Terms And Condition & Policies

Safeguarding Policy

Our commitment to protecting children, young people, and vulnerable adults across all Neuro-SEED services.

Special Education & Therapy Agreement

Terms and responsibilities for clients, parents, and carers engaging with our education and therapy services.

Volunteer Agreement

Expectations, responsibilities, and conduct guidelines for volunteers working with Neuro-SEED Ltd.

Data Protection & GDPR Policy

How we collect, store, and protect personal data in line with UK GDPR and the Data Protection Act 2018.

Safer Recruitment Policy

Our recruitment practices to ensure the safety and welfare of children, young people, and vulnerable adults.

Neuro-SEED Ltd Safeguarding Policy

1. Statement of Commitment

At Neuro-SEED Ltd, we are committed to safeguarding and promoting the welfare of all children, young people, and vulnerable adults who access our services. This includes those attending special educational provision, play groups, psychotherapy sessions, neurofeedback therapies, and family support services.

We recognise that safeguarding is everyone’s responsibility. All staff, volunteers, and practitioners have a duty to act in the best interests of individuals, ensuring they are protected from harm, abuse, neglect, and exploitation.

2. Legal and Practice Framework

Our safeguarding approach is informed by UK legislation and guidance, including:

Children Act 1989 and Children Act 2004
Care Act 2014 (for vulnerable adults)
Safeguarding Vulnerable Groups Act 2006
Data Protection Act 2018
Working Together to Safeguard Children (latest version)

We also follow local safeguarding partnership procedures relevant to the boroughs in which we operate.

3. Scope

This policy applies to:

All employees, contractors, and volunteers
All services delivered by Neuro-SEED Ltd
All children, young people, families, and vulnerable adults accessing our provision

4. Definitions

Safeguarding means:

Protecting individuals from abuse and neglect
Preventing harm to health or development
Ensuring safe and effective care
Taking action to enable the best outcomes

Vulnerable adults are individuals aged 18 or over who may be unable to protect themselves due to care, support, or mental health needs.

5. Roles and Responsibilities

Designated Safeguarding Lead (DSL)

Neuro-SEED Ltd appoints a Designated Safeguarding Lead (Dr D Derya Durmaz) responsible for overseeing safeguarding across all services.

The DSL will:

Act as the main point of contact for safeguarding concerns
Liaise with local authority safeguarding teams, police, and health services
Ensure all staff receive safeguarding training
Maintain secure and accurate safeguarding records
Review and update safeguarding procedures

A Deputy DSL (Eda Haskaya) will be available when the DSL is not present.

6. Safeguarding Principles

We will:

Place the safety and wellbeing of individuals at the centre of all decisions
Treat all individuals with dignity, respect, and fairness
Create a safe and inclusive environment
Recognise and respond to signs of abuse or neglect
Work collaboratively with families and professionals
Share information appropriately to protect individuals
Maintain professional boundaries at all times

We recognise that individuals with SEND, mental health needs, or social vulnerabilities may be at increased risk.

7. Types of Abuse

We recognise the following forms of abuse:

Physical abuse
Emotional or psychological abuse
Sexual abuse
Neglect
Financial or material abuse (adults)
Domestic abuse
Exploitation (including child sexual exploitation and criminal exploitation)
Peer-on-peer abuse
Abuse linked to culture or belief (e.g. honour-based abuse, FGM)

Staff are trained to identify both obvious and subtle indicators of harm.

8. Responding to Safeguarding Concerns

All concerns must be taken seriously.

If a concern arises:

Ensure immediate safety of the individual
Listen carefully and do not ask leading questions
Do not promise confidentiality
Record the concern factually and promptly
Report to the DSL immediately

The DSL will:

Assess the level of risk
Decide whether to refer to children’s social care, adult safeguarding, or the police
Take appropriate protective action

In emergencies, staff must contact emergency services directly.

9. Information Sharing and Confidentiality

Information will be:

Shared on a need-to-know basis
Stored securely in line with the Data Protection Act 2018
Shared without consent if necessary to protect an individual from harm

10. Safer Recruitment and Staff Conduct

We are committed to safe recruitment practices:

All staff will undergo enhanced DBS checks
References will be obtained before employment
Staff will receive safeguarding training at induction and regularly thereafter

All staff must:

Maintain professional boundaries
Follow the staff code of conduct
Report any concerns about colleagues (whistleblowing)

11. Working with External Agencies

We will work in partnership with:

Local authority safeguarding teams
Health professionals
Police and emergency services
Other relevant agencies

Referrals will be made promptly when concerns meet safeguarding thresholds.

12. Monitoring and Review

This policy will be reviewed annually or sooner if required.

We will ensure:

Staff remain informed of updates
Safeguarding practices are regularly reviewed
Continuous improvement in safeguarding standards

13. Reporting Concerns About This Policy

If any individual believes safeguarding standards are not being upheld, they must report concerns to the DSL or senior management immediately.

Neuro-SEED Ltd – Special Education and Therapy Agreement

This agreement is made between Neuro-SEED Ltd and the parent(s)/carer(s) or individual client attending arranged special education and or other psychotherapy or neurofeedback therapy sessions.

The purpose of this agreement is to protect the rights, responsibilities, and interests of the child/children, adolescents, and adults, their families (where applicable), and Neuro-SEED Ltd, and to ensure clarity in the delivery of services.

1. Structure of Services and Recommended Frequency

Following the initial assessment, Neuro-SEED Ltd will recommend an appropriate programme of support based on individual needs. To ensure effective progress, the following minimum session frequencies are expected:

Special Educational Needs (SEN) provision: Minimum of four sessions per week
Neurofeedback therapy: Minimum of 2–3 sessions per week
Psychotherapy or counselling: Typically, one session per week, which may, where appropriate, be offered on a fortnightly basis

These recommendations are based on best practice and are designed to support consistency and measurable progress. Any variation from these frequencies will be discussed and agreed between Neuro-SEED Ltd and the parent(s)/carer(s) or client.

2. Responsibilities of Neuro-SEED Ltd

Neuro-SEED Ltd agrees to:

Following the initial assessment, therapists will plan and deliver appropriate therapy tailored to the individual needs of the child/children, adolescents, or adults. After approximately three weeks (this could be typically 12–15 sessions for special education needs packages), progress will be reviewed. If the selected therapy is not effective, clients or parents/carers will be informed and alternative approaches will be recommended.
In the event that a therapist is unable to attend a scheduled session, Neuro-SEED Ltd will ensure that the session is rearranged. Wherever possible, a minimum of 24 hours’ notice will be provided, or at least by 7:00 pm on the day prior to the session. If a session is missed due to the fault of Neuro-SEED Ltd or the therapist, and the client or family has attended as scheduled, one complimentary session will be offered.
Comply with all relevant UK laws, regulations, and safeguarding requirements relating to children, adolescents, and vulnerable adults. Copies of policies, including safeguarding and health and safety, will be made available upon request.

3. Responsibilities of Parents/Carers and Clients

Parents/carers and adult clients agree to:

Provide a minimum of 24 hours’ notice if a session needs to be cancelled. Sessions cancelled with less than 24 hours’ notice will be charged in full.
Following agreement of the therapy plan after the initial meeting, payment for sessions must be made in advance in accordance with the agreed schedule. Review meetings will be offered approximately every two months to discuss progress and adjust support where necessary.
Ensure regular attendance at sessions. Consistent attendance is essential for effective progress. Neuro-SEED Ltd cannot accept responsibility for reduced outcomes resulting from irregular attendance.
Where consent is given, short videos or photographs may be taken during sessions for developmental feedback. These will be shared securely via approved platforms such as Tapestry or WhatsApp. A signed media consent form is required.
Not directly employ or privately engage Neuro-SEED Ltd therapists outside of the organisation. Any such action may result in termination of services.

4. Agreement Confirmation

By signing below, all parties confirm that they have read, understood, and agree to the terms outlined in this agreement.

Neuro-SEED Representative
Name: ______________________________
Signature: __________________________
Date: ______________________________

Client Name (Child/Adolescent/Adult): __________________________

Parent/Carer Name (if applicable): __________________________
Signature: ________________________________________________
Date: _____________________________________________________

5. Attendance, Late Arrival, Cancellation and Refund Policy

5.1 Late Arrival

If a client or parent/carer arrives late, the session will still end at the scheduled time.
The full session fee remains payable.
Where possible, therapists will use the remaining time effectively; however, the full session duration cannot be extended.

5.2 Cancellation by Clients / Parents

A minimum of 24 hours’ notice is required to cancel or rearrange a session.
Cancellations made with at least 24 hours’ notice will not be charged.
Cancellations made with less than 24 hours’ notice will be charged at the full session rate.

This policy reflects the need to allocate professional time and resources effectively.

5.3 Non-Attendance (No-Show)

Failure to attend a scheduled session without prior notice will be treated as a no-show.
No-show sessions are non-refundable and fully chargeable.

Repeated non-attendance may result in:

Review of the therapy plan
Adjustment or withdrawal of allocated session times

5.4 Cancellation by Neuro-SEED Ltd

If Neuro-SEED Ltd cancels a session due to therapist unavailability or operational reasons, the session will be:
Rearranged at a mutually convenient time, or
Credited/refunded if rescheduling is not possible
If a session is missed due to Neuro-SEED Ltd error and the client attends as scheduled, a complimentary session will be offered.

5.5 Refund Policy

Fees paid in advance are non-refundable once sessions have been booked and scheduled, except in the following circumstances:
Where Neuro-SEED Ltd is unable to deliver the agreed service
Where a session is cancelled by Neuro-SEED Ltd and cannot be rescheduled
Where required under applicable consumer protection law

Refunds, where applicable, will be processed within a reasonable timeframe.

5.6 Exceptional Circumstances

We recognise that emergencies may occur. In exceptional cases (e.g. sudden illness, unforeseen circumstances), Neuro-SEED Ltd may, at its discretion:

Waive cancellation fees, or
Offer a rescheduled session

Such decisions will be made on a case-by-case basis.

Neuro-SEED Ltd – Volunteer Agreement

1. Introduction

At Neuro-SEED Ltd, our mission is to support the delivery of high-quality care, special educational provision, therapeutic services, and learning opportunities for children, adolescents, and adults.

We welcome and value the contribution of volunteers. This agreement outlines the expectations and responsibilities of both the volunteer and Neuro-SEED Ltd.

This agreement is binding in honour only. It is not intended to be a legally binding contract and does not create an employment relationship.

2. Professional Conduct and Boundaries

To protect clients, families, staff, and the organisation, volunteers must maintain clear professional boundaries at all times.

Volunteers must NOT:

Exchange personal contact details (phone numbers, social media, email addresses) with clients, children, adolescents, adults, or their families.
Develop personal or private relationships with clients outside of the organisation.
Attempt to take clients, families, or service users to another organisation or private practice.
Approach or contact Neuro-SEED clients for professional or personal services after leaving, for a period of 12 months.
Attempt to recruit Neuro-SEED staff or volunteers for other organisations or businesses.
Make defamatory or harmful statements about Neuro-SEED Ltd, its staff, or its services.

Failure to comply with the above may result in:

Immediate termination of the volunteer role
Further action where appropriate, including legal action if there is evidence of misconduct, breach of confidentiality, or harm to the organisation

3. References and Safeguarding Checks

Volunteers are required to:

Provide two referees
Undergo a Disclosure and Barring Service (DBS) check where required

4. Role of the Volunteer

Volunteer duties may include:

Supporting play activities indoors and outdoors
Assisting with preparation and organisation of learning environments
Helping to maintain a clean, safe, and organised setting
Cleaning and maintaining toys, equipment, and resources

All tasks will be carried out under supervision.

5. What You Can Expect from Neuro-SEED Ltd

Neuro-SEED Ltd will provide:

An induction to the organisation and your role
Appropriate training and ongoing support
Opportunities to develop skills where possible
A named supervisor for guidance and regular check-ins
A review of your role after an agreed period (e.g. 3–6 months)
Appropriate insurance cover while undertaking authorised volunteering duties

6. What We Expect from You

Volunteers are expected to:

Commit to agreed times and responsibilities
Inform the organisation as early as possible if unable to attend
Follow instructions and guidance from staff
Act professionally and respectfully at all times

7. Confidentiality

During your volunteering, you may have access to confidential information relating to:

Clients (children, adolescents, adults)
Families
Staff
Organisational processes

You must:

Keep all information confidential
Not share or use information outside of your role
Only disclose information if required by law or safeguarding procedures

8. Policies

Volunteers must comply with all Neuro-SEED Ltd policies, including:

Safeguarding
Health and Safety
Equality and Inclusion
Whistleblowing
Data Protection

These policies will be made available during induction.

9. Feedback and Support

Volunteers are encouraged to:

Share ideas for improvement
Raise concerns or difficulties with their supervisor
Engage in regular discussions about their role

Supervisors will also provide feedback where necessary.

10. Ending the Agreement

This agreement may be ended by either the volunteer or Neuro-SEED Ltd at any time, with or without notice.

11. Additional Training Agreements (if applicable)

Where Neuro-SEED Ltd provides funded training, separate conditions may apply. These will be clearly outlined and agreed in writing where relevant.

12. Agreement Confirmation

I confirm that I have read, understood, and agree to the terms of this Volunteer Agreement.

Volunteer Name: _______________________________________
Signature: _____________________________________________
Date: _________________________________________________

On behalf of Neuro-SEED Ltd
Name: _________________________________________________
Signature: _____________________________________________
Date: _________________________________________________

Neuro-SEED Ltd – Safer Recruitment Policy

1. Statement of Commitment

Neuro-SEED Ltd is committed to safeguarding and promoting the welfare of children, adolescents, and vulnerable adults. We expect all staff, contractors, and volunteers to share this commitment.

We recognise that safer recruitment practices are essential to prevent unsuitable individuals from working with vulnerable groups. All recruitment processes are designed to identify, deter, and reject individuals who may pose a risk.

2. Legal Framework

This policy is informed by UK legislation and guidance, including:

Safeguarding Vulnerable Groups Act 2006
Children Act 1989 and Children Act 2004
Care Act 2014
Data Protection Act 2018

3. Scope

This policy applies to recruitment of:

Special Educational Needs (SEN) staff
Psychologists and neuropsychologists
Administrative staff
Volunteers and contractors

4. Safer Recruitment Principles

Neuro-SEED Ltd will:

Promote safeguarding in all recruitment materials
Ensure all candidates are treated fairly and consistently
Carry out appropriate background checks
Verify identity, qualifications, and experience
Maintain clear records of recruitment decisions

5. Recruitment Process

5.1 Job Descriptions and Person Specifications

Each role will include:

Clear responsibilities
Required qualifications and experience
Safeguarding responsibilities

5.2 Advertising

All job adverts will:

Include a safeguarding statement
State that enhanced DBS checks are required
Highlight commitment to safeguarding

5.3 Application and Shortlisting

Candidates must complete a formal application (CV alone is not sufficient)
Employment history must be checked for gaps or inconsistencies
Any concerns will be explored at interview

5.4 Interviews

At least one interviewer will have safeguarding awareness
Questions will assess suitability to work with vulnerable individuals, professional boundaries, and safeguarding understanding
Identity documents will be checked at interview

6. Pre-Employment Checks

All successful candidates must complete the following checks before starting:

6.1 Identity Verification

Valid photo ID and proof of address

6.2 DBS Checks

Enhanced Disclosure and Barring Service (DBS) check required
Where applicable, checks against barred lists

6.3 References

Minimum of two references, including the most recent employer
References must be obtained directly and verified

6.4 Qualifications and Professional Registration

Verification of relevant qualifications
For psychologists/neuropsychologists: Registration with Health and Care Professions Council (HCPC) where applicable
Ongoing professional registration must be maintained

6.5 Right to Work in the UK

Verified in line with immigration requirements

6.6 Health Declaration

Confirmation of fitness to carry out the role

7. Role-Specific Requirements

7.1 SEN Staff

Experience working with children or individuals with additional needs
Understanding of safeguarding and behaviour support

7.2 Psychologists / Neuropsychologists

Relevant degree and professional training
Registration with appropriate regulatory body (e.g. HCPC)
Adherence to professional ethical standards

7.3 Administrative Staff

May have access to sensitive data
Must understand confidentiality and data protection responsibilities

8. Induction and Training

All new staff will receive:

Safeguarding training at induction
Ongoing safeguarding updates
Clear guidance on reporting concerns

9. Probation Period

All new staff will be subject to a probation period, during which:

Performance and conduct will be monitored
Suitability to work with vulnerable individuals will be assessed

10. Ongoing Suitability

Neuro-SEED Ltd will:

Encourage staff to disclose any changes affecting suitability
Carry out DBS re-checks where appropriate
Monitor professional conduct

11. Record Keeping

Recruitment records will be:

Stored securely
Maintained in line with the Data Protection Act 2018
Accessible only to authorised personnel

12. Concerns and Allegations

Any concerns about a staff member’s suitability will be:

Taken seriously
Reported to the Designated Safeguarding Lead
Managed in line with safeguarding procedures

13. Policy Review

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

Terms And Condition & Policies

Safeguarding Policy

Special Education & Therapy Agreement

Volunteer Agreement

Data Protection & GDPR Policy

Safer Recruitment Policy

Neuro-SEED Ltd Safeguarding Policy

1. Statement of Commitment

2. Legal and Practice Framework

3. Scope

4. Definitions

5. Roles and Responsibilities

Designated Safeguarding Lead (DSL)

6. Safeguarding Principles

7. Types of Abuse

8. Responding to Safeguarding Concerns

9. Information Sharing and Confidentiality

10. Safer Recruitment and Staff Conduct

11. Working with External Agencies

12. Monitoring and Review

13. Reporting Concerns About This Policy

Neuro-SEED Ltd – Special Education and Therapy Agreement

1. Structure of Services and Recommended Frequency

2. Responsibilities of Neuro-SEED Ltd

3. Responsibilities of Parents/Carers and Clients

4. Agreement Confirmation

5. Attendance, Late Arrival, Cancellation and Refund Policy

5.1 Late Arrival

5.2 Cancellation by Clients / Parents

5.3 Non-Attendance (No-Show)

5.4 Cancellation by Neuro-SEED Ltd

5.5 Refund Policy

5.6 Exceptional Circumstances

Neuro-SEED Ltd – Volunteer Agreement

1. Introduction

2. Professional Conduct and Boundaries

3. References and Safeguarding Checks

4. Role of the Volunteer

5. What You Can Expect from Neuro-SEED Ltd

6. What We Expect from You

7. Confidentiality

8. Policies

9. Feedback and Support

10. Ending the Agreement

11. Additional Training Agreements (if applicable)

12. Agreement Confirmation

Neuro-SEED Ltd – Data Protection and GDPR Policy

1. Introduction

2. Scope

3. Types of Data We Collect

4. Lawful Basis for Processing

5. How We Use Personal Data

6. Data Sharing

7. Data Storage and Security

8. CCTV Use

9. Data Retention

10. Individual Rights

11. Data Breaches

12. Responsibilities

13. Policy Review

14. Contact

Neuro-SEED Ltd – Safer Recruitment Policy

1. Statement of Commitment

2. Legal Framework

3. Scope

4. Safer Recruitment Principles

5. Recruitment Process

5.1 Job Descriptions and Person Specifications

5.2 Advertising

5.3 Application and Shortlisting

5.4 Interviews

6. Pre-Employment Checks

6.1 Identity Verification

6.2 DBS Checks

6.3 References

6.4 Qualifications and Professional Registration

6.5 Right to Work in the UK

6.6 Health Declaration

7. Role-Specific Requirements

7.1 SEN Staff