Accessibility & Reasonable Adjustments Policy

Pawsitive Action Leeds CIC
Accessibility & Reasonable Adjustments Policy
Policy Version: 1.0
Date Approved: 30/07/25
Review Date: 30/07/26

1. Policy Statement

Pawsitive Action Leeds CIC is committed to removing barriers to participation and access. We believe that disabled, neurodivergent, chronically ill, and otherwise marginalised people have a right to inclusive services, equitable opportunities, and environments that meet their needs, not just their diagnoses.

This policy outlines how we ensure accessibility across our work and provide reasonable adjustments tailored to individuals.

2. Scope

This policy applies to:

All service users, clients, staff, volunteers, and visitors
All Pawsitive Action Leeds CIC activities, spaces (physical and digital), events, and communications
All stages of involvement: enquiry, assessment, training, employment, volunteering, and service delivery

It supports compliance with the Equality Act 2010, which requires us to make reasonable adjustments for disabled people and remove discrimination.

3. Our Commitments

We will:

Embed accessibility in all our systems, environments, and communications
Actively ask people what they need — and listen
Make reasonable adjustments promptly, flexibly, and without judgement
Avoid one-size-fits-all approaches
Take an anticipatory and trauma-informed approach
Involve disabled people in shaping and reviewing our practice

4. Types of Accessibility We Support

We recognise that access needs vary. Adjustments may include, but are not limited to:

a) Communication

Easy Read, plain language, and visual formats
Alternative formats (audio, large print, captioned video, screen-reader-friendly text)
Use of non-verbal communication methods (e.g. AAC, BSL, communication boards)
Slow processing time and reduced pressure to respond immediately

b) Sensory and Cognitive Access

Low-stimulation environments or quiet settings
Reduced lighting, noise, or crowds
Advance warning about sensory elements
Step-by-step breakdowns and routine-based structures

c) Physical and Environmental Access

Step-free access or home visits
Support for individuals who use mobility aids, service dogs, or carers
Adjustable training environments and safe spaces for dogs and people

d) Scheduling and Delivery

Flexibility with appointment times or formats (e.g. remote sessions, home-based support)
Pacing support or breaks during long activities
Trauma-informed boundaries and opt-out options
Rescheduling without penalty due to flare-ups, mental health, or executive functioning needs

5. How to Request Adjustments

We encourage people to:

Let us know their access needs at any point
Use any method that suits them: email, phone, Easy Read form, or conversation
Tell us as many or as few details as they wish
Update their access needs at any time

We will:

Respond within 5 working days
Offer a plan or options tailored to their needs
Follow up to check the adjustment is working

No one will be asked to provide a diagnosis to access support.

6. Employment and Volunteering

We will ensure disabled and neurodivergent people are:

Supported throughout recruitment and onboarding
Offered adjustments to interviews, applications, and workspaces
Empowered to set access boundaries and workflows
Given autonomy and flexibility without pressure to “mask” or conform

We celebrate diverse ways of working and communicating.

7. Responsibility and Accountability

All staff, volunteers, and board members must:

Champion accessibility in their role
Avoid assumptions or gatekeeping
Respond promptly and respectfully to access requests
Attend accessibility and anti-ableism training as required

The Director holds overall responsibility for ensuring this policy is implemented and reviewed.

8. Confidentiality and Respect

We treat all access information as confidential and private. We do not share access needs without explicit consent unless necessary for safety or service delivery.

We never shame, question, or pathologise people for needing support.

9. Feedback and Improvement

We invite ongoing feedback on our accessibility and adjustment practices, especially from disabled, neurodivergent, and marginalised people.

We will:

Regularly review this policy with lived experience input
Record and respond to complaints or concerns
Publish clear information about accessibility on our website and materials

10. Monitoring and Review

This policy will be reviewed annually or when legislation or best practice changes. We will ensure it remains responsive to the lived realities of those we support.

Approved by:
Paws Kesby – Director/CEO
P Kesby
30/07/25

Assistance Dog Support & Ethics Policy

Pawsitive Action Leeds CIC
Assistance Dog Support & Ethics Policy
Policy Version: 1.0
Date Approved: 30/07/25
Review Date: 30/07/26

1. Policy Statement

Pawsitive Action Leeds CIC supports the rights of disabled people to train and work with assistance dogs that meet their access, wellbeing, and independence needs. We promote ethical, welfare-focused, person-led assistance dog partnerships, and we reject models that rely on rigid gatekeeping or coercive training methods.

This policy sets out how we support assistance dog partnerships, our standards for welfare and ethics, and our expectations for all involved.

2. Scope

This policy applies to:

Disabled people and neurodivergent individuals working with or training assistance dogs
Staff, volunteers, and trainers supporting assistance dog teams
All training, workshops, assessments, and consultations related to assistance dogs
Assistance dogs in training, fully qualified, or in career change

We work with:

Owner-trainers
Privately sourced dogs
Career-changed or rescue dogs
Dogs in the early stages of training, task-trained, or already active

3. Guiding Values

We are guided by the following principles:

Disability justice and choice – Disabled people have the right to define their needs, choose their dogs, and direct their training journeys.
Welfare-led training – Dog welfare is never compromised for task performance or public access.
Access without certification – We affirm legal public access rights under the Equality Act 2010, which do not require membership of any organisation.
Trauma-informed and affirming support – We recognise that many disabled people and their dogs have lived experience of trauma, and we adapt accordingly.

4. Ethical Standards for Assistance Dog Support

We commit to:

a) Supportive, non-judgemental mentoring

We offer mentoring, coaching, and workshops tailored to individuals, not a “one-size-fits-all” model.
We never penalise people for being at different stages of training or using non-traditional methods.

b) Positive reinforcement and welfare-based training

No use or endorsement of aversive tools (e.g. prong, choke, e-collars).
Dogs are trained using kindness, agency, and consent-based handling where possible.
Dogs are never forced to perform tasks or enter environments they are clearly uncomfortable in.

c) Individualised task training

Tasks are chosen based on each person’s access needs and the dog’s ability and preference.
We support task development through collaborative planning and accessible training materials.
We help teams build generalisation, reliability, and stress-free task delivery.

d) Wellbeing and decompression

Assistance dogs are dogs first. We support work-life balance, rest, off-duty time, play, and enrichment.
Dogs must never be made to work when unwell, stressed, or overstimulated.
We discourage over-exposure or premature public access pressure.

5. Eligibility and Access to Support

We support disabled people who:

Have a genuine disability-related need for an assistance dog
Are committed to the ethical training and welfare of their dog
Understand that not every dog will be suitable for assistance work
Are open to adapting their plans if needed to protect their dog’s wellbeing

We do not require:

Membership of any organisation
Breed restrictions
Use of a uniform approach or certification system

We do require:

Respectful conduct
A willingness to work in partnership
Ongoing engagement in learning and reflective practice

6. Dog Suitability and Retirement

We support clients in making informed decisions about:

Selecting or sourcing a dog
Recognising signs of stress or burnout
Career-changing or retiring a dog where needed
Transitioning to a new assistance dog or alternate support methods

We offer assessments based on welfare, temperament, and communication, not just task ability.

7. Access and Identification

We educate clients about:

Legal rights under the Equality Act 2010
How to advocate for access without registration or ID cards
How to handle discrimination or access refusals
Use of appropriate gear, signage, and training jackets (if desired)

We do not issue “official” ID cards or require dogs to be registered.

8. Responsibilities of Clients

Clients working with us agree to:

Prioritise their dog’s wellbeing and comfort
Use non-coercive training approaches
Avoid overworking or emotionally pressuring their dog
Follow our guidance around public access preparation and ethics
Communicate openly about challenges or changes in circumstances

9. Safeguarding and Ethical Concerns

If we become concerned about:

A dog’s welfare is being compromised
Unsafe or coercive training practices
Repeated denial of rest or decompression
Fraudulent representation of an untrained dog as an assistance dog

We will:

Offer support and education first
Provide reasonable opportunities to reflect or adjust
If needed, pause or withdraw support to protect the dog, while signposting alternative options

10. Monitoring and Review

We gather regular feedback from assistance dog teams to evaluate and improve our services. We commit to staying informed on:

Best practices in disability-led assistance dog training
Developments in canine behavioural science
Policy and law changes affecting access rights

This policy will be reviewed annually and revised in collaboration with disabled and neurodivergent clients and advisors.

Approved by:
Paws Kesby – Director/CEO
P Kesby
30/07/25

Canine Welfare Policy

Pawsitive Action Leeds CIC
Canine Welfare Policy
Policy Version: 1.0
Date Approved: 30/07/25
Review Date: 30/07/26

1. Policy Statement

At Pawsitive Action Leeds CIC, the welfare, dignity, and rights of all dogs involved in our services are paramount. We are committed to promoting compassionate, evidence-based care that prioritises the physical, emotional, and behavioural well-being of each individual dog. We do not compromise canine welfare for human convenience or organisational goals.

2. Scope

This policy applies to:

All staff, volunteers, contractors, and service users.
All dogs involved in our services, including clients’ dogs, demo dogs, and assistance dogs in training or partnership.

It covers all activities, including:

Training sessions
Assessments
Workshops and events
Public appearances and media
Online content involving dogs

3. Guiding Principles

We are guided by the Five Welfare Needs (Animal Welfare Act 2006):

Environment – A suitable place to live.
Diet – A proper diet, including fresh water.
Behaviour – Ability to exhibit normal behaviours.
Companionship – Appropriate social needs met.
Health – Protection from pain, injury, suffering and disease.

Additionally, we adhere to:

Force-free, positive reinforcement training methods.
Ethical partnerships between disabled individuals and assistance dogs.
Respect for neurodivergent communication and handling styles that centre both human and dog welfare.

4. Our Commitments

We will:

a) Use only humane, reward-based training

No aversive tools (e.g., prong, choke, or shock collars).
No punishment-based or dominance-based techniques.
Emphasis on choice, agency, and consent cues where possible.

b) Promote physical and mental well-being

Encourage appropriate rest, enrichment, and decompression time.
Ensure safe and suitable environments for all dog-related work.
Monitor for stress signals and act accordingly.

c) Respect individuality and diversity

Acknowledge breed traits, history, trauma, and disability in dogs.
Avoid generalisations and cookie-cutter approaches.
Tailor training plans to the dog’s emotional, physical, and sensory needs.

d) Champion informed partnerships

Support disabled individuals in making welfare-focused decisions about their assistance dogs.
Provide education on dog communication, stress signals, and rights.
Never require overwork or overexposure of dogs in public or training contexts.

e) Maintain high welfare standards in all content and publicity

Only share images/videos of dogs showing relaxed, willing behaviour.
Avoid exploitation or “performative” animal content.
Get informed consent from dog handlers for any use of media.

5. Working with Clients and the Public

We will:

Model compassionate handling in all settings.
Challenge outdated or harmful beliefs respectfully and accessibly.
Signpost to welfare-based professionals and behaviourists where necessary.

Clients must agree to follow our Canine Welfare Code of Practice when working with us.

6. Assistance Dog Ethics

Dogs must not be pressured into roles unsuitable for their temperament or health.
Assistance dogs must be allowed to rest, play, and be dogs outside of work.
Owner-trainers are supported to prioritise dog choice and comfort.
Any assistance dog in training that shows signs of stress or unsuitability will be reviewed without judgment.

7. Safeguarding Dogs from Harm

We will act immediately if we suspect:

Physical abuse or neglect of a dog.
Misuse of assistance dog gear or access rights.
Overwork, under-socialisation, or unsafe handling practices.

We may withdraw services or make referrals if a dog’s welfare is at risk, while offering education and support where possible.

8. Reporting and Concerns

Anyone can raise a concern about a dog’s welfare through:

Email: pawsitiveactionleeds@gmail.com
Phone: 0780 779 1616
Speaking with a staff member

Concerns will be handled sensitively, fairly, and with the welfare of all involved as the priority.

9. Monitoring and Review

This policy is reviewed annually with input from canine behaviour experts, staff, and clients. We stay updated on current best practices in training, canine neuroscience, and ethical handling.

Approved by:
Paws Kesby – Director/CEO
P Kesby
30/07/25

Complaints Policy

Pawsitive Action Leeds CIC
Complaints Policy
Policy Version: 1.0
Date Approved: 30/07/25
Review Date: 30/07/26

1. Policy Statement

Pawsitive Action Leeds CIC is committed to providing high-quality, inclusive, and compassionate services. We welcome all feedback — positive or negative — as an opportunity to improve and grow. We take all complaints seriously and aim to resolve them fairly, promptly, and respectfully.

This policy outlines how anyone can raise a concern or complaint about our services, staff, volunteers, or organisational practices.

2. Scope

This policy applies to:

Service users and clients
Families and carers
Volunteers, staff, and directors
Members of the public
Partner organisations and funders

Complaints may relate to:

The quality of a service
Behaviour or conduct of a team member or volunteer
Communication or accessibility issues
Decisions made by the organisation
Ethical concerns or misuse of resources

This policy does not cover:

Safeguarding concerns (see our Safeguarding Policy)
Grievances by employees (handled under a separate procedure)

3. Our Commitments

We will:

Handle all complaints with compassion and respect
Offer accessible ways to raise concerns
Listen without judgement
Investigate fairly and confidentially
Take action where needed
Learn from complaints to improve future practice
Protect individuals from retaliation or discrimination for raising a complaint

4. Making a Complaint

You can make a complaint verbally, in writing, or in your preferred communication method.

To submit a complaint:

Email: pawsitiveactionleeds@gmail.com
Phone: 0780 779 1616
Post: 10 Brooklyn Avenue, LS12 2BS
Or speak to any member of staff or volunteer

We can support you to make a complaint, including:

Easy Read versions of this policy
BSL interpretation or alternative communication methods
Advocacy or third-party support
Anonymous complaints (where appropriate)

5. Informal Resolution

Where possible, we encourage issues to be raised early and resolved informally. This might include:

A direct conversation with the person involved
Mediation or a facilitated discussion
A written apology, explanation, or clarification

If you’re unhappy with the outcome, you can escalate to a formal complaint.

6. Formal Complaints Procedure

Stage 1: Formal Complaint Submission

You submit a written or verbal complaint
We acknowledge your complaint within 5 working days
A designated manager or director investigates (within 15 working days)
You receive a written response, explanation, and any proposed actions

Stage 2: Appeal

If you are not satisfied:

You can request a review by a senior director or board member within 10 working days
A second review will take place and a final response issued within 15 working days

If you are still unhappy, you can escalate the complaint to:

CIC Regulator (Companies House)
Funding body (if applicable)
Ombudsman or independent mediation (if relevant)

7. Confidentiality and Data Protection

All complaints will be handled confidentially and in line with GDPR. Only those who need to know will be involved.

Anonymous complaints will be reviewed and considered, though our ability to investigate may be limited.

8. Support for All Parties

We aim to ensure that:

The person making the complaint feels heard and respected
Any staff or volunteers named are supported fairly and without bias
The process does not retraumatise or distress vulnerable people

Where needed, we may offer:

Mediation
Signposting to advocacy
Adjustments for accessibility or trauma-related needs

9. Learning and Improvement

We record and analyse complaints regularly to:

Identify trends or recurring issues
Improve service design or delivery
Provide staff and volunteers with training or guidance

A summary of complaints and resolutions (anonymised) may be included in board reports and funder updates.

Approved by:
Paws Kesby – Director/CEO
P Kesby
30/07/25

Conflict of Interest Policy

Pawsitive Action Leeds CIC
Conflict of Interest Policy
Policy Version: 1.0
Date Approved: 30/07/25
Review Date: 30/07/26

1. Policy Statement

Pawsitive Action Leeds CIC is committed to maintaining the highest standards of integrity, transparency, and fairness in its operations. We recognise that conflicts of interest — whether real, perceived, or potential — can undermine trust and decision-making if not handled properly.

This policy sets out how we identify, manage, and record conflicts of interest to protect the organisation, our clients, and the communities we serve.

2. Scope

This policy applies to:

Directors, staff, volunteers, contractors, and anyone acting on behalf of the organisation.
All decisions, activities, and partnerships undertaken by Pawsitive Action Leeds CIC, including financial dealings, project delivery, recruitment, procurement, and governance.

3. What is a Conflict of Interest?

A conflict of interest arises when a person’s personal interests (financial, professional, or personal relationships) could:

Influence their judgement or actions in their role with the organisation.
Lead to unfair advantage or disadvantage for the organisation, clients, or individuals.
Create a perception of bias or lack of impartiality.

Examples include:

Awarding a contract to a family member or friend.
Using organisational resources for personal benefit.
Having competing roles in similar organisations or businesses.
Involvement in decisions that benefit a person’s own dog training or related business.
Accepting gifts or hospitality that may influence decisions.

4. Our Commitments

We will:

Ensure all decisions are made in the best interests of the organisation and its beneficiaries.
Encourage openness about potential or actual conflicts of interest.
Maintain a Conflict of Interest Register.
Record, manage, or remove conflicts appropriately.
Review all declared conflicts annually or when circumstances change.

5. Responsibilities

a) Directors

Must declare any interests that could conflict with their duties at the start of meetings or as soon as they arise.
Must withdraw from decision-making where a conflict exists.
Are required to complete a Declaration of Interests Form annually.

b) Staff and Volunteers

Must disclose any potential conflicts to their manager or the Director as soon as they become aware.
Must not use their position for personal gain.
Must not accept gifts, hospitality, or benefits that could compromise their impartiality (except small tokens of appreciation under £20).

6. Identifying and Declaring Conflicts

Conflicts of interest will be identified by:

Self-declaration by the individual concerned.
Review by the board or management team.
Regular review of roles, contracts, and partnerships.

Declarations can be made:

At board meetings (to be minuted).
Using the Conflict of Interest Declaration Form.
At any point if circumstances change.

7. Managing Conflicts

Options for managing conflicts include:

Removing the conflicted individual from the decision-making process.
Seeking external advice or oversight.
Declining gifts or benefits.
In serious cases, ending a contract or partnership.
If a conflict cannot be managed effectively, the person may need to step down from the role or project.

8. Gifts and Hospitality

We do not accept gifts or hospitality that could:

Be seen as a bribe or influence over our work.
Create an expectation of preferential treatment.

Any gifts over £20 must be declared and either:

Accepted with board approval (if appropriate and ethical), or
Returned/refused.

9. Breach of Policy

Failure to declare or manage a conflict of interest may lead to:

Formal disciplinary action for staff or volunteers.
Removal from the board for directors or trustees.
Legal consequences if the conflict breaches regulatory or financial rules.

10. Monitoring and Review

A Conflict of Interest Register will be maintained and reviewed annually.
The board will review all recorded interests at least once a year.
This policy will be reviewed annually or if significant governance changes occur.

Approved by:
Paws Kesby – Director/CEO
P Kesby
30/07/25

Data Protection and Confidentiality Policy

Pawsitive Action Leeds CIC
Data Protection and Confidentiality Policy
Policy Version: 2.0
Date Approved: 19/11/25
Review Date: 19/11/26

1. Policy Statement

Pawsitive Action Leeds CIC is committed to protecting the privacy, dignity, and rights of all individuals we work with. We handle personal data responsibly, lawfully, and transparently, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We also uphold a strong commitment to confidentiality, particularly when supporting disabled, neurodivergent, and vulnerable individuals who may share sensitive personal information with us.

2. Scope

This policy applies to:

All staff, directors, and volunteers
All clients, service users, and partner organisations
All data held and processed in any format (digital, paper, spoken)
All activities and services carried out by Pawsitive Action Leeds CIC

It covers:

Personal data
Special category data (e.g. health, disability, gender identity)
Confidential communications
Photographs, videos, and recordings
Data collected through websites, forms, or events

3. Our Legal Responsibilities

We are registered with the Information Commissioner’s Office (ICO) and follow the seven key principles of the UK GDPR:

Lawfulness, fairness and transparency
Purpose limitation
Data minimisation
Accuracy
Storage limitation
Integrity and confidentiality
Accountability

4. Data We Collect and Why

We only collect data that is necessary for our work, such as:

Contact details for communication
Health, access, or support needs to tailor services
Training progress and dog behaviour logs (with consent)
Volunteer or staff records
Donation and payment information

We use data to:

Deliver accessible services
Keep individuals safe
Improve quality
Meet legal obligations
Communicate effectively with clients and stakeholders

We will never sell or share data with third parties for marketing or profit.

5. Consent and Individual Rights

We will:

Obtain clear, informed consent when required
Offer accessible options for consent (Easy Read, verbal, BSL, etc.)
Respect the right to withdraw consent at any time

Everyone has the right to:

Access their data
Correct inaccurate information
Request deletion (where lawful)
Restrict or object to processing
Make a complaint to the ICO

6. Confidentiality

We treat all personal information shared with us as confidential.

We will:

Limit sharing to only those who need to know
Only break confidentiality if:
- Someone is at serious risk of harm
- Required by law (e.g. safeguarding or criminal investigation)
- Explicit consent is given for disclosure

All breaches will be reported, recorded, and investigated in line with ICO guidance.

7. Storing and Securing Data

All digital files are stored on password-protected, encrypted systems
Paper records are kept in locked storage
Access to personal data is restricted to relevant staff or volunteers
Data is retained only for as long as necessary and securely destroyed afterwards
Photos and videos are stored only with informed consent and used appropriately

We conduct regular audits of our data practices to ensure compliance.

8. Working with Third Parties and Contractors

If we work with third parties (e.g. freelance trainers, cloud services), we:

Use contracts and data-sharing agreements
Ensure providers are UK GDPR-compliant
Limit access to only what is necessary for service delivery

9. Staff and Volunteer Responsibilities

All team members must:

Complete data protection and confidentiality training
Follow this policy at all times
Report any suspected breach or concern immediately to the Director or Data Protection Lead

Any breach may result in disciplinary action.

10. Data Protection Lead

Our designated Data Protection Lead is:
Paws Kesby
Email: pawsitiveactionleeds@gmail.com
Phone: 0780 779 1616

They are responsible for overseeing this policy, handling data subject requests, and reporting breaches.

11. Complaints or Concerns

Anyone can raise concerns about data use or confidentiality. We will:

Respond to concerns within 5 working days
Investigate thoroughly and respectfully
Report serious issues to the ICO within 72 hours if required

12. Monitoring and Review

This policy will be reviewed annually or whenever UK data laws change. Updates will be shared with all staff, volunteers, and clients as needed.

Approved by:
Paws Kesby – Director/Founder
P Kesby
19/11/25

Digital & Social Media Policy

Pawsitive Action Leeds CIC
Digital & Social Media Policy
Policy Version: 1.0
Date Approved: 30/07/25
Review Date: 30/07/26

1. Policy Statement

Pawsitive Action Leeds CIC recognises the value of digital platforms and social media in promoting our services, engaging our community, and sharing accessible, inclusive information. We also recognise the risks these platforms may present, including breaches of confidentiality, reputational harm, and online abuse.

This policy sets out how we manage our digital presence ethically, safely, and in line with our commitments to trauma-informed, LGBTQ+-affirming, and disability-inclusive practice.

2. Scope

This policy applies to:

All staff, directors, volunteers, and contractors using digital tools or social media on behalf of the organisation
All Pawsitive Action Leeds CIC online content and communications, including:
- Social media (e.g. Facebook, Instagram, Twitter/X, TikTok)
- Website and blogs
- Email and messaging platforms
- Online learning or video platforms (e.g. Zoom, YouTube)
- Internal communication tools (e.g. Google Drive, WhatsApp)

It applies to both organisational accounts and any personal accounts where content relates to or affects the organisation.

3. Our Principles for Digital Conduct

We will ensure that all digital communication and content:

Is inclusive, respectful, and accessible
Reflects our values of equity, safety, and person-centred practice
Protects the confidentiality and dignity of people and dogs we support
Avoids discriminatory, harmful, or misleading language or imagery
Is informed by trauma-aware and anti-oppressive approaches

4. Social Media Content Guidelines

All posts or content shared by the organisation or on its behalf must:

Use inclusive, respectful language and image descriptions (alt text)
Avoid generalisations or stereotypes about disability, neurodivergence, or dog behaviour
Obtain informed consent before sharing any identifiable image, video, or story
Credit sources when sharing third-party materials
Avoid sharing private or internal matters in public forums
Include content warnings (CW/TW) where appropriate (e.g. sensitive topics, ableism, trauma)

We do not tolerate:

Hate speech, harassment, or discriminatory content
Breaches of confidentiality or personal attacks
Non-consensual photos or videos of clients, volunteers, or dogs
Promotion of non-evidence-based or coercive training methods

5. Use of Personal Social Media

Team members and volunteers must not:

Present personal views as those of Pawsitive Action Leeds CIC
Share confidential information about clients, staff, or dogs
Engage in online arguments or disputes in the organisation’s name
Post content that may bring the organisation into disrepute

We support:

Authentic, personal storytelling where consent is given
Staff and volunteers sharing public events or organisational news
Use of personal platforms to advocate for our mission, provided that guidelines are followed

6. Accessibility and Inclusion Online

We aim to make all digital content accessible by:

Using plain language, Easy Read and visual formats
Including captions, alt text, and image descriptions
Ensuring our website and digital platforms meet accessibility standards
Offering content in multiple formats (text, audio, visual)
Responding to digital access requests in a timely and respectful way

7. Digital Safeguarding

We protect vulnerable individuals in online spaces by:

Avoiding full names or identifying details of minors or vulnerable adults
Moderating online events and comments for safety
Responding promptly to harassment, hate speech, or breaches of our community standards
Using password-protected systems and encrypted platforms where appropriate

Any concerns about online safety should be reported immediately to the Designated Safeguarding Lead.

8. Confidentiality and Consent

No personal data (including stories, emails, photos, recordings) will be shared without prior informed consent
Consent may be given in writing, verbally, or via Easy Read forms, and may be withdrawn at any time
We protect the identities of individuals who have not explicitly agreed to public recognition
We keep sensitive digital data secure and in line with our Data Protection Policy

9. Digital Security

Organisational accounts must be protected with strong, regularly updated passwords
Two-factor authentication should be used where available
Devices and shared platforms must be secured and access limited to authorised users
Any data breaches or suspicious activity must be reported to the Director immediately

10. Monitoring and Moderation

The organisation reserves the right to:

Edit or remove inappropriate content posted on our platforms
Block users who breach our community guidelines or harass others
Moderate all online comments, discussions, and group spaces for safety

We aim to foster community spaces that are supportive, intersectional, and anti-oppressive.

11. Breach of Policy

Breaches of this policy may result in:

Removal of content or admin access
Disciplinary action for staff or volunteers
Referral to safeguarding or legal authorities in serious cases

12. Review and Improvement

This policy will be reviewed annually or in response to:

Changes in digital legislation or best practice
New platforms or tools being adopted
Feedback from staff, clients, or community members
Any incidents or concerns raised

Approved by:
Paws Kesby – Director/CEO
P Kesby
30/07/25

Environmental Sustainability Policy

Pawsitive Action Leeds CIC
Environmental Sustainability Policy
Policy Version: 1.0
Date Approved: 30/07/25
Review Date: 30/07/26

1. Policy Statement

Pawsitive Action Leeds CIC is committed to minimising our environmental impact and promoting sustainability in everything we do. As an organisation that supports disabled people, assistance dog partnerships, and community wellbeing, we recognise the interconnectedness of people, animals, and the planet.

We aim to make ethical, environmentally responsible choices in our day-to-day operations, services, and partnerships — and to model accessible sustainability that includes disabled and marginalised people in climate action.

2. Scope

This policy applies to:

All staff, volunteers, directors, and contractors
All services, events, workshops, training sessions, and community outreach
Our use of resources, travel, purchasing, digital practices, and external partnerships

It also informs the behaviour we expect from those working with or on behalf of Pawsitive Action Leeds CIC.

3. Our Environmental Commitments

We will:

Reduce our carbon footprint and resource use
Choose ethical, sustainable suppliers and materials
Reuse and recycle wherever possible
Promote climate justice alongside disability justice
Consider animal welfare, biodiversity, and ecosystem impact in our decisions
Educate others about accessible, inclusive ways to care for the environment

4. Key Areas of Action

a) Travel and Transport

We will:

Encourage active and low-carbon travel (walking, wheeling, public transport)
Minimise unnecessary travel through remote working and online services
Prioritise local venues, clients, and suppliers where feasible
Offset unavoidable emissions where practical
Support volunteers and clients with travel needs in a way that balances access and sustainability

b) Energy and Digital Use

We will:

Minimise unnecessary printing, energy use, and digital waste
Use energy-efficient devices and cloud-based systems
Power our devices and offices responsibly (e.g. using timers, switching off equipment)
Consider the environmental impact of digital storage and large media files

c) Purchasing and Supplies

We will:

Choose products that are:
- Recyclable, biodegradable, or reusable
- Locally sourced or made from sustainable materials
- Cruelty-free and not tested on animals
Avoid single-use plastics wherever possible
Buy in bulk or share resources with partner organisations
Consider environmental credentials when selecting vendors and venues

d) Waste and Recycling

We will:

Reduce waste by reusing materials, adapting resources, and recycling
Use digital delivery as the default for documents and materials
Clearly label and sort recyclable and compostable waste at events and workshops
Educate staff, volunteers, and clients on sustainable disposal practices

e) Dog-Related Sustainability

We will:

Recommend sustainable training aids, toys, and treats
Encourage the use of compostable poo bags and eco-friendly grooming products
Avoid recommending equipment made from harmful or non-recyclable materials
Promote enrichment methods that repurpose household items where safe and appropriate

5. Accessibility and Climate Justice

We recognise that:

Disabled people are often excluded from mainstream environmental action
Many sustainable practices (e.g. cycling, carrying bulk groceries, zero-waste living) are inaccessible
Climate justice must centre those most affected, including disabled and low-income communities

We will:

Promote practical, flexible, and realistic steps toward sustainability
Avoid sustainability shaming or pressure that impacts wellbeing
Create inclusive resources that support everyone to make small, meaningful changes

6. Community Engagement and Education

We will:

Model sustainable behaviour at events and in media
Include environmental education in relevant workshops and dog training guidance
Share low-cost, low-barrier ideas for sustainable living and animal care
Partner with other organisations that prioritise environmental and social justice

7. Monitoring and Review

We will:

Regularly review our sustainability practices and targets
Collect feedback from team members and clients
Share what we learn and improve transparently
Include sustainability in staff and volunteer training

Approved by:
Paws Kesby – Director/CEO
P Kesby
30/07/25

Equality, Diversity & Inclusion (EDI) Policy

Pawsitive Action Leeds CIC
Equality, Diversity & Inclusion (EDI) Policy
Policy Version: 1.0
Date Approved: 30/07/25
Review Date: 30/07/26

1. Policy Statement

Pawsitive Action Leeds CIC is committed to creating an inclusive environment where everyone is treated with dignity and respect. We actively celebrate diversity and strive to remove barriers that prevent full participation from marginalised and minoritised groups.

We reject all forms of discrimination and are proud to be an organisation led by and for disabled, neurodivergent, and LGBTQ+ individuals. We centre intersectionality in our work, and we value lived experience as expertise.

2. Scope

This policy applies to:

All staff, volunteers, directors, contractors, and service users.
All aspects of our service delivery, operations, governance, communications, and partnerships.

It includes, but is not limited to, the following protected characteristics under the Equality Act 2010:

Age
Disability
Gender reassignment
Marriage and civil partnership
Pregnancy and maternity
Race
Religion or belief
Sex
Sexual orientation

We also recognise and protect:

Neurodiversity
Mental health status
Social class
Body size and appearance
Caring responsibilities
Language and communication styles
Immigration or asylum status

3. Our Commitments

We will:

a) Ensure fair access to our services

Design services that are physically, emotionally, and cognitively accessible.
Use Easy Read, plain language, and multiple communication formats.
Actively remove access barriers for disabled people, non-native English speakers, and others who face marginalisation.

b) Promote inclusive practices in recruitment and volunteering

Use fair, inclusive recruitment processes.
Encourage applications from underrepresented groups.
Provide reasonable adjustments throughout the recruitment and onboarding process.

c) Foster a culture of respect and belonging

Listen to and value diverse voices, especially those with lived experience.
Address bullying, harassment, microaggressions, or exclusion swiftly and transparently.
Challenge discriminatory or oppressive behaviour in a restorative and educational way.

d) Embed intersectionality in all we do

Recognise how different aspects of identity (e.g., race, gender, disability) intersect and shape experience.
Avoid one-size-fits-all approaches by individualising support.
Commit to continuous learning and reflection.

4. Staff and Volunteer Responsibilities

All team members are expected to:

Treat others with respect and dignity.
Challenge discrimination and exclusion where they see it.
Promote inclusive, identity-affirming practice.
Attend regular EDI training and reflective sessions.

5. Leadership Responsibilities

Our leadership team and board of directors will:

Champion EDI in all strategic decisions.
Ensure all policies and practices align with this policy.
Monitor representation and inclusion across the organisation.
Involve marginalised voices in co-production and decision-making.

6. Language and Representation

We will:

Use inclusive, respectful, and affirming language.
Avoid assumptions about identity, ability, or experience.
Use images and materials that reflect diverse people and families.
Support identity-first language (e.g. “disabled person”) or person-first language according to individual preference.

7. Responding to Discrimination or Harassment

Discrimination, harassment, or hate speech will not be tolerated.

We will:

Listen to those harmed and prioritise their safety and dignity.
Investigate any incident fairly and sensitively.
Take appropriate action, which may include education, mediation, or removal from our organisation.

8. Monitoring, Feedback, and Accountability

We will collect anonymous feedback on inclusion and safety from users, staff, and volunteers.
Equality data may be gathered voluntarily and confidentially to monitor representation.
This policy will be reviewed annually and updated based on lived experience, feedback, and best practice.

9. Complaints and Concerns

Anyone who feels they have been treated unfairly can:

Speak to a member of staff or the Director.
Submit a concern via email or in writing.
Request a restorative conversation or mediation process if safe to do so.

All concerns will be handled confidentially and with care.

Approved by:
Paws Kesby – Director/CEO
P Kesby
30/07/25

Finance & Expenses Policy

Pawsitive Action Leeds CIC
Finance & Expenses Policy
Policy Version: 2.0
Date Approved: 31/08/25
Review Date: 31/08/26

1. Policy Statement

Pawsitive Action Leeds CIC is committed to responsible, transparent, and ethical financial management. We aim to use our funds efficiently and in line with our charitable mission to support disabled people, assistance dog partnerships, and canine welfare.

This policy sets out our principles and procedures for managing income, spending, and reimbursements, and ensures accountability for all financial decisions.

2. Scope

This policy applies to:

All staff, directors, and volunteers
All financial activity, including income, expenditure, invoicing, petty cash, reimbursements, and claims
All projects, services, and activities funded by Pawsitive Action Leeds CIC or external grants

3. Financial Oversight and Responsibility

The Director(s) has overall responsibility for financial oversight.
Day-to-day bookkeeping may be delegated to a nominated finance officer or external accountant.
The Board of Directors is responsible for ensuring the CIC remains solvent and compliant with Companies House and HMRC regulations.

All financial records will be maintained in accordance with:

Company law
CIC reporting standards
HMRC guidance for small organisations

4. Banking and Accounts

We operate a dedicated business bank account in the name of Pawsitive Action Leeds CIC.
At least two unrelated signatories are required for authorisation of payments above £500.
Online banking access will be limited to approved personnel and password-protected.
Monthly reconciliations will be conducted and reviewed quarterly by the board.

5. Income and Fund Management

All income (donations, grants, fees, etc.) must be recorded, receipted, and banked promptly.
Grant funds must be spent in accordance with the funder’s requirements.
Restricted funds (e.g. from specific grants) must not be used for general running costs unless permitted.

6. Spending and Procurement

Expenditure must be:
- Necessary for the work of the organisation
- Cost-effective and reasonable
- Approved by a manager or director if over £100
Where possible, three quotes should be obtained for purchases over £1,000.
We prioritise ethical and local suppliers, and consider environmental impact in our spending.

7. Expenses and Reimbursements

Volunteers and staff will be reimbursed for reasonable, agreed-upon expenses incurred on behalf of the organisation, including:

Travel: Mileage at HMRC-approved rates, bus/train fares, taxis where appropriate
Subsistence: Meals during long workdays or travel (within reasonable limits)
Materials: Small training or office materials purchased personally

Claim Procedure:

Submit an Expense Claim Form with receipts attached
Claims must be submitted within 30 days of the expense
Claims will be approved by a Director or a designated finance lead
Payments will be made by bank transfer within 14 days

Note: We do not reimburse alcohol, personal items, or expenses without receipts unless pre-approved in writing.

8. Volunteer Expenses

We are committed to ensuring no volunteer is out of pocket due to their role.

Volunteers may claim agreed travel or food costs as above.
We provide accessible formats for expense claims if needed.

9. Petty Cash (if used)

A small petty cash float may be held for day-to-day minor purchases.
Maximum individual spend: £20 unless pre-approved.
All cash use must be logged with receipts and reviewed monthly.

10. Financial Reporting

Annual accounts will be prepared and submitted to Companies House.
CIC reports will demonstrate how we’ve used funds for community benefit.
Funders will receive reports on how their funds were spent, as required.
Financial reports will be shared with directors quarterly for transparency.

11. Fraud and Misuse of Funds

We have zero tolerance for fraud, theft, or misuse of organisational funds.

Any suspected financial misconduct will be investigated and may result in disciplinary action, removal, or legal proceedings.

12. Monitoring and Review

This policy will be reviewed annually or whenever there are significant financial changes, and updated in line with best practice for small non-profits and community interest companies.

Approved by:
Paws Kesby – Director/Founder
P Kesby
31/08/25

Health & Safety Policy

Pawsitive Action Leeds CIC
Health & Safety Policy
Policy Version: 2.0
Date Approved: 28/10/25
Review Date: 28/10/26

1. Policy Statement

Pawsitive Action Leeds CIC is committed to providing a safe, healthy, and inclusive environment for everyone involved in our work, including staff, volunteers, clients, dogs, and members of the public. We take all reasonable steps to prevent accidents, injuries, and harm while creating spaces that are physically and emotionally safe, trauma-informed, and accessible.

We meet our legal obligations under the Health and Safety at Work Act 1974 and associated regulations, and we go further by embedding disability-inclusive and neurodivergent-aware health and safety practices.

2. Scope

This policy applies to:

All staff, volunteers, directors, contractors, and freelance workers
All clients, visitors, and service users
All activities and locations connected to Pawsitive Action Leeds CIC — including training sessions, workshops, assessments, events, community visits, and online platforms

3. Key Responsibilities

a) Directors and Managers

Ensure compliance with health and safety laws
Maintain and regularly review risk assessments
Provide accessible training and information
Respond promptly to concerns, incidents, or hazards
Designate a Health & Safety Lead

b) All Workers (Staff, Volunteers, Freelancers)

Take reasonable care of their own safety and the safety of others
Follow training and safety procedures
Report hazards, concerns, or accidents as soon as possible
Use equipment and spaces responsibly and as instructed

c) Clients and Visitors

Treat people, animals, and environments with respect
Follow safety instructions during activities or events
Disclose any relevant health or access needs that may affect safety

4. Creating a Safe Environment

We commit to:

Ensuring all venues used are clean, safe, and accessible
Checking outdoor training spaces for hazards (e.g., broken glass, aggressive dogs, poor lighting)
Providing access to drinking water, seating, toilets, and shade where possible
Adapting our environments for sensory, mobility, or trauma-related needs
Following appropriate COVID-19 or infection prevention guidance where relevant

5. Dog-Related Safety

All dogs must be under control and not pose a risk to others
Clients must inform us of any known triggers or reactivity
Positive reinforcement methods will be used to prevent escalations
Any signs of stress or injury in dogs will result in a pause or adjustment to the session
All training aids and harnesses must be safe, ethical, and checked regularly for wear

6. Risk Assessments

We will carry out regular and situation-specific risk assessments covering:

Training sessions and public workshops
Lone working and home visits
Dogs with known behaviour risks
Events involving multiple animals, children, or outdoor activities
Volunteer and staff roles

All risk assessments will be:

Reviewed at least annually or after any incident
Shared in accessible formats with relevant workers
Updated based on lived experience feedback

7. Accidents and First Aid

Basic first aid kits for both humans and dogs will be available at all face-to-face sessions
At least one team member present will hold basic first aid knowledge
All accidents and near misses will be logged and reviewed using an Incident Report Form

In an emergency:

Dial 999
Inform a manager or Director as soon as it is safe to do so
Complete a written report within 24 hours

8. Mental and Emotional Safety

We understand that health and safety includes emotional well-being.

We will:

Use trauma-informed, non-coercive approaches
Provide regular breaks and quiet spaces
Allow clients and volunteers to opt out or pause activities
Respond respectfully to distress or triggers
Support debriefs after challenging incidents

9. Inclusion and Access in Safety

We recognise that traditional safety measures may exclude disabled, neurodivergent, and multiply marginalised people. We will:

Offer multiple formats for emergency and safety information (e.g., Easy Read, visual, verbal)
Provide adjustments where needed (e.g., slower pacing, communication supports)
Avoid discriminatory or carceral responses to behaviour linked to disability or trauma

10. Training and Information

We will ensure all workers receive:

Induction training that includes health and safety, lone working, and dog safety
Annual refreshers
Easy-to-understand guides and checklists

Specialist training (e.g., canine first aid, handling reactivity) will be offered to relevant roles.

11. Monitoring and Review

Health and safety concerns can be raised at any time to the Director or Health & Safety Lead
Policies and procedures will be reviewed annually or following any serious incident
Feedback from service users and workers will inform improvements

Approved by:
Paws Kesby – Director/Founder
P Kesby
28/10/25

Lone Working Policy

Pawsitive Action Leeds CIC
Lone Working Policy
Policy Version: 1.0
Date Approved: 30/07/25
Review Date: 30/07/26

1. Policy Statement

Pawsitive Action Leeds CIC recognises that lone working may be necessary in some aspects of our work, including community visits, home-based training, and out-of-hours duties. While lone working is often safe, it can pose specific risks. This policy sets out how we protect the health, safety, and well-being of our staff, volunteers, and service users when working alone.

2. Scope

This policy applies to:

All staff, volunteers, freelancers, and contractors
Any situation where an individual is working alone without direct supervision, including:
- Home visits
- Public travel or outreach
- Community workshops with a sole facilitator
- Solo working in offices, venues, or outdoor spaces

3. Our Commitments

We will:

Minimise lone working where possible
Assess and reduce the risks of lone working activities
Ensure workers feel safe, supported, and able to set boundaries
Provide training and procedures for lone workers
Take all reports and concerns seriously

4. Identifying Lone Working Risks

Risks may include:

Working in unfamiliar or isolated locations
Interacting with clients or the public without support
Experiencing verbal abuse, aggression, or harassment
Medical emergencies or accidents when alone
Dog-related risks (e.g. bites, health emergencies during assessments)
Communication or mobility difficulties for disabled staff or volunteers

5. Preventative Measures

To reduce risk, we will:

Carry out risk assessments for all lone working roles and visits
Use a check-in/check-out system for all off-site work
Provide clear contact procedures in case of emergency
Offer trauma-informed training on de-escalation and boundary setting
Empower workers to refuse or leave situations they feel are unsafe

6. Procedures for Lone Working

a) Before lone working

All workers must inform a named contact of:
- Where they are going
- Who they are meeting
- Estimated duration of the visit or session
Workers should have access to:
- A charged mobile phone
- Emergency contact numbers
- Personal safety items if required (e.g. alarm, flashlight)

b) During lone working

Workers should:
- Keep their phone accessible at all times
- Maintain regular check-ins if the session is over 2 hours
- Leave the premises or end the session if they feel unsafe
- Trust their instincts and prioritise their well-being

c) After lone working

Check back in with the nominated contact
Report any issues, incidents, or unexpected events to the Director
Record concerns using the Incident Report Form, where necessary

7. Emergency Procedures

In the event of an emergency:

Call 999 if there is immediate danger
If unresponsive at the agreed check-in time, the nominated contact will:
- Attempt to call the lone worker
- Escalate to emergency services if needed
- Notify a manager or director
Any incident or near miss will be reviewed to improve future safety

8. Responsibilities

Management will:

Provide training, resources, and support
Ensure risk assessments are kept up to date
Regularly review lone working practices

Lone workers must:

Follow all procedures and use check-in systems
Communicate clearly with management if concerns arise
Report any incident or difficulty honestly and without fear of blame

Volunteers and freelancers:

Will be included in all relevant risk planning
Will receive the same duty of care and support as staff

9. Wellbeing and Emotional Safety

We recognise that lone working can also impact emotional wellbeing, especially for trauma survivors or marginalised staff. We commit to:

Debriefing support after difficult sessions
Space to reflect on challenging interactions
Encouraging regular breaks and work-life balance
Adjusting roles or routes for workers who feel unsafe or anxious

To ensure all volunteers are valued, supported, and understand their roles.

Policy:

– Volunteers will receive induction and ongoing supervision.

– Roles are matched to each volunteer’s strengths, interests, and access needs.

– Volunteers are expected to uphold the values and code of conduct of the organization.

– Expenses may be reimbursed with prior agreement and receipts.

Lone Working Policy

Purpose:

To protect staff and volunteers working alone or in remote settings.

Policy:

– Lone workers must inform a designated contact of location and duration.

– Carry a charged phone and emergency contact info.

– Avoid lone in-person work with vulnerable clients unless risk assessed.

– Check-ins at agreed intervals are required.

Accessibility & Reasonable Adjustments Policy

Purpose:

To ensure equitable access for disabled and neurodivergent individuals.

Policy:

– We will make reasonable adjustments to services, communication, and venues.

– Sensory-friendly and mobility-accessible options are prioritized.

– Feedback on access needs is actively encouraged and responded to.

Health & Safety Policy

Purpose:

To provide a safe environment for clients, staff, volunteers, and dogs.

Policy:

– Risk assessments are conducted for venues, events, and activities.

– First aid kits and emergency procedures are in place.

– Incidents are recorded and reviewed for prevention.

– Dogs must be under control and not in distress or poor health.

Conflict of Interest Policy

Purpose:

To maintain trust and transparency in decision-making.

Policy:

– All staff must declare personal or financial interests relevant to the organization.

– Conflicted individuals must abstain from related decisions.

– Records of declarations are maintained securely.

Training & Supervision Policy

Purpose:

To support the development and wellbeing of staff and volunteers.

Policy:

– Training on safeguarding, dog welfare, inclusion, and disability rights is provided.

– Regular supervision sessions are scheduled to reflect and resolve challenges.

– Feedback is welcomed and used to improve practices.

Digital & Social Media Policy

Purpose:

To represent the organization positively and safely online.

Policy:

– Consent must be obtained before sharing images or quotes.

– Online content must align with the values of inclusion, respect, and positivity.

– No identifiable client info will be shared without written consent.

Environmental Sustainability Policy

Purpose:

To minimize our ecological footprint in operations and outreach.

Policy:

– We aim to reduce waste, travel emissions, and paper use.

– Materials and merchandise will be sourced sustainably where possible.

– Dog welfare remains primary—green practices will not compromise animal safety.

Safeguarding Policy

Pawsitive Action Leeds CIC
Safeguarding Policy
Policy Version: 2.0
Date Approved: 24/09/25
Review Date: 24/09/26

1. Policy Statement

Pawsitive Action Leeds CIC is committed to safeguarding and promoting the welfare of all individuals, especially children, young people, and adults at risk. We believe everyone has the right to live free from abuse, exploitation, and harm. We have a duty of care to protect those we support, our staff, volunteers, and the wider community.

Safeguarding is everyone’s responsibility. This policy outlines how we prevent, identify, report, and respond to concerns or incidents of abuse or neglect.

2. Scope

This policy applies to:

All staff, volunteers, directors, and contractors.
All activities are run by Pawsitive Action Leeds CIC.
All interactions with clients, members of the public, and other stakeholders.

It covers the safeguarding of:

Children and young people (under the age of 18)
Adults at risk (those who may need care and support, including disabled adults, neurodivergent individuals, or those with mental health needs)

3. Legal Framework

This policy aligns with:

Children Act 1989 and 2004
Working Together to Safeguard Children 2018
Care Act 2014
Safeguarding Vulnerable Groups Act 2006
The Equality Act 2010
Human Rights Act 1998

4. Our Safeguarding Principles

We work in an inclusive, accessible, trauma-informed, and person-centred way.
We treat all individuals with respect, empathy, and dignity.
We challenge discrimination, abuse, and exploitation wherever we see it.
We foster an organisational culture of openness, listening, and accountability.

5. Types of Abuse and Neglect

We recognise a wide range of abuse, including but not limited to:

Children and Adults at Risk

Physical abuse
Emotional abuse
Sexual abuse
Neglect and self-neglect
Financial or material abuse
Psychological abuse
Discriminatory abuse (including racism, ableism, homophobia, transphobia)
Organisational or institutional abuse
Domestic abuse
Online abuse or exploitation
Radicalisation or extremist influence

6. Preventative Measures

We will:

Ensure all staff and volunteers undergo safeguarding training.
Carry out appropriate DBS (Disclosure and Barring Service) checks.
Follow safe recruitment procedures.
Provide clear role boundaries and codes of conduct.
Use accessible communication methods for those with learning disabilities or neurodivergence.
Offer regular supervision, support, and whistleblowing channels.

7. Designated Safeguarding Lead (DSL)

Our Designated Safeguarding Lead (DSL) is:
Paws Kesby
Email: pawsitiveactionleeds@gmail.com
Phone: 0780 779 1616

In their absence, a Deputy DSL will take responsibility. All safeguarding concerns should be reported to the DSL as soon as possible.

8. Reporting Concerns

If you see or suspect abuse, you must:

Stay calm and listen carefully.
Reassure the person that they are being taken seriously.
Record the concern factually and clearly (date, time, what was said/seen).
Report the concern to the DSL immediately.
Never promise confidentiality – explain that information may need to be shared to keep people safe.

In an emergency, call 999.
To report a safeguarding concern out of hours, contact your local authority safeguarding team.

9. Confidentiality and Information Sharing

We will only share information on a “need to know” basis.
We comply with GDPR and Data Protection legislation.
If someone is at risk of serious harm, we may need to share information without consent.

10. Allegations Against Staff or Volunteers

All allegations against team members will be taken seriously and reported to the Local Authority Designated Officer (LADO). The individual may be suspended pending investigation.

11. Support for Survivors and Whistleblowers

We will signpost to or provide support for anyone who has experienced harm.
We will protect and support whistleblowers who report concerns in good faith.

12. Monitoring and Review

This policy will be reviewed annually or after a serious incident.
Feedback from staff, volunteers, and service users will be used to improve our safeguarding practice.

Approved by:
Paws Kesby – Director/Founder
P Kesby
24/09/2025

Terms and Conditions

Pawsitive Action Leeds CIC
Client Terms and Agreement
Version: 1.0
Date: 30/07/25
Review Date: 30/07/26

1. About Us

Pawsitive Action Leeds CIC is a community interest company that provides dog training, behaviour support, assistance dog mentoring, and inclusive education. We are led by disabled and neurodivergent people, and we prioritise trauma-informed, welfare-based, and affirming support for both humans and dogs.

2. Our Commitments to You

When you work with us, we will:

Treat you and your dog with respect, dignity, and care
Use force-free, ethical training methods
Offer support tailored to your needs, communication style, and goals
Provide a safe and inclusive space that affirms LGBTQ+ and disabled people
Keep your personal information safe and confidential
Be transparent about costs, boundaries, and what we can and cannot offer
Support your learning in an accessible and empowering way

3. Your Agreement with Us

By engaging with our services, you agree to:

Communicate openly and respectfully with staff and volunteers
Treat other participants, dogs, and staff with kindness and patience
Let us know about any access needs, concerns, or changes in circumstances
Follow force-free, welfare-focused guidance provided during training
Never use or promote aversive tools (e.g. prong, choke, or shock collars) during our sessions
Not replicate, share, or resell our materials without permission
Cancel or reschedule appointments with reasonable notice (see section 6)

4. Dog Welfare

We are committed to the well-being of all dogs. You agree to:

Monitor your dog’s health and avoid attending sessions if they are unwell or in distress
Let us know about any behavioural issues or previous incidents so we can support you safely
Never punish, physically force, or intimidate your dog during sessions
Prioritise your dog’s emotional and physical needs, including rest and decompression
Allow us to pause or reschedule a session if we believe a dog’s welfare is at risk

5. Access and Inclusion

We will always strive to make our services accessible to you. Please tell us about:

Any access needs, communication preferences, or adjustments
Pronouns or language
Anything that would help you feel safer and more comfortable

We do not require formal diagnoses for access needs to be recognised and supported.

6. Cancellations and Missed Sessions

We understand that life happens. If you need to cancel or reschedule:

Please give us at least 24 hours’ notice
Cancellations with less than 24 hours’ notice may not be refunded (except in cases of emergency, illness, or disability-related access needs)
No-shows without contact may result in losing your booking

If we need to cancel or reschedule, we will contact you as early as possible and offer an alternative.

7. Payments and Refunds

Payment details and rates will be clearly provided before booking
Payments must be made in advance unless otherwise agreed
Refunds will only be issued in line with our cancellation policy
If you are in financial hardship, we may be able to offer reduced rates or payment plans where funding allows

8. Confidentiality and Privacy

We will keep your personal information confidential and secure
We follow our [Data Protection Policy] and only collect necessary information
You can request to see or delete your data at any time
We will not share your information unless required by law or safeguarding concerns

We may ask to share anonymised learning from your case to improve services — you can opt out at any time.

9. Photos, Videos, and Content

We may ask to take photos or videos for training records or promotional materials
We will always request your consent in writing or verbally beforehand
You can decline or withdraw consent at any time without explanation
We will never use your name, dog’s name, or identifiable details without permission

10. Ending or Pausing Support

You can choose to pause or end support at any time. We may choose to end support if:

A dog’s welfare or safety is repeatedly compromised
There is abusive, threatening, or discriminatory behaviour
Our services are no longer the right fit for your needs

We will always aim to end support respectfully, offer clear communication, and signpost alternative services where possible.

11. Feedback and Complaints

We welcome feedback of all kinds. If you have a concern or complaint:

Speak to a staff member, or email [Insert Email]
We will respond within 5 working days
All complaints are taken seriously and handled sensitively

You can request a copy of our full Complaints Policy at any time.

12. Agreement and Consent

By signing below (or confirming verbally/by email), you confirm that:

You have read and understood this agreement
You agree to follow the terms set out
You understand your rights and how to ask for support or changes

Client Name: _________________________________
Dog’s Name (if applicable): ____________________
Signature: ____________________________________
Date: ________________________________________

Staff Signature: ________________________________
Date: ________________________________________

Training & Supervision Policy

Pawsitive Action Leeds CIC
Training & Supervision Policy
Policy Version: 1.0
Date Approved: 30/07/25
Review Date: 30/07/26

1. Policy Statement

At Pawsitive Action Leeds CIC, we believe that consistent training and supervision are essential for maintaining safe, effective, and inclusive services. We are committed to supporting all staff, volunteers, and contractors to grow in confidence, competence, and wellbeing within their roles.

This policy outlines how we ensure that everyone representing the organisation receives clear guidance, opportunities to develop, and regular, supportive supervision.

2. Scope

This policy applies to:

All employees, volunteers, freelance trainers, and contractors
Directors and team leads with supervision responsibilities
All services and programmes delivered under the name of Pawsitive Action Leeds CIC

It supports our wider commitment to:

Person-centred and disability-led services
Neurodivergent-affirming and anti-oppressive practice
Dog welfare and ethical training methods
Safe and empowering work environments

3. Aims of Training and Supervision

We aim to:

Provide the knowledge, skills, and confidence needed to deliver excellent services
Ensure clear expectations, boundaries, and responsibilities in each role
Offer emotional and practical support, particularly for trauma-exposed or frontline work
Identify training needs and provide opportunities for development
Reflect on practice in a safe, supportive environment

4. Training Provision

All staff and volunteers will receive:

A structured induction tailored to their role
Mandatory training, including:
- Safeguarding (adults and children)
- Equality, diversity, and inclusion
- Health & safety
- Lone working and risk awareness
- Confidentiality and data protection
- Dog welfare and force-free training principles (where relevant)
Role-specific training (e.g. working with assistance dogs, trauma-informed practice)
Access to ongoing CPD (Continuing Professional Development) opportunities, including workshops, reading, reflective sessions, and external training as budget allows

Training will be:

Delivered in accessible formats (e.g. Easy Read, verbal walkthroughs, visual guides)
Available remotely or in-person where needed
Logged and reviewed regularly for compliance and learning needs

5. Supervision Structure

a) Staff and Freelancers

Will receive formal 1-to-1 supervision at least every 6–8 weeks
Supervision will include:
- Case discussions (as appropriate)
- Reflections on work and wellbeing
- Skills and development planning
- Opportunities to raise concerns or needs

b) Volunteers

Will receive informal check-ins at least monthly
New volunteers will receive a designated supervisor or mentor
Supervision will be tailored to the individual’s communication, energy, and learning style

c) Peer and Reflective Support

We encourage reflective practice, peer mentoring, and non-hierarchical knowledge sharing
Group debriefs or reflective spaces may be offered after challenging events, workshops, or dog-related incidents

6. Performance and Conduct

Any concerns raised during supervision will be handled respectfully and constructively
Training needs or gaps in knowledge will be met with support and access to resources
Where additional support is needed, we will create a development or support plan collaboratively
If serious or repeated concerns arise, our Disciplinary Policy will be followed

7. Accessibility and Inclusion in Supervision

We recognise that disabled, neurodivergent, chronically ill, and marginalised people may need:

Flexible formats (e.g. written instead of verbal, shorter sessions, rest breaks)
Adjusted supervision frequency or environment
Specific support around executive functioning, communication, or self-advocacy
Trauma-informed approaches that avoid coercion or blame

All supervision and training will be adapted to meet individual access needs and learning preferences.

8. Recording and Monitoring

Records of all training and supervision sessions will be kept confidentially and securely
Staff and volunteers will be invited to review and contribute to their own supervision notes
A Training & Supervision Log will be maintained and reviewed annually

9. Review and Continuous Improvement

Feedback from staff and volunteers will shape future training and support
Training content will be updated regularly based on new legislation, best practice, and lived experience
This policy will be reviewed annually or after any major organisational changes

Approved by:
Paws Kesby – Director/CEO
P Kesby
30/07/25

Volunteer Policy

Volunteer Policy

Pawsitive Action Leeds CIC

Date: 30/07/25

Review Date: 30/07/26

—

Introduction

At Pawsitive Action Leeds CIC, volunteers are an essential part of our community. We are committed to creating inclusive, accessible, and meaningful volunteering opportunities that support our mission to empower disabled people through positive, ethical dog training and support.

This policy outlines our approach to recruiting, supporting, and recognising volunteers, and sets out the standards we follow to ensure a safe, respectful, and rewarding volunteering experience for everyone involved.

—

Statement of Values

We are committed to:

Inclusivity and accessibility for all, including LGBTQ+ and disabled people.

Ethical and welfare-focused training and support for both people and dogs.

Creating a supportive, empowering environment where volunteers can grow and thrive.

Prioritising safeguarding, safety, and wellbeing at all times.

—

Who is a Volunteer?

Volunteers are individuals who give their time, skills, and enthusiasm freely to support our work without payment or obligation. They are not employees and do not have a contract of employment.

—

Volunteer Roles

Volunteers may support us in a range of areas including:

Supporting training sessions or events

Helping with community outreach or awareness

Providing admin, digital, or creative support

Supporting disabled service users

Dog walking or handling (under supervision)

All volunteer roles will have a clear, written Volunteer Role Description.

—

Recruitment and Selection

We aim to make volunteering accessible to everyone. Our recruitment process includes:

An informal application form

An informal chat or interview

Matching people with suitable roles based on interests, skills, access needs, and availability

Requesting references where appropriate

DBS checks where legally required (e.g., working with vulnerable people)

We will make reasonable adjustments to support volunteers with access needs.

—

Induction and Training

All volunteers will receive:

A warm welcome and induction to our organisation

Information about our values, policies, and safeguarding procedures

Role-specific training and support

Ongoing supervision and a named contact

Training may include areas such as:

Disability awareness

Dog welfare and handling

Safeguarding

Health & safety

Communication skills

—

Supervision and Support

Volunteers will have a named contact or supervisor to offer guidance, check in regularly, and provide support. We aim to create a collaborative, open environment where volunteers feel comfortable to ask questions, raise concerns, and celebrate successes.

—

Volunteer Expenses

We will reimburse reasonable out-of-pocket expenses including:

Travel costs (bus fare, mileage)

Agreed meal or refreshment costs during long shifts

Other agreed expenses related to the role

All claims must be supported with receipts and submitted via our Volunteer Expenses Form.

—

Health, Safety, and Insurance

We are committed to keeping everyone safe. Volunteers are covered by our:

Public liability insurance

Employer’s liability insurance (which includes volunteers)

Volunteers must:

Follow all safety guidance and risk assessments

Report any incidents, near misses, or concerns promptly

Never undertake activities they are not trained or comfortable doing

—

Safeguarding

We take safeguarding seriously. Volunteers will:

Receive safeguarding training appropriate to their role

Be expected to follow our Safeguarding Policy

Raise concerns immediately if they witness or experience abuse or harm

DBS checks will be required for roles involving unsupervised contact with vulnerable people.

—

Equality, Diversity, and Inclusion

We are a proudly inclusive organisation. We welcome volunteers from all backgrounds and are committed to:

Being anti-discriminatory

Providing accessible communication and support

Making adjustments for disabled and neurodivergent volunteers

Celebrating difference and encouraging diverse voices

—

Problem-Solving and Complaints

We aim to deal with any concerns quickly and fairly. If a volunteer has a concern or issue:

They should speak to their named supervisor.

If unresolved, it can be escalated to the Director or another senior contact.

In the rare event a volunteer’s behaviour breaches our values or policies, we may need to review or end the placement following a fair and supportive process.

—

Confidentiality and Data Protection

Volunteers must respect the confidentiality of clients, staff, and fellow volunteers. All personal information will be stored securely and used in line with our Data Protection Policy and GDPR.

—

Ending the Volunteering Relationship

Volunteers can end their role at any time. We encourage an informal debrief or exit chat so we can reflect on the experience and learn from it.

We will always recognise the contribution made and say thank you.

—

Review and Updates

This policy will be reviewed annually or in response to changes in legislation or organisational need.

—

Signed:

Paws Kesby – Director/CEO

P Kesby

Date: 30/07/25