Participant Registration Terms
These terms apply to all participants enrolled in SENFocus programmes. Please read them carefully before completing registration.
Programme Participation
SENFocus provides structured, inclusive programmes designed to support children and young people with special educational needs and disabilities (SEND). Our programmes are delivered by trained staff and volunteers in a safe and supportive environment.
Participation in any SENFocus programme is subject to meeting the following requirements:
- Completion of all required registration forms with accurate information
- Acceptance of SENFocus safeguarding policies and procedures
- Agreement to photography and media recording requirements
- Ongoing compliance with programme rules and staff instructions
SENFocus reserves the right to refuse or withdraw participation at any time where it is necessary to protect the safety, safeguarding, or programme integrity of participants, staff, or volunteers.
Photography & Media Recording
Photography and video recording are an integral part of programme delivery at SENFocus. Media is used to document programme activities, fulfil donor reporting obligations, and demonstrate the positive impact of our work.
- Media recording — including photography and video — takes place during all programme sessions
- Recorded media supports donor accountability, grant reporting, and public awareness of our work
- Media may be used for promotional purposes, including on our website, social media, and in published reports
- All media involving participants is treated as personal data under UK GDPR and handled accordingly
- Failure to accept media participation may affect a participant's eligibility to join a programme
If you have any specific concerns about how media is used, please contact us at info@senfocus.co.uk before registration is completed.
Safeguarding
The safety and wellbeing of every child and young person is our highest priority. SENFocus operates robust safeguarding procedures that comply with current legislation, statutory guidance, and best practice.
- Receive regular safeguarding training
- Follow SENFocus safeguarding policies at all times
- Report all safeguarding concerns promptly to the Designated Safeguarding Lead
- Maintain appropriate professional boundaries
- Hold current DBS checks where required
- Provide accurate and up-to-date emergency contact details
- Notify SENFocus of any relevant medical or behavioural needs
- Inform SENFocus of any safeguarding concerns relating to the participant
- Update SENFocus promptly if circumstances change
All safeguarding concerns will be handled in strict confidence and in accordance with our statutory obligations. SENFocus will always act in the best interests of the child.
Health & Safety
To ensure the health and safety of every participant, parents and guardians are required to provide the following information during registration — and to update it promptly if anything changes:
Diagnoses, conditions, and any prescribed medication
At least one reachable contact during sessions
Food, environmental, or medication allergies
Support requirements, sensory sensitivities, or behavioural considerations
SENFocus will take all reasonable and practicable steps to provide a safe and supportive environment. However, parents and guardians acknowledge that some programme activities involve physical and creative elements that carry inherent risk. SENFocus cannot guarantee the complete elimination of all risk.
Providing incomplete or inaccurate health information may affect our ability to support your child safely. Please ensure all details are kept up to date throughout the programme.
Behaviour Expectations
SENFocus is committed to creating a positive, respectful, and inclusive environment for all participants, staff, and volunteers. All participants and accompanying adults are expected to uphold these values.
- Treat all staff, volunteers, and participants with respect
- Follow instructions from SENFocus staff at all times
- Support a welcoming and inclusive atmosphere
- Communicate concerns calmly and constructively
- Disruptive, aggressive, or threatening behaviour
- Actions that compromise the safety of others
- Disrespect towards staff, volunteers, or participants
- Deliberate non-compliance with safety instructions
SENFocus reserves the right to remove any participant from a session or programme if their behaviour creates a risk to themselves, other participants, or staff — without refund where applicable.
Data Protection
All personal data collected during registration and programme participation is processed in accordance with the SENFocus Privacy Policy, the UK General Data Protection Regulation (UK GDPR), and the Data Protection Act 2018.
The categories of personal data we collect and process include:
- 👤 Participant details
- 💊 Medical information
- 📞 Emergency contacts
- 📅 Attendance records
- 📷 Media recordings
- 📝 Communication records
Your data is held securely, used only for the purposes outlined in our Privacy Policy, and will not be sold to any third party. You have rights under UK GDPR to access, correct, or request deletion of your personal data.
For full details on how we collect, store, and use personal data, please read our Privacy Policy. To exercise any of your data rights, contact us at info@senfocus.co.uk.
Withdrawal from Programme
Either party may bring participation to an end, in accordance with the following:
- Written notice must be submitted to SENFocus
- Notice should be sent to info@senfocus.co.uk
- We request reasonable notice where possible to manage programme places
- Programme policies or these terms are not followed
- Safety or safeguarding concerns arise
- Media participation requirements are refused
- False or materially inaccurate information is provided at registration
- Behaviour disrupts the safety or wellbeing of others
Where possible, SENFocus will always seek to discuss concerns before taking any action to withdraw participation. We are committed to working constructively with families to find the best outcome for the participant.
Changes to These Terms
SENFocus may update these Participant Registration Terms from time to time to reflect changes in our services, legal requirements, or operational practices.
- Any updated terms will be published on our website at senfocus.co.uk
- Where changes are material, we will endeavour to notify registered families directly
- Continued participation in a SENFocus programme following publication of revised terms constitutes acceptance of those changes
We recommend that parents and guardians review these terms periodically. The date at the top of this page reflects the most recent revision.
Questions About Registration?
If you have any questions about these terms or need support with the registration process, our team is ready to help.
📧 info@senfocus.co.uk