EQUAL OPPORTUNITY STATEMENT AND POLICY
1 Voix de Vivre statement
1.1  Voix de Vivre (VdeV) is committed to implementing and promoting equal opportunities in its activities, services and practice.
1.2  VdeV will not tolerate discrimination on the basis of:
i       race;
ii     colour;
iii    gender;
iv    sexual orientation or identity;
v     ethnic or national origin;
vi    disability;
vii   partnership status or home responsibility;
viii  age;
ix    political or religious belief;
x     socio-economic background.
1.3  VdeV accepts its responsibility to promote equal opportunities and to challenge discrimination wherever it occurs.
1.4  Every member of VdeV should be made aware of this policy and if they have been or are being discriminated against in any way they are entitled to pursue the matter with the Trustees.
2 The management of Voix de Vivre
2.1  VdeV will elect Trustees from its whole membership.
2.2  Trustees meeting reports will be made available to all members.
2.3  VdeV will actively consult its members about major issues.
2.4 VdeV will actively invite members’ suggestions and comments and act on them as appropriate.
3  Charging policy
On behalf of VdeV the Trustees will annually review and publicise its membership fees in line with VdeV policy and changing needs.
4  Voix de Vivre members with physical disabilities
4.1  VdeV will endeavour to provide maximum access wherever practical for disabled Chorus members in all venues used for concert performance and rehearsals.
4.2  VdeV will research and respond to the special needs of members.
4.3  Disabled choir members will be required to meet the same vocal standards as all other VdeV members.
5 Harassment
No member should be subject to harassment which is interpreted as:
i  verbal abuse;
ii  physical abuse;
iii  repeated remarks which an individual finds offensive;
iv  written abuse by social media or any other medium.
6 Recruitment
6.1  Full membership of VdeV is through audition conducted by the Musical Director.
6.2  VdeV will make singing membership available to all people who have the required vocal ability. Any person over 18 will be eligible to audition for VdeV on their own behalf or any person under 18 with the permission of their parent or guardian.
7 Complaints and allegations
7.1  All instances or complaints of discriminatory behaviour will be treated seriously.
7.2  Complaints or allegations of an unfounded or malicious nature will also be treated as serious.
7.3  If a member of VdeV has a complaint or allegation this should be discussed with the Chair of VdeV, or where not appropriate, a nominated Trustess.
7.4  If the complaint or allegation cannot be resolved as described above, it should be presented in writing to the Chair of VdeV, or where not appropriate, a nominated Trustee member, clearly stating the areas of concern.
8 Role of the Trustees in responding to complaints and allegations
8.1  In the event of a complaint or allegation being presented as in 7(iv), the Chair of VdeV or, where not appropriate, a nominated Trustee should discuss the matter further with the member concerned.
8.2  If discussions do not resolve the issues raised, the Chair or nominated Trustee should bring the matter to a sub group made up of three Trustees members (none of whom   is implicated in the allegation). The sub group should meet the member who can if they wish bring another adult to the meeting. This meeting must be held in private and all matters discussed should remain confidential.
8.3  The Chair or nominated Trustee must ensure that an accurate and detailed record is maintained of all events, discussions and outcomes. Such records should be stored in a secure place as agreed by the Trusteesand access to such records should only be on a need to know basis.
8.4  After due consideration the conclusions of the sub group will be reported back to the member concerned in the form of a written report which should be provided within ten working days where feasible, or if this is not possible giving a date by which the final response can be expected.
8.5  If the member who has made the complaint or allegation is not satisfied with the outcome of the review they should be advised to contact the Equal Opportunities Commission.
9  Point of contact
The Chair of VdeV is the designated point of contact info@voixdevivre.org.uk
10  Policy review
Date Policy reviewed: 11th March 2025
Policy approved by the Trustees and signed by the Chair

HEALTH AND SAFETY
Introduction and scope 
Voix de Vivre (VdeV) is committed to providing a healthy and safe environment for all those involved in the musical activities it organises. 
This includes but is not limited to; members, staff (including freelance), volunteers and members of the public.
This includes but is not limited to; rehearsals, concerts and fundraising events. 
Responsibilities 
Overall responsibility for health and safety sits with the VdeV Trustees.
Practical responsibility for health and safety at concerts sits with Concert Manager
Practical responsibility for health and safety at rehearsals with the Rehearsal Health and Safety manager and other events will have a member of the organising group assigned as Health and Safety co-ordinator.
 Statements of general policy
VdeV will seek to prevent accidents and cases of ill-health by managing the health and safety at events and activities it organises. 
Actions to be taken: relevant risk assessments to be completed for events and activities. Where regular venues are used the risk assessment will be reviewed on an annual basis or sooner if required. 
VdeV will provide clear instructions and information to ensure that members, professionals and volunteers are competent to work or to participate without putting themselves or others in danger.
Actions to be taken: tasks performed by members, staff and volunteers to be risk-assessed and appropriate instruction to be provided (e.g. preparing and serving hot drinks, erecting staging). 
VdeV will engage and consult with members, staff and volunteers on health and safety conditions.
Actions to be taken: members, staff and volunteers to be briefed on health and safety risk assessments for new venues/activities and updated on any changes in risk assessment for regular venues/activities. Establish clear lines of communication for members, staff and volunteers to raise health and safety concerns. 
VdeV will implement emergency procedures for evacuation in case of fire or other significant incident.
Actions to be taken: ensure at least one individual is responsible for knowing fire procedures for rehearsal and hired venues and for communicating them to those present. 
VdeV will maintain safe and healthy conditions, provide and maintain plant, equipment and machinery, and ensure safe storage/use of substances.
Actions to be taken: ensure satisfactory health and safety conditions at hired venues and for hired equipment. Ensure that any equipment owned by VdeV will be stored safely. 
First Aid
Through the concert manager, VdeV will ensure they are aware of First Aid procedures, kits and equipment at hired venues. 
Members with medical expertise or first-aid training will be designated as first-aiders and trained if necessary
Sound safety 
VdeV takes the responsibility of protecting the hearing of members, staff, volunteers and audience members seriously. We will: 
Ensure there are open lines of communication for individuals to raise concerns about hearing 
Take concerns seriously; Concert Manager and Music Director will work with the individuals to find ways to minimise risk. 
Take into account the protection of our audience’s hearing when designing stage and audience layout for concerts. 
POLICY REVIEW
This policy should be reviewed annually.
Date Policy reviewed: 11th March 2025
Date of next review: March 2026
(Chair)

PRIVACY NOTICE
Version 2 Dated 29 May 2018
Reviewed 11th March 2025
What is this Privacy Notice for?
This Privacy Notice sets out the key information that it is essential for people to know prior to providing personal data and information (personal data) to Voix de Vivre (VdeV)
We provide this Privacy Notice as the data controller for your personal data. We are responsible to you for how we process it. By using our website and services or becoming a member we will collect and use your personal data in the ways outlined in this Privacy Notice.
We are committed to protecting your personal data and will use any personal data we collect from you in accordance with data protection legislation. If you do not agree with the ways we will use your personal data then please do not use our website or services.
We may make changes to our Privacy Notice and when we do we will post our changed Privacy Notice on our website and it will then apply. We will always put the date and version of our Privacy Notice in its header so that you can easily find this information.
What’s personal data?
Personal data is any information about a living individual that can be used to identify the individual, such as name, address, date of birth, email address, photographs or videos. It may also include special categories of personal data. This is information concerning: racial or ethnic origin; political opinions; religious or philosophical beliefs; trade union membership; genetic or biometric data; health data; data concerning a person’s sex life or sexual orientation.
What personal data do we collect and what do we use it for?
VdeV will only collect and use your personal data when the law allows us to. The type of personal data we collect includes:
Name Email address Phone number Address Emergency contact details
Gift Aid Declarations Age/gender DBS checks Bank details Photos/video footage Audition notes
The law also allows us to collect special categories of personal data with your explicit consent. Where we do so we will ask for your consent before we process your personal data. You are under no obligation to give consent if we ask for it. Where you do provide consent you may withdraw it at anytime.
What do we collect and use your personal data for?
The most common bases for processing your personal data is as follows:
Members: for our legitimate interests to administer membership and run our activities
We will processes members’ personal data for our legitimate interests: to help us plan, organise and run the day-to-day operations of VdeV (e.g. co-ordinating rehearsals, organising concerts or collecting subscription payments); and to promote and market the Chorus’ activities (e.g. marketing mailing lists and photography/video capture). When you join VdeV as a member, and during your membership, we will collect personal data on you to enable us to carry out our legitimate interests.
If you give us your consent to do so, we may also use your contact details to send you VdeV’s marketing/promotional communications such as our newsletter and to organise social or fundraising events. Any marketing/promotional communication we send you will include a clear option to withdraw your consent (e.g. to ‘opt out’ of future emails) and you can also withdraw consent at any point by contacting our Data Protection Co-ordinator: info@voixdevivre.org.uk
Event attendees: for processing and managing tickets for events
Where our events are ticketed it will be necessary for us to collect and use your personal data in order to complete all our tasks under the booking contract we will have with you. So we will need to collect your personal data when making a booking (name and email) so that we can send you a confirmation of your reservation/purchase. This data will only be used for administering your access to the event/s for which you have booked and will not be used to send you marketing/promotional messages from VdeV unless you have also provided your consent to receive these (see below).
Employees: for legal, administrative or regulatory purposes
We may need to collect employee personal data to perform the employment contract we have entered into with an employee or when we need to comply with a legal obligation such as complying with tax and other regulatory requirements.
Artists, performers and suppliers: for contract or other legal purposes
We will collect artists, performers and suppliers personal data, such as name, address and email contact details when we enter into a contract to work with them. This will be used to contact them about the arrangements relating to their contract with us and to enable us to process payments to them.
Mailing list subscribers: for marketing and promotion
We offer everybody the opportunity to consent to receive marketing and promotional information on our events and activities, such as emails about forthcoming events and our newsletter.
When you sign-up to our marketing mailing list we will ask for your name, email, phone number, address and will use this data to send you marketing information. We will only send you information that is related to VdeV and we will not use your data to send you marketing messages from 3rd parties, such as associated choirs, unless you have consented to receiving them.
Anything we send you will include a clear option to withdraw your consent and you can also do so at any time by contacting our Data Protection Officer.
Website visitors: for running and improving our website
We use cookie technology when a person visits our website to collect and analyse anonymised data on how many people have visited, what pages they have looked at and other statistical information.
We use a pop-up banner to let users know about this on their first visit, and they can at any time disable cookies in their browser if they do not wish their (anonymised) data to be tracked.
Our Cookie Policy is outlined in a section on the Policies page.
We use Google Analytics to track social shares made from our website. Google automatically collects and stores certain information in their server logs, including device event information such as crashes, system activity, hardware settings, browser type, browser language, the date and time of your request and referral URL, cookies that may uniquely identify your browser or your Google Account, in accordance with their data privacy policy: https://policies.google.com/privacy
Social sharing
We embed a Facebook widget to allow you to see number of likes/shares/recommends and “like/share/recommend” from our webpages. This widget may collect your IP address, your web browser User Agent, store and retrieve cookies on your browser, embed additional tracking, and monitor your interaction with the widget, including correlating your Facebook account with whatever action you take within the widget (such as “liking/sharing/recommending” our webpage), if you are logged in to Facebook. For more information about how this data may be used, please see Facebook’s data privacy policy: https://www.facebook.com/privacy/policy
We use a Blue Sky widget on our website. As a result, our website makes requests to Blue Sky’s servers for you to be able to forward our webpages using your Blue Sky account. These requests make your IP address visible to Blue Sky, who may use it in accordance with their data privacy policy: https://bsky.social/about/support/privacy-policy
We use a GooglePlus widget on our website. As a result, our website makes requests to Google’s servers for you to be able to share our webpages using your GooglePlus account. These requests make your IP address visible to Google, who may use it in accordance with their data privacy policy: https://policies.google.com/privacy
Do we share your data with anyone else?
We may pass your personal data to related third parties, for example we share it with Mail Chimp as it manages our supporters database. Mail Chimp and the other third parties we share your personal data with are required to take appropriate security measures to protect your personal data. We do not allow third parties to use and process your personal data for their own purposes and we only permit them to use and process your personal data for specific purposes in accordance with our instructions. If a third party operates outside the European Economic Area we require them to put in place appropriate measures to protect your personal data.
Are there special measures for children’s personal data?
We do not knowingly collect or store any personal data about children under the age of 16.
How can you update your personal data?
You can contact us at any time at info@voixdevivre.org.uk to update or correct the personal data we hold on you.
How long will we hold your personal data?
We will not keep your personal data for longer than is necessary for the purposes set out in this Privacy Notice or as required by applicable law, which, for, for example, tax purposes requires us to keep personal data for a minimum period of six years.
How we protect your personal data
The security of your personal data is very important to us. We will ensure that we have in place appropriate organisational and technical measures to prevent unauthorised access, improper use, alteration, destruction or accidental loss of your personal data.
What rights do you have?
Under the GDPR, you have the following rights over your personal data and its use:
The right to be informed about what personal data we are collecting on you and how we will use it
The right of access – you can ask to see the personal data we hold on you
The right to rectification – you can ask that we update or correct your personal data
The right to object – you can ask that we stop using your personal data for a particular purpose
The right to erasure – you can ask us to delete the personal data we hold on you
The right to restrict processing – you can ask that we temporarily stop using your personal data while the reason for its use or its accuracy are investigated
Though unlikely to apply to the personal data we hold and process on you, you also have rights related to portability and automated decision making (including profiling)
All requests related to your rights should be made to the Data info@voixdevivre.org.uk We will respond within one month.
Who to contact for more information or to complain?
Please contact our Data Protection Co-ordinator info@voixdevivre.org.uk if you require more information about how we handle your personal data or should you wish to complain about how we have used it. The Information Commissioner’s Office (ICO) will be able to provide you with general information about data protection matters and your data protection rights. You can also make any complaints about our handling of your personal data to the ICO. The ICO can be contacted at Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AFT and by clicking on the attached link: Information Commission’s Office website

SAFEGUARDING
1 Introduction
Voix de Vivre (known in this document as VdeV) is a chamber SATB choir of about 30 amateur singers from all walks of life. The choir rehearses once a week, starting about five weeks before our three concerts per year, at venues in and around St Albans. The Chorus has charitable status (registered in England, number 1121357) and is managed by an elected Council of Trustees, appointed at the choir’s Annual General Meeting.  The Chorus contracts a Musical Director and Accompanist.
From time to time VdeV may work with groups of children, young people and other vulnerable groups (known in this document as “young and vulnerable people”).
2 Safeguarding Policy
2.1 VdeVwill proactively safeguard and promote the welfare of all members, visitors and the general public.
2.2 VdeV recognises its Duty of Care towards groups of young and vulnerable people to ensure that all rights to protection from abuse are upheld.
2.3 VdeV recognises that all suspicions or allegations of abuse must be taken seriously and responded to swiftly and appropriately.
2.4 VdeV accepts that all Tustees and singing members have a duty of care to abide by this Policy and to report concerns.
2.5 The Policy should be applied whenever it is alleged a member of VdeV during choir activities involving young and vulnerable people:
i   behaved in a way that has, or may have, harmed a young or vulnerable person;
ii  possibly committed a criminal offence against/related to a young or vulnerable person;
iii behaved toward a young or vulnerable person in a way that indicates he or she would pose a risk of harm.
2.6 All VdeV members, volunteers and Trustees are required to familiarise themselves with the contents of this policy document and especially the procedures for reporting and responding to any concerns.
2.7 Parents or guardians of members of the choir under 18 years of age will be provided with a copy of this Policy.
3 Code of behaviour for Trustees, VdeV members, volunteers and external group leaders
3.1 While young and vulnerable people are working together with VdeV members, they should wherever practically possible be accompanied by their designated leader(s).
3.2 VdeV members should never be alone with a young or vulnerable person.
3.3 All young people and vulnerable groups will be treated with respect at all times, regardless of age, sex or ethnicity. (See VdeV Equal Opportunities Policy).
3.4 VdeV recognises the consequences of breaching any part of this policy and any such breaches will be subject to disciplinary and grievance procedures by the Trustees as is deemed appropriate to the situation.
4 Actions prior to working with young people or vulnerable groups
4.1 Adherence to safe recruitment procedures, Disclosure and Barring Service (DBS) checks and the follow up of necessary references should have been undertaken by the group(s) involved prior to any involvement with VdeV.
4.2 The designated leader of any group of young or vulnerable people will be given a copy of this policy document prior to working with the group.
4.3 Prior to an activity involving young or vulnerable people the Chorus Designated Safeguarding Officer, where appropriate in conjunction with VdeV members, will complete a Safeguarding Risk Assessment Form which should be discussed with all relevant chorus officers and group leaders working with the Chorus.
4.4 Before VdeV works with a group of young or vulnerable people the designated leader of that group will sign a pre-prepared proforma acknowledging that:
i   they have acquired the necessary permissions for all young people and vulnerable groups to be photographed while working with VdeV;
ii  all the adults accompanying such groups have been recruited in accordance with Local Authority Safeguarding Boards requirements, Protection of Vulnerable Adults and Protection of Children Act 1999;
iii all adults accompanying the group have read the policy document;
iv they have completed a checklist of actions prior to the planned activity.
4.5 Should a member of VdeV be barred from working with young or vulnerable groups they will be prevented from taking part in any activities involving such groups.  Members of VdeV are asked to declare any such restrictions to the Chorus Designated Officer for Safeguarding.
4.6 Before the start of any activity involving young or vulnerable groups the VdeV Designated Officer for Safeguarding should be put in contact with and at the earliest possible opportunity be introduced to the group designated leader(s). The group leaders should at all times approach the VdeV Designated Officer for Safeguarding if they need to discuss any safeguarding issues relating to the VdeV.
5 Reporting procedures
5.1 Any expression of concern by a young or vulnerable person regarding the conduct of a VdeV member will immediately be reported to the Designated Member for Safeguarding or in his/her absence the Deputy Designated Member.
5.2 Confidentiality for all parties will be maintained at all times.
5.3 All allegations must be recorded clearly and accurately and include details of how the matter was resolved.
5.4 Information about an allegation must be restricted to those who have a need to know in order to protect the young or vulnerable person, facilitate the enquiry, avoid victimisation and safeguard the rights of the person about whom the allegation has been made and others who might be affected.
5.5 Where a concern is raised by a young or vulnerable person it would be usual for that person to approach their designated leader or another adult member of their group in the first instance.  In such a case the designated leader or other group adult should then approach the VdeV Designated Officer for Safeguarding.
5.6 The Designated Officer for Safeguarding is responsible for the secure storage of records of concerns, incidents and referrals in compliance with the Data Protection Act.
5.7 VdeV has a Whistle-blowing Policy which should be read in connection with this Policy.
6 Role of designated officer once a concern has been raised
6.1 Any allegation of abuse must be dealt with fairly, quickly and consistently in a way that provides effective protection for the young or vulnerable person and supports the person who is the subject of the allegation.
6.2 In the case of an allegation being made against a member of VdeV, the VdeV Designated Officer for Safeguarding will:
i  log the incident as set out in “Reporting Procedures”;
ii contact the Local Authority Designated Officer (LADO) within 24 hours.
6.3 The VdeV Designated Officer for Safeguarding will inform the designated member from the Board of Trustees that an incident has occurred but will not at this stage pass on names or the nature of the incident.
6.4 Once the facts are clear and proven, serious incidents will be reported to the Board of Trustees and also The Charity Commission in adherence to their requirements.
7 Handling the Media
7.1 In the case of an alleged abuse a media strategy should be agreed with no improper or inadvertent release of information to the media.
7.2 Only the appointed officer should perform this role.  The person appointed must ensure that they work closely with the Designated Officer for Safeguarding, Chair and LADO.
8 Process for policy review
The Safeguarding Policy will be reviewed annually by the Designated Officer for Safeguarding and a representative of the Trustees.  The named Designated Officer for Safeguarding shall be responsible for ensuring that up to date legislation and policies and procedures are adhered to.
9 Appointment of officers
9.1 The Trustees will appoint a Designated Officer for Safeguarding and Deputy Designated Officer for Safeguarding on an annual basis.
9.2 In the absence of the Designated Officer for Safeguarding the Deputy Designated Officer for Safeguarding will assume the role of Designated Officer for Safeguarding.
10 Contact details info@voixdevivre.org.uk
Designated Safeguarding Officer
Chair info@voixdevivre.org.uk
11 Useful contact information
Hertfordshire Safeguarding Herts Safeguarding Children Board (HSCB)
https://www.hertfordshire.gov.uk/services/childrens-social-care/child-protection/hertfordshire-safeguarding-children-board/hertfordshire-safeguarding-children-board.aspx
Herts Safeguarding Adults Board (HSAB)
https://www.hertfordshire.gov.uk/services/adult-social-services/report-a-concern-about-an-adult/hertfordshire-safeguarding-adults-board/hertfordshire-safeguarding-adults-board.aspx
The Charity Commission https://www.gov.uk/government/organisations/charity-commission
Date Policy reviewed: 11th March 2025
Policy approved by the Voix de Vivre Trustees and signed by the Chair

COMPLAINTS PROCEDURE
1 INTRODUCTION
Voix de Vivre (VdeV) is committed to the highest standards of openness, probity and accountability. If a member discovers evidence of malpractice or wrongdoing within the choir they can disclose this information internally without fear of reprisal. Our Whistleblowing Policy is intended to cover concerns such as:
i financial malpractice or fraud;
ii failure to comply with a legal obligation;
iii dangers to health and safety or the environment;
iv criminal activity;
v improper conduct or unethical behaviour.
This policy does not cover any issues relating to the safeguarding of children, young or vulnerable people.  In all such matters the policies and practices set out in VdeV Safeguarding Policy should be followed.
2 RAISING A CONCERN
2.1 The choir member should discuss his or her allegations informally with the Chair of VdeV or if not appropriate, a nominated Trustee, setting out the background to the situation, giving names, dates and places where possible, and the reason why they are concerned about the situation.
2.2 If the issue is not resolved, the choir member should put his or her allegations in writing, setting out the background to the situation, giving names, dates and places where possible, and the reason why they are concerned about the situation.
2.3 Concerns should normally be taken to the VdeV Chair.  However if this is not possible or appropriate, concerns should be raised with another VdeV Trustee.  In all cases the procedures set out in “Responding to a Concern” should be followed.
3 RESPONDING TO A CONCERN
3.1 In the event of a complaint or allegation being presented the Chair of VdeV or where appropriate a nominated Trustee should discuss the matter further with the member concerned.
3.2 If discussions do not resolve the issues raised, the Chair or nominated Trustee should bring the matter to a sub group made up of three Trustees (none of whom is implicated in the allegation).  The sub group should meet the member who can if they wish bring another adult to the meeting.  This meeting must be held in private and all matters discussed should remain confidential.
3.3 The Chair or nominated Trustee must ensure that an accurate and detailed record is maintained of all events, discussions and outcomes. Such records should be stored in a secure place as agreed by the Trustees and access to such records should only be on a need to know basis.
3.4 After due consideration the conclusions of the sub group will be reported back to the member concerned in the form of a written report which should be provided within ten working days where feasible, or if this is not possible giving a date by which the final response can be expected.
3.5 If the member who has made the complaint or allegation is not satisfied with the outcome of the review they should be advised to contact the Advisory, Conciliation and Arbitration Service (ACAS) or the charity PROTECT.
4 RIGHTS AND RESPONSIBILITIES OF THE WHISTLEBLOWER
4.1 If the Trustees are unwilling or unable to act on the concern, the member should then raise their concern with the appropriate external body.  Where the member believes a crime has been committed they should contact the police.
4.2 If the member is uncertain about how to proceed with the concern, he or she should contact the whistleblowing charity PCAW (Public Concern at Work) for advice.
4.3 All concerns will be treated in confidence and VdeV will make every effort not to reveal the identity of anyone raising a concern in good faith. At the appropriate time, however, the member may need to come forward as a witness.
4.4 If a member raises a concern in good faith which is then not confirmed by the investigation, no action will be taken against that person.
4.5 If the investigation concludes that the member maliciously fabricated the allegations, Council must decide whether any disciplinary action should be taken against that person.
Chair
Elected Trustees of Voix de Vivre

Useful Contact information
The Charity Commission https://www.gov.uk/government/organisations/charity-commission
Date Policy reviewed: 11th March 2025
Date for next review: March 2026