Game Creators - Policies & Procedures

Safeguarding Policy
We are committed to safeguarding and promoting the welfare of all children and young people who participate in Game Creators programs. All staff and volunteers undergo enhanced DBS checks, and we follow current statutory guidance on child protection. We maintain clear procedures for reporting concerns and responding appropriately to any allegations of harm or abuse.

Equality, Diversity & Inclusion Policy
We aim to create a welcoming, inclusive environment for children from all backgrounds. We do not discriminate on the basis of race, gender, disability, religion, or socioeconomic status. Our programs are accessible and adaptable to meet diverse needs, with a focus on supporting children from low-income families.

Data Protection & Privacy Policy
We collect and store personal data solely to deliver our services effectively and securely. Game Creators complies with UK GDPR and the Data Protection Act 2018. Personal data is only shared when necessary for safeguarding or administrative purposes and is never shared for marketing. All devices used for financial activities are password-protected and kept up to date.

Volunteer Policy
Volunteers are essential to Game Creators. All volunteers receive role-specific training, including safeguarding and online teaching practices. They understand their responsibilities, operate within clear boundaries, and are supervised appropriately.

Online Safety Policy
Because our sessions are virtual, we take online safety seriously. We use secure, password-protected platforms (e.g. Zoom) with monitored chat and waiting rooms. All sessions are led by trained educators with up-to-date, enhanced DBS certificates, and no personal data is shared between children.

Financial Controls Policy
All funds are managed with transparency and care. At least two trustees approve spending decisions. We keep clear income and expenditure records and operate through a dedicated charity bank account. Annual financial reports are submitted as required.

Conflict of Interest Policy
Trustees and staff must declare any potential conflicts of interest. These are logged and managed to ensure decisions are made solely in the interest of the charity and its beneficiaries.

Fundraising & Donations Policy
We welcome donations from individuals and organisations aligned with our goals. Donors may nominate a child or school to receive lessons. Every paid lesson funds another for a child in need, and we remain transparent about how all funds are used.

Financial Records and Reporting
We maintain accurate records of all income and expenditure in line with UK charity law. Our accounts are reviewed regularly, and trustees receive up-to-date financial summaries during meetings. Annual reports are prepared, approved by trustees, and submitted to the Charity Commission.

Donation Handling
All donations (whether online, by bank, or in person) are processed securely. We do not deduct expenses from cash donations. All collections, ticketed events, and fundraisers follow Charity Commission regulations. We currently do not claim Gift Aid.

Banking and Online Security
Game Creators uses UK-based banking systems with dual authorisation for all transactions. No blank cheques are ever signed, and our banking access is reviewed regularly. Online transactions are secured using antivirus software, password policies, and restricted access.

Payments and Expenses
All expenditures are pre-approved by trustees. We do not use petty cash or prepaid cards. Trustee or staff expenses are reimbursed only with valid receipts and dual authorisation. Payments are made via secure bank transfers.

Conflict of Interest and Transparency
Any payments to trustees or related parties are fully declared and comply with our governing document and Charity Commission guidance.

Asset and Grant Oversight
We track any physical or digital assets we acquire and review their use annually. We also maintain clear records of any grants issued, ensuring they are used for their intended purpose.