abuse and neglect of children. •Child-centred protection practice that prioritises the rights and wellbeing of the child. •Respect for local culture, laws, and community norms, balanced with international safeguarding standards. •Non-discrimination irrespective of gender, disability, ethnicity, religion, socio-economic status or any other status. •Confidentiality and privacy, while ensuring appropriate information sharing in the child’s best interests. 5. Legal and Policy Framework This policy aligns with: •Tanzania Law of the Child Act, No. 21 of 2009 •The United Nations Convention on the Rights of the Child (CRC) •National child protection referral protocols and relevant Tanzanian statutory instruments •International best practice safeguarding standards Where there is a conflict between this policy and applicable Tanzanian law, the law shall prevail while striving to uphold the highest possible safeguarding standard. 6. Roles and Responsibilities 6.1 Board of Trustees The Board is accountable for: •Approving the Safeguarding Policy •Ensuring adequate resources and oversight •Reviewing safeguarding performance annually 6.2 Safeguarding Lead / Child Protection Officer The Centre shall appoint a Safeguarding Lead (Esther) responsible for: •Overseeing implementation of this policy •Receiving and managing concerns and reports •Linking with local child protection authorities and community structures 6.3 All Staff and Volunteers Every person working on behalf of the Centre must: •Understand and comply with this policy •Act in a manner that protects children •Report concerns promptly and appropriately 7. Safe Recruitment and Screening The Centre shall apply the following recruitment measures: •Clear job descriptions including safeguarding responsibilities •Criminal record/background checks where available •DBS checks 8. Code of Conduct All personnel must adhere to the following behavioural expectations: •Treat all children with respect and dignity •Maintain appropriate boundaries •Avoid being alone with a child where possible •Do not engage in any form of physical punishment, sexual conduct, or discriminatory behaviour •Do not use inappropriate language or physical contact 9. Reporting and Response Procedures 9.1 Reporting Channels Any safeguarding concern must be reported to one of the following: •Safeguarding Lead •Board Chair (in case of senior staff concern) Reports may be made in person, by phone, or in writing. 9.2 Information to Include When reporting, include: •Child’s name, age, and contact details (if known) •Description of concern/incident •Date, time and location •Witnesses •Actions taken so far 9.3 Confidentiality and Records •Information is shared only with those who need to know in order to protect the child. •All safeguarding records are stored securely and separately from personnel files. •Digital records are password-protected and encrypted where possible. 9.4 Immediate Protection If a child is in immediate danger: •Contact local authorities (police, social welfare officers) •Ensure the child’s safety first •Inform the Safeguarding Lead immediately 9.5 Investigation and Follow-up •The Safeguarding Lead will assess and coordinate a response in line with national procedures •External referrals to child protection services will be made where appropriate •The Centre will support children and families as appropriate •In case of staff misconduct, internal disciplinary processes apply 10. Risk Assessment The Centre shall periodically conduct safeguarding risk assessments for: •Visits to the Centre •Partner and community engagements Risks identified must be mitigated proactively. 11. Monitoring, Evaluation and Policy Review •Safeguarding performance indicators shall be reviewed annually by Trustees. •This policy shall be reviewed every two years or sooner if required by changes in law or lessons learned. 12. Approval Signed: Anthony Summersell Name: Chair of Board of Trustees Date: 5 Februar6 2026
Financial Reserves Policy and Procedures Let Them Shine, Tanzania Effective Date: 5 February 2026 Review Date: 5 February 2028 1. Purpose The purpose of this Financial Reserves Policy is to ensure that Let Them Shine maintains adequate financial reserves to safeguard its sustainability, protect essential services for children, and manage financial risk. The policy sets out the framework for establishing, maintaining, monitoring, and using financial reserves in a transparent and responsible manner. 2. Scope This policy applies to: •The Board of Trustees •Finance and administrative staff •Any person involved in financial planning or decision-making on behalf of the Centre It covers unrestricted funds held by the Centre and does not apply to restricted or designated funds unless explicitly authorised by the Board. 3. Definitions Financial Reserves Unrestricted funds held by the Centre that are available to support the organisation’s general operations and to manage financial risk. Restricted Funds Funds received from donors that are legally or contractually restricted for specific purposes and cannot be used as reserves. Designated Funds Unrestricted funds earmarked by the Board for a specific future purpose, which may be redesignated if required. 4. Guiding Principles The Centre’s approach to financial reserves is guided by the following principles: •Financial stewardship and accountability •Sustainability of services to children •Transparency in financial decision-making •Proportionality, recognising the Centre’s size, income volatility, and operating context •Compliance with applicable Tanzanian laws and donor requirements 5. Legal and Regulatory Context This policy is informed by: •Relevant Tanzanian NGO and charitable organisation regulations •Applicable financial reporting and audit requirements in Tanzania •Donor and grant conditions •Good practice guidance for nonprofit financial management Where there is any conflict between this policy and applicable law, the law shall prevail. 6. Responsibility and Governance The Board is responsible for: •Approving the Financial Reserves Policy •Setting and reviewing the target reserve level •Approving any planned or unplanned use of reserves •Monitoring reserve levels as part of financial oversight •Implementing this policy •Incorporating reserves planning into budgets and forecasts •Reporting regularly to Trustees on reserve levels and risks •Recommending actions where reserves fall below or exceed target levels 7. Purpose of Financial Reserves Financial reserves may be used to: •Ensure continuity of essential services to children during funding delays or shortfalls •Manage unforeseen costs or emergencies •Support organisational stability during periods of change or growth •Mitigate financial risks identified by the Board Reserves must not be used to: •Replace sustainable income generation •Fund recurring deficits without an approved recovery plan •Circumvent donor restrictions or statutory obligations 8. Target Reserve Level 8.1 Reserve Level Determination The Centre shall aim to hold reserves equivalent to 18 months funding for the children’s centre The target level will be determined by the Board, taking into account: •Predictability and diversity of funding sources •Dependency on donor income •Fixed and unavoidable operating costs 8.2 Review of Target Level The target reserve level shall be reviewed at least annually and adjusted where necessary. 9. Building and Maintaining Reserves Reserves may be built through: •Budgeted operational surpluses •Unrestricted donations •Board-approved transfers from unrestricted income •Cost efficiencies and prudent financial management The Centre shall clearly communicate the purpose of reserves to donors and stakeholders where appropriate. 10. Use of Financial Reserves 10.1 Authorisation •Any planned use of reserves must be approved in advance by the Board. •In exceptional or emergency circumstances, the Chair (or delegated authority) may approve temporary use, subject to ratification at the next Board meeting. 10.2 Conditions of Use When reserves are used: •The purpose and amount must be clearly documented •A plan must be agreed for replenishment where appropriate •The impact on future sustainability must be assessed 11. Investment and Holding of Reserves •Reserves shall be held in secure, reputable financial institutions. •Priority shall be given to capital preservation and liquidity over high returns. •Any investment activity must comply with applicable laws and Board-approved investment guidelines. •Foreign currency holding decisions shall consider exchange rate risk and operational needs. 12. Monitoring and Reporting •Reserve levels shall be reported to the Board at least quarterly. •Financial reports shall clearly distinguish between: oRestricted funds oDesignated funds oUnrestricted reserves •Any material deviation from the target reserve level must be explained and addressed. 13. Transparency and Disclosure •The existence and purpose of reserves shall be disclosed in annual financial statements. •Donors shall be informed, where appropriate, of the Centre’s reserves policy to promote transparency and trust. 14. Policy Review This policy shall be reviewed: •At least every two years, or •Earlier if there are significant changes in: oFunding profile oLegal or regulatory environment oOperational risk oStrategic direction of the Centre Any amendments must be approved by the Board of Trustees. 15. Approval Approved by the Board of Trustees of Let Them Shine Signed: Anthony Summersell Name: Chair of Board of Trustees Date: 5 February 2026
Complaints Policy and Procedures 1. Purpose This policy sets out how complaints are received, handled, and resolved fairly and promptly. 2. Scope This policy applies to complaints from children, parents, staff, volunteers, and members of the public regarding the organisation’s activities, staff, or services. 3. Principles •Complaints are taken seriously and handled impartially. •Complainants will not be disadvantaged or face retaliation. •Confidentiality will be maintained as far as possible. •Children’s safety and wellbeing are prioritised at all times. 4. How to Make a Complaint Complaints may be made: •In person •In writing to info@letthemshine.org Complaints may be made verbally or in writing. 5. Handling Complaints •All complaints are acknowledged promptly. •Complaints are reviewed by the Trustees. •Safeguarding-related complaints are handled under the Safeguarding Policy. •Where appropriate, the complainant is informed of the outcome. 6. Records and Review •All complaints are recorded securely 7. Approval and Review This policy is approved by the Board and reviewed every two years or as required Serious Incident Reporting Policy and Procedures 1. Purpose Let Them Shine is committed to identifying, reporting, and responding to serious incidents in a timely and transparent manner in order to protect the children, staff, assets, and the charity’s integrity. 2. Scope This policy applies to all trustees, staff, volunteers, and representatives of the charity and covers serious incidents occurring during charity activities. 3. Definition of a Serious Incident A serious incident includes, but is not limited to: •Serious harm, abuse, or neglect of a child •Safeguarding failures or allegations against staff or volunteers •Serious injury, death, or medical emergency •Significant financial loss, fraud, or theft •Major accidents, security incidents, or reputational risk 4. Reporting a Serious Incident •All serious incidents must be reported immediately to The Chair of the Trustees. •Safeguarding incidents must also be reported under the Safeguarding Policy. •Where required, relevant authorities and regulators will be notified. 5. Response and Management •Immediate actions are taken to ensure safety and reduce further risk. •The incident is reviewed and investigated as appropriate. •Corrective actions are identified and implemented. 6. Records and Review •All serious incidents are documented and securely retained. •Lessons learned are reviewed by management and reported to the Board where appropriate. 7. Approval and Review This policy is approved by the Board and reviewed every two years or sooner if required. Internal Risk Management Policy and Procedures 1. Purpose Let Them Shine is committed to identifying, managing, and mitigating risks in order to protect children, staff, assets, and the organisation’s reputation and long-term sustainability. 2. Scope This policy applies to trustees, staff, volunteers, and anyone acting on behalf of Let Them Shine and covers strategic, operational, financial, safeguarding, and reputational risks. 3. Principles •Risks are identified and managed proactively. •Safeguarding risks are prioritised at all times. •Risk management supports informed decision-making and continuity of services. •Responsibility for risk management is shared across the organisation. 4. Roles and Responsibilities •Board of Trustees: Overall oversight of risk management. •Management: Identification and day-to-day management of risks. •Staff and Volunteers: Reporting risks and concerns promptly. 5. Risk Identification and Assessment •Key risks are identified through regular review of activities. •Risks are assessed based on likelihood and impact. •Significant risks are recorded in a risk register. 6. Risk Management and Mitigation •Appropriate controls are implemented to reduce risk. •High-risk issues are escalated to management or the Board. •Safeguarding and serious incidents are managed under relevant policies. 7. Monitoring and Review •Risks are reviewed regularly. •The risk register is reviewed at least annually by the Board. •Learning from incidents is used to strengthen controls. 8. Approval and Review This policy is approved by the Board of Trustees and reviewed every two years or sooner if required. Trustee Expenses Policy and Procedures 1. Purpose This policy confirms that trustees of Let Them Shine serve on a voluntary basis and do not receive reimbursement of expenses, ensuring that all donations are applied directly to the operation of the children’s centre. 2. Scope This policy applies to all trustees of the organisation. 3. Policy Statement •Trustees do not receive any payments, benefits, or reimbursement of expenses. •Trustees serve entirely in a voluntary capacity. •100% of donations received by the organisation are used to support the children’s centre and its beneficiaries. 4. Exceptions No exceptions are permitted under this policy. 5. Transparency and Records •The absence of trustee expenses will be disclosed in the organisation’s annual report and financial statements where required. 6. Approval and Review This policy is approved by the Board and reviewed every two years or sooner if required. Trustee Conflict of Interest Policy and Procedures 1. Purpose This policy ensures that trustees of Let Them Shine act solely in the best interests of the organisation and manage conflicts of interest transparently and appropriately. 2. Scope This policy applies to all trustees of Let Them Shine. 3. Definition A conflict of interest arises where a trustee’s personal, financial, or professional interests could, or could be perceived to, influence their decision-making. 4. Policy Statement •Trustees must act in the best interests of Let Them Shine at all times. •Conflicts of interest must be declared as soon as they arise. •Declared conflicts will be recorded in a register of interests. 5. Procedures •Trustees must declare actual or potential conflicts at meetings or in writing. •Trustees with a conflict must withdraw from discussions and decisions relating to the matter. •The Chair will ensure conflicts are managed and recorded appropriately. 6. Records •A register of trustee interests will be maintained and reviewed regularly. •All declarations and actions taken will be documented. 7. Approval and Review This policy is approved by the Board of Trustees and reviewed every two years or sooner if required. Investing Charity Funds Policy and Procedures 1. Purpose This policy sets out how Let Them Shine manages and invests any charitable funds prudently, ensuring that resources are protected and applied in support of the children’s centre. 2. Scope This policy applies to the Board of Trustees and any person involved in financial decision-making on behalf of Let Them Shine. 3. Policy Statement •Let Them Shine adopts a low-risk approach to investment. •Funds are invested only where this supports the charity’s sustainability and charitable purposes. •Restricted funds will not be invested unless permitted by donor conditions. 4. Investment Principles •Priority is given to security and accessibility of funds. •Ethical considerations will be taken into account where practicable. •High-risk or speculative investments are not permitted. 5. Procedures •Any decision to invest funds must be approved by the Board of Trustees. •Investments will be held with reputable, regulated financial institutions. •Investment performance and risk will be reviewed periodically by the Board. 6. Monitoring and Records •All investments are recorded accurately in the financial records. •Investment decisions and reviews are documented and retained. 7. Approval and Review This policy is approved by the Board of Trustees and reviewed every two years or sooner if required. Bullying and Harassment Policy and Procedures 1. Purpose This policy confirms that Let Them Shine is committed to providing a safe, respectful, and inclusive environment free from bullying, harassment, and intimidation. 2. Scope This policy applies to trustees, staff, volunteers, children, and anyone involved in the organisation’s activities. 3. Definitions •Bullying: Unwanted behaviour that is offensive, intimidating, or undermines dignity. •Harassment: Unwanted conduct related to a protected or personal characteristic that violates dignity or creates a hostile environment. 4. Policy Statement •Bullying and harassment are not tolerated in any form. •All individuals are expected to treat others with respect and dignity. •Concerns will be taken seriously and addressed promptly. 5. Procedures •Incidents should be reported to Trustees or Chair of Board. •Complaints will be handled fairly and confidentially. •Safeguarding-related concerns will be managed under the Safeguarding Policy. •Appropriate action will be taken where concerns are substantiated. 6. Records •All reports and actions taken are recorded securely. •Patterns or repeated issues are reviewed to prevent recurrence. 7. Approval and Review This policy is approved by the Board of Trustees and reviewed every two years or sooner if required. Social Media Policy and Procedures 1. Purpose This policy sets out how Let Them Shine uses social media responsibly to protect children, uphold the organisation’s reputation, and communicate appropriately with the public. 2. Scope This policy applies to trustees, staff, volunteers, and anyone using social media on behalf of Let Them Shine or in connection with its activities. 3. Policy Statement •Social media must be used in a professional, respectful, and lawful manner. •The safety and privacy of children are paramount at all times. •Personal and organisational social media use must be clearly distinguished. 4. Safeguarding and Privacy •No images, videos, or personal information of children may be shared without appropriate consent. •Children must not be identified by full name or location. •Safeguarding concerns identified online must be reported immediately. 5. Procedures •Only authorised individuals may post on official accounts. •Content must be approved in line with internal arrangements. •Inappropriate or harmful content must be reported and removed promptly. 6. Breaches •Breaches of this policy may result in disciplinary action. •Serious or safeguarding-related breaches will be managed under relevant policies. 7. Approval and Review This policy is approved by the Board of Trustees and reviewed every two years or sooner if required. External Speakers at Charity Events Policy and Procedures 1. Purpose Let Them Shine occasionally engages with external speakers to raise awareness and fundraise for the children’s centre. This policy ensures that external speakers act in a manner consistent with the charity’s values, safeguarding standards, and reputation. 2. Scope This policy applies to all external speakers, presenters, or facilitators engaged for events, whether in person or online. 3. Policy Statement •External speakers must align with the charity’s mission and values. •Reputational risks are prioritised. •Engagements are managed transparently and appropriately. 4. Safeguarding and Due Diligence •Speakers will be assessed for suitability prior to engagement. •Inappropriate content or behaviour will not be tolerated. 5. Procedures •All speakers must be approved in advance by trustees. •Expectations, topics, and conduct requirements must be agreed in advance. •A responsible representative of Let Them Shine must be present during events. 6. Records •Speaker approvals and agreements are documented and retained. •Any issues arising are recorded and reviewed. 7. Approval and Review This policy is approved by the Board of Trustees and reviewed every two years or sooner if required. Approval This policy was approved by the Board of Trustees on: Date: 5 February 2026 Signed: Anthony Summersell Position: Chair of Trustees