Summary
Admissions & Attendance Policy
This policy outlines the procedures for admissions, registration, and attendance at LOISIRS À L’ÉCOLE. It ensures that all places are allocated fairly and that attendance is recorded and monitored accurately.
1. Purpose and Scope
This policy applies to all children who attend LOISIRS À L’ÉCOLE. It sets out the process for registering new children and managing attendance.
2. Legal Framework
This policy follows the requirements of the Early Years Foundation Stage (EYFS) Statutory Framework (2024) and Ofsted regulations regarding registration and attendance records.
3. Admissions Criteria
Children aged 2.5 to 10 years may be admitted, subject to availability. Places are offered on a first-come, first-served basis following the completion of all required forms and agreements.
4. Registration and
Parents must complete a registration form and provide emergency contact details, medical information, and consent forms before their child starts attending. Attendance will not begin until all documentation is complete.
5. Attendance Procedures
A daily attendance register is maintained for all sessions. Staff record attendance for each child. Any discrepancies are noted and reported to the Club Manager.
6. Late Collection
Parents must collect their child promptly at the end of the session. A late fee may apply if a child is collected after closing time. Repeated late collection may result in a review of the child’s place.
7. Absence and Non-Attendance
Parents must inform the club in advance if their child will be absent. Unexplained absences will be followed up by the Club Manager to ensure child welfare.
8. Confidentiality and Record Keeping
All admission and attendance records are kept confidential and stored securely in accordance with the Data Protection Act 2018 and GDPR regulations.
9. Monitoring and Review
This policy is reviewed annually or when regulations change to ensure continued compliance.
Behaviour Management Policy
Summary
This policy outlines how LOISIRS À L’ÉCOLE promotes positive behaviour and manages inappropriate conduct in line with EYFS (2024) and Ofsted standards.
1. Purpose and Scope
This policy applies to all staff, and children. It ensures a consistent, fair, and supportive approach to behaviour management.
2. Legal Framework
This policy aligns with the EYFS Statutory Framework (2024), Children Act 2004, and Ofsted Safeguarding and Welfare Requirements.
3. Responsibilities
The Club Manager is responsible for overseeing behaviour management. All staff must apply this policy consistently and serve as positive role models.
4. Promoting Positive Behaviour
We focus on encouraging desirable behaviour through praise, clear boundaries, and positive reinforcement.
• Acknowledge good behaviour with verbal praise.
• Encourage empathy, cooperation, and respect.
5. Managing Inappropriate Behaviour
When inappropriate behaviour occurs, staff will:
• Address the behaviour calmly and fairly.
• Explain why the behaviour is unacceptable.
• Encourage reflection and make amends if necessary.
• Record serious incidents for follow-up.
6. Bullying and Aggression
Bullying, whether verbal, physical, or emotional, will not be tolerated. All allegations are investigated promptly, and parents are informed of any incident.
7. Behaviour Strategies and Interventions
Staff use de-escalation strategies, restorative conversations, and time-out techniques as appropriate to help children manage emotions and behaviour.
8. Recording and Communication
All significant behavioural incidents are documented in the Incident Log. Parents are informed and involved in developing strategies for improvement.
9. Suspension and Exclusion
Suspension or exclusion may be considered only as a last resort after all interventions have been attempted. Decisions are made by the Club Manager and communicated formally to parents.
10. Monitoring and Review
This policy is reviewed annually or after any significant behavioural incidents. Updates are communicated to staff and parents.
Complaints Policy
Summary
This policy sets out how LOISIRS À L’ÉCOLE manages complaints from parents, carers, or members of the public in a fair, timely, and transparent manner, in line with EYFS and Ofsted requirements.
1. Purpose and Scope
This policy applies to all complaints relating to the operation of LOISIRS À L’ÉCOLE. It ensures that all concerns are handled professionally and without prejudice.
2. Legal Framework
This policy complies with the EYFS Statutory Framework (2024), the Childcare Act 2006, and Ofsted’s Complaints Procedures.
3. Responsibilities
The Club Manager is responsible for managing complaints and ensuring they are investigated and resolved. Staff must report any concerns raised by parents to the Manager immediately.
4. Informal Complaints
Minor issues should first be raised informally with the relevant staff member. Most complaints can be resolved quickly through open discussion.
5. Formal Complaints
If the issue remains unresolved, the complainant may submit a formal written complaint to the Club Manager using the Complaints Form. The Manager will acknowledge receipt within 5 working days and provide a written response within 28 days.
6. Investigations and Responses
All formal complaints are investigated thoroughly. Both parties will be treated with respect, and outcomes will be documented in writing.
7. Complaints to Ofsted
If a complainant is dissatisfied with the outcome, they may contact Ofsted directly at 0300 123 1231 or visit www.gov.uk/ofsted.
8. Confidentiality
All complaints will be handled confidentially. Information will only be shared with those directly involved in the investigation.
9. Record Keeping
Records of all complaints and outcomes will be kept securely for a minimum of three years, as required by Ofsted.
10. Monitoring and Review
This policy is reviewed annually or following any complaint that highlights a need for procedural improvement.
Data Protection (GDPR) Policy
Summary
This policy explains how LOISIRS À L’ÉCOLE collects, stores, uses, and protects personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Purpose and Scope
This policy applies to all personal data handled by LOISIRS À L’ÉCOLE, including information about children, parents, staff.
2. Legal Framework
This policy complies with the UK GDPR and the Data Protection Act 2018. It ensures that personal data is processed lawfully, fairly, and transparently.
3. Types of Data Collected
We collect information necessary for the safe and effective operation of the club, including:
• Child’s name
• Emergency contacts
• Medical and allergy details
• Attendance and behaviour records
• Parent contact information
4. Lawful Basis for Processing
Data is collected and processed based on the following legal grounds:
• Consent from parents or guardians
• Compliance with legal obligations (e.g., EYFS and Ofsted requirements)
• Legitimate interests of the club (e.g., communication and safety)
5. Parental Consent (Children Under 13))
For children under 13 years of age, parental consent is required for collecting and processing personal data, including photographs and participation information. Consent forms must be signed and kept securely.
6. Data Storage and Security
All paper and electronic records are stored securely. Access is limited to authorised staff only. Electronic systems are password-protected and regularly updated.
7. Data Sharing
Personal data is shared only when required by law or with parental consent, for example with schools, local authorities, or medical professionals.
8. Rights of Individuals
Parents and staff have the right to access, correct, or request deletion of their personal data. Requests must be submitted in writing to the Club Manager.
9. Data Breaches
Any data breach will be reported to the Information Commissioner’s Office (ICO) within 72 hours, as required by UK GDPR. Affected individuals will be informed promptly.
10. Retention and Disposal
Personal data is retained only for as long as necessary to fulfil its purpose. Records are securely deleted or shredded after the retention period ends.
11. Monitoring and Review
This policy is reviewed annually to ensure compliance with current data protection legislation and best practices.
Equal Opportunities & Inclusion Policy
Summary
This policy outlines LOISIRS À L’ÉCOLE’s commitment to promoting equality, diversity, and inclusion in line with the Equality Act 2010 and EYFS (2024) requirements. We ensure that all children and families are treated fairly and that no one is discriminated against on the basis of gender, race, disability, religion, or background.
1. Purpose and Scope
This policy applies to all children, families, and staff. It ensures that LOISIRS À L’ÉCOLE provides an inclusive environment that respects and values every individual.
2. Legal Framework
This policy is based on the Equality Act 2010, the Children and Families Act 2014, the Special Educational Needs and Disability Code of Practice (2015), and the EYFS Statutory Framework (2024).
3. Principles of Equal Opportunity
We provide equal access to all services and activities. Children are encouraged to participate fully regardless of their background or ability. Discriminatory behaviour or language will not be tolerated.
4. Inclusion of Children with SEND
LOISIRS À L’ÉCOLE is committed to supporting children with Special Educational Needs and Disabilities (SEND). Reasonable adjustments are made to ensure full participation in line with the EYFS framework and Equality Act 2010.
5. Cultural and Linguistic Inclusion
We recognise and respect the cultural and linguistic diversity of our community. Where possible, communication and materials are provided in accessible formats or translated for families.
6. Staff Responsibilities
All staff are responsible for promoting equality and inclusion. They must challenge discriminatory behaviour and model inclusive practices in their daily interactions.
7. Recruitment and Training
Recruitment and selection processes are based on merit and suitability for the role. All staff receive equality and inclusion training as part of their professional development.
8. Monitoring and Review
This policy is reviewed annually to ensure compliance with legislation and best practice. Feedback from staff and families is encouraged.
Fire Safety & Emergency Evacuation Policy
Summary
This policy outlines LOISIRS À L’ÉCOLE’s arrangements for fire prevention, detection, and emergency evacuation to ensure the safety of children and staff.
1. Purpose and Scope
This policy applies to all staff, children, and visitors. It sets out procedures to prevent fire and ensure a safe and efficient evacuation in an emergency.
2. Legal Framework
This policy complies with the Regulatory Reform (Fire Safety) Order 2005, the EYFS Statutory Framework (2024), and Ofsted requirements.
3. Responsibilities
The Club Manager is responsible for fire safety arrangements and ensuring that staff are trained. All staff must be familiar with evacuation routes and procedures.
4. Fire Prevention
Electrical equipment is checked regularly. Combustible materials are stored safely. Fire exits are kept clear at all times.
5. Fire Detection and Equipment
Smoke alarms and fire extinguishers are installed and tested. Defective equipment is replaced immediately.
6. Emergency Evacuation Procedures
When the alarm sounds, staff must calmly escort children to the designated assembly point outside the building. No personal belongings are to be collected during evacuation.
7. Assembly Point
The designated assembly point is located at the Assembly point A – Primary school playground. Staff take registers to confirm all children and adults are present.
8. Monitoring and Review
This policy is reviewed annually or after any incident. Updates will reflect new safety guidance or structural changes.
Fire Evacuation Checklist
1. Sound the fire alarm immediately.
2. Calmly instruct all children to line up and leave the building.
3. Take the attendance register, first aid kit, and emergency contact list.
4. Escort children to the designated assembly point.
5. Conduct a headcount and verify attendance.
6. Call 999 and report the fire.
7. Do not re-enter the building until authorised by emergency services.
First Aid Policy
Summary
This policy outlines LOISIRS À L’ÉCOLE’s procedures for providing first aid to children and staff in accordance with the Health and Safety (First-Aid) Regulations 1981 and the EYFS (2024).
1. Purpose and Scope
This policy applies to all staff and children attending LOISIRS À L’ÉCOLE. It ensures that first aid is provided promptly and effectively in all circumstances.
2. Legal Framework
This policy complies with the Health and Safety (First-Aid) Regulations 1981, the Management of Health and Safety at Work Regulations 1999, and the EYFS Statutory Framework (2024).
3. Responsibilities
The Club Manager is responsible for ensuring that sufficient numbers of qualified first aiders are on site and that first aid procedures are followed. All staff must be familiar with first aid arrangements.
4. Qualified First Aiders
At least one staff member holding a current Paediatric First Aid certificate (valid for 3 years) must be present at all sessions, in line with EYFS requirements. Certificates must be renewed every three years..
5. First Aid Equipment
A fully stocked first aid kit is kept in an accessible location. The contents are checked termly and replenished by the designated first aider.
6. Procedures for Accidents and Injuries
Minor injuries will be treated on site. Serious injuries will result in immediate medical attention, and parents will be informed without delay.
7. Recording and Reporting
All accidents and first aid treatments are recorded in the Accident Record Book. Records include date, time, nature of injury, treatment provided, and the name of the attending first aider.
8. Parental Notification
Parents are informed of all first aid incidents on the same day. For head injuries or more serious cases, parents are contacted immediately by phone.
9. Serious Incidents and Emergencies
In emergencies, staff will contact emergency services immediately and administer first aid until help arrives. The DSL will report the incident to Ofsted and relevant authorities when necessary.
10. Monitoring and Review
This policy is reviewed annually or after any significant incident. Updates will reflect new legal requirements or best practice standards.
Health, Illness & Infection Control Policy
Summary
This policy explains how LOISIRS À L’ÉCOLE manages illness and infection control to protect the health of children, staff, and families. It follows the EYFS (2024) framework and Public Health England guidance.
1. Purpose and Scope
This policy applies to all staff, children, and parents. It sets out procedures for managing illness, infection prevention, and hygiene practices.
2. Legal Framework
This policy is based on the Health and Safety at Work Act 1974, the EYFS Statutory Framework (2024), and UK Health Security Agency (UKHSA) guidance.
3. Responsibilities
The Club Manager is responsible for ensuring hygiene standards are maintained. Staff must follow procedures, monitor children’s health, and report illnesses.
4. Managing Illness
Children who appear unwell during a session will be cared for separately until they can be collected. Parents will be contacted immediately.
5. Exclusion Periods
To prevent the spread of infection, the following exclusion periods apply (based on UKHSA guidance):
| Illness | Minimum Exclusion Period |
| Chickenpox | Until all spots have crusted over |
| Conjunctivitis | Until eyes are no longer red or discharging |
| COVID-19 | 3 days after symptom onset (if well enough to return) |
| Diarrhoea or Vomiting | 48 hours after last episode |
| Hand, Foot and Mouth | Until blisters have dried |
| Impetigo | Until lesions are crusted or 48 hours after antibiotics start |
| Measles | 4 days after rash appears |
| Scarlet Fever | 24 hours after antibiotics start |
| Whooping Cough | 48 hours after antibiotics start |
6. Hygiene Procedures
Staff and children must wash their hands before eating, after using the toilet, and after outdoor play. Tissues and disposable gloves are provided.
7. Cleaning and Disinfection
All surfaces and equipment are cleaned daily using appropriate disinfectants. Toys and materials are sanitised weekly or more frequently if required.
8. Reporting Infectious Diseases
Serious or notifiable illnesses (e.g. measles, COVID-19) are reported to local health authorities and Ofsted as required.
9. Monitoring and Review
This policy is reviewed annually or sooner if new health guidance is issued. Parents are informed of any updates.
Health & Safety Policy
Summary
This policy outlines LOISIRS À L’ÉCOLE’s commitment to maintaining a safe and healthy environment for all children and staff. It defines responsibilities, procedures, and measures for ensuring compliance with UK health and safety legislation.
1. Purpose and Scope
This policy applies to all staff, children, and parents involved in LOISIRS À L’ÉCOLE. It establishes the procedures for maintaining safety in the club’s premises and during all activities.
2. Legal Framework
This policy follows the Health and Safety at Work Act 1974, the Management of Health and Safety at Work Regulations 1999, and the EYFS Statutory Framework (2024).
3. Responsibilities
The Club Manager is responsible for ensuring that health and safety standards are implemented and reviewed. All staff must follow safety procedures and report hazards
4. Risk Assessment
Risk assessments are completed for all activities, premises, and equipment. These are reviewed each term or after any significant incident.
5. Supervision and Ratios
Children are supervised at all times. Staff-to-child ratios comply with EYFS requirements: 1:4 for children under 3, 1:8 for children aged 3–7, and appropriate ratios for older children.
6. Premises and Equipment Safety
Checks are carried out to ensure all areas and equipment are safe and fit for use. Defective items are removed immediately and reported to the Club Manager.
7. Fire Safety
Fire exits are kept clear at all times. Staff are trained in evacuation procedures.
8. Accidents and First Aid
At least one qualified First Aider is present during every session. All accidents are recorded in the accident log, and parents are informed on the same day. Serious incidents are reported to Ofsted and local authorities as required.
9. Hygiene and Infection Control
Strict hygiene practices are maintained. Handwashing is encouraged before and after activities. Surfaces and toys are cleaned regularly to prevent the spread of infection.
10. Monitoring and Review
This policy is reviewed annually or sooner if legislation changes or after any significant incident.
Missing Child Policy
Summary
LOISIRS À L’ÉCOLE takes the safety of every child seriously. This policy outlines the procedures to be followed immediately if a child goes missing from the premises or during an outing.
1. Purpose and Scope
This policy applies to all staff, volunteers, and children. It sets out the steps to be taken to locate a missing child quickly and ensure their safety.
2. Legal Framework
This policy is based on the EYFS Statutory Framework (2024), Ofsted Safeguarding Requirements, and the Children Act 2004.
3. Responsibilities
The Club Manager and Designated Safeguarding Lead (DSL) are responsible for implementing this policy. All staff are required to remain vigilant and ensure children are supervised at all times.
4. Prevention Measures
• Accurate attendance registers are maintained.
• Headcounts are conducted regularly, especially after transitions.
• Doors and exits are secured but remain compliant with fire regulations.
• Children are supervised during arrival and collection times.
5. Procedures if a Child Goes Missing On-Site
If a child cannot be located within the premises, staff will follow the missing child checklist immediately. The area will be searched systematically while maintaining supervision of other children.
6. Notification of Authorities and Parents
The DSL or Club Manager will inform:
• The child’s parents or guardians
• The local police (by dialling 999)
• Ofsted, if the incident meets reporting criteria
7. Recording and Review
All details of the incident, including the timeline and actions taken, must be recorded in the Incident Log. A review will be conducted to identify improvements to safety procedures.
8. Monitoring and Review
This policy is reviewed annually or after any missing-child incident. Updates will reflect new safeguarding requirements or best practice.
Immediate Action Checklist
1. Immediately alert the Club Manager and DSL.
2. Conduct a quick headcount to confirm which child is missing.
3. Check all rooms, toilets, cupboards, and outdoor areas.
4. Ensure other children remain supervised at all times.
5. If not found within 5 minutes, contact parents and the police (dial 999).
6. Provide the child’s full description, clothing, and last known location.
7. Follow instructions from police and maintain communication with parents.
8. Complete the Incident Log with all details and timings.
Safeguarding & Child Protection Policy
Summary
LOISIRS À L’ÉCOLE is committed to safeguarding and promoting the welfare of all children in our care. We have a duty to ensure that children are protected from harm, abuse, neglect, and exploitation in line with statutory guidance.
1. Purpose and Scope
This policy applies to all staff, volunteers, and children at LOISIRS À L’ÉCOLE. It outlines our approach to safeguarding and child protection to ensure a safe environment.
2. Legal Framework
This policy is based on the Children Act 1989 and 2004, Working Together to Safeguard Children (2018), Keeping Children Safe in Education (2025), and the EYFS Statutory Framework (2024).
3. Designated Safeguarding Lead (DSL)
The Club Manager acts as the Designated Safeguarding Lead (DSL) and is responsible for coordinating all child protection matters. A Deputy DSL is also appointed to provide support when the DSL is unavailable.
4. Roles and Responsibilities
All staff must understand their responsibilities regarding safeguarding. They must be vigilant and report any concerns immediately to the DSL. The DSL ensures that all concerns are documented and reported to the appropriate authorities.
5. Staff Training
All staff receive safeguarding and child protection training and attend refresher courses at least every two years, in line with Keeping Children Safe in Education (2025). Training records are maintained by the DSL.
Keeping Children Safe in Education (2025).
6. Recognising Signs of Abuse
Staff are trained to recognise the four categories of abuse: physical, emotional, sexual, and neglect. Any signs or disclosures must be treated seriously and reported immediately.
7. Responding to Concerns
If a child is in immediate danger, staff must contact emergency services and inform the DSL. The DSL will follow local safeguarding partnership procedures for referrals.
8. Recording and Reporting
All safeguarding concerns must be recorded in writing, dated, and signed. Records are stored securely and shared only with authorised agencies.
9. Allegations Against Staff
Any allegation against a member of staff must be reported immediately to the DSL, who will contact the Local Authority Designated Officer (LADO) for guidance.
10. Confidentiality
All safeguarding information is treated as confidential and shared strictly on a need-to-know basis. Personal data is managed in accordance with the GDPR policy.
11. Monitoring and Review
This policy is reviewed annually or earlier if required by legislative updates or incidents. Staff and parents are notified of any changes.
Staff Code of Conduct
Summary
This Code of Conduct outlines the professional standards and behaviour expected from all staff and volunteers at LOISIRS À L’ÉCOLE, ensuring the highest level of integrity, safety, and professionalism.
1. Purpose and Scope
This Code applies to all employees, volunteers, and contractors. It ensures that conduct within the club upholds the values of respect, equality, and safeguarding.
2. Legal Framework
This Code aligns with the EYFS Statutory Framework (2024), Keeping Children Safe in Education (2025), and the Equality Act 2010.
3. Professional Behaviour
Staff must act professionally at all times, demonstrating honesty, integrity, and respect. Behaviour that could bring the club into disrepute is strictly prohibited.
4. Relationships with Children
Staff must maintain appropriate professional boundaries with children at all times. Physical contact should only occur when necessary for care or safety, and always in line with safeguarding guidance.
5. Safeguarding and Confidentiality
All staff are required to report safeguarding concerns immediately to the Designated Safeguarding Lead (DSL). Confidential information about children or families must never be shared outside the club.
6. Dress Code
Staff must wear clean, practical clothing suitable for working with children. Clothing displaying offensive images or text is prohibited.
7. Use of Mobile Phones and Social Media
Personal mobile phones must not be used during sessions, except in emergencies. Staff must not share any photos or information about children on social media.
8. Attendance and Punctuality
Staff are expected to arrive on time and be ready to work at the start of each session. Absences must be reported to the Manager as early as possible.
9. Reporting Misconduct
Any concerns about misconduct or unprofessional behaviour must be reported immediately to the Club Manager or DSL. Whistleblowers will be protected from retaliation.
10. Monitoring and Review
This Code is reviewed annually or when legislation changes. Updates will be communicated to all staff.
Pick-Up by Siblings Under 16
1. Purpose
This policy ensures the safety of children collected from the after-school club and clarifies conditions for pick-up by siblings aged under 16.
2. General Principle
Children are released only to individuals pre-approved by parents/carers. Collection by minors is restricted due to safety and responsibility requirements.
3. Age Requirements
• No child may be collected by a sibling under age 12.
• Siblings aged 12–15 may collect a child only with written parental permission and club approval.
• Siblings 16+ are treated as standard authorised collectors with parental consent.
4. Permissions Required
Parents must complete a Pick-Up Authorisation Form identifying the sibling, confirming their age, and acknowledging responsibility for safe travel home.
5. Staff Responsibilities
Staff must confirm authorised collectors, may check ID, and may refuse release if safety concerns arise.
6. Travel Safety Considerations
Parents should ensure the sibling:
• Is mature enough to supervise the younger child
• Knows the route home
• Has a working phone
• Understands road/public transport safety
7. Exceptional Circumstances
The club may decline collection by a minor if safety cannot be assured and may review permissions annually or after any incident.
Whistleblower Policy
1. Purpose of This Policy
Loisirs À l’École is committed to maintaining the highest standards of honesty, integrity, and accountability. This policy provides a safe and confidential way for staff, volunteers, parents, and older children to report concerns about misconduct, wrongdoing, or unsafe behaviour.
2. Who This Policy Applies To
• Staff members
• Volunteers
• Contractors
• Parents or guardians
• Children participating in the club (age‑appropriate reporting)
3. What Can Be Reported
Whistleblowing concerns may include, but are not limited to:
• Safeguarding concerns or risk to a child’s safety
• Fraud, theft, or misuse of club funds
• Bullying, harassment, or discrimination
• Breaches of health and safety
• Unethical behaviour or serious rule violations
• Covering up wrongdoing
This policy is not for general complaints or disagreements; those should follow the club’s standard complaints procedure.
4. How to Report a Concern
Concerns can be raised through any of the following:
• Designated Safeguarding Lead (DSL): Séverine Lyall
• Club Manager: Séverine Lyall
• Committee Chair: Séverine Lyall
• Anonymous written report to be sent at :
Loisirs à l’école, 35 Cromwell Road, London SW7 2DG
Reports can be made verbally or in writing. Anonymous reports will be considered, although providing contact details may help in conducting a thorough investigation.
5. Confidentiality
All whistleblowing complaints will be handled sensitively. The identity of the whistleblower 5will be kept confidential unless legally required to be disclosed. No one who raises a concern in good faith will suffer retaliation.
6. Protection Against Retaliation
The club strictly prohibits victimisation or retaliation against anyone who raises concerns in good faith. Anyone found to be retaliating will face disciplinary action.
7. How Concerns Will Be Handled
Upon receiving a report:
1. The concern will be acknowledged (unless submitted anonymously).
2. An initial assessment will be conducted.
3. A full investigation will be launched if necessary.
4. The whistleblower will be informed of the outcome where appropriate.
If the concern involves immediate risk to a child or vulnerable person, safeguarding procedures will be activated immediately.
8. False or Malicious Allegations
Deliberately false accusations are serious and may lead to disciplinary action. However, 0raising a concern that turns out to be unfounded is not misconduct if done in good faith.
RGPD/GDPR Notice
All personal data collected as part of the whistleblowing process will be handled in accordance with the General Data Protection Regulation (GDPR). Information will be stored securely, accessed only by authorised individuals, and retained only for as long as necessary for investigation and safeguarding purposes.