Policies

Privacy and Data Protection Policy
Policy Version: 1.0
Effective Date: 1st January 2026
Review Date: 1st January 2027

1. Policy Statement
LJR Hair & Beauty Academy is committed to protecting the privacy
and personal information of all students, staff, apprentices, clients,
visitors, contractors, and business partners. We process personal
data fairly, lawfully, transparently, and securely in accordance with
the UK General Data Protection Regulation (UK GDPR), the Data
Protection Act 2018, and other applicable legislation.
This policy explains how we collect, use, store, share, and protect
personal information.

2. Scope
This policy applies to all:
Employees
Apprentices
Students and learners
Clients receiving salon or training services
Job applicants
Contractors and suppliers
Visitors to our premises
Users of our website and social media platforms

3. Data Controller
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LJR Hair & Beauty Academy is the Data Controller responsible for
determining how personal information is processed.
For any data protection enquiries, please contact:
LJR Hair & Beauty Academy
Email: info@ljracademy.co.uk
Telephone: 01277 622730
Address: 103 high street - Billericay - Essex - CM12 9AJ

4. Information We Collect
We may collect the following personal information:
Student Information
Name
Address
Date of birth
Email address
Telephone number
Emergency contact details
Attendance records
Assessment and qualification records
Learning support requirements
Identification documents where required
Apprenticeship and funding information
Client Information
Name
Contact details
Appointment history
Consultation records
Medical information relevant to treatments
Patch test records
Treatment history
Photographs (with consent)
Employee Information
Contact details
Payroll information
National Insurance number
Bank details
Qualifications
Right to work documentation
Performance records
Training records
Website Information
When visiting our website, we may collect:
IP address
Browser type
Device information
Cookies
Website usage information

5. Lawful Basis for Processing
We process personal data under one or more of the following lawful
bases:
Consent
Performance of a contract
Compliance with legal obligations
Legitimate interests
Protection of vital interests
Public task where applicable

6. How We Use Personal Information
We use personal information to:
Deliver education and training
Manage enrolments
Deliver apprenticeship programmes
Book appointments
Maintain learner records
Process qualifications
Communicate with students and clients
Process payments
Manage employment
Meet legal and regulatory obligations
Improve our services
Maintain health and safety
Prevent fraud
Respond to enquiries

7. Special Category Data
Where necessary, we may process special category data including:
Medical information
Allergies
Disabilities
Learning support needs
This information is processed only where necessary and with
appropriate safeguards.

8. Sharing Personal Information
We only share personal information where necessary.
This may include:
Awarding organisations
Apprenticeship providers
Funding bodies
Examination boards
HM Revenue & Customs
Regulatory authorities
Professional advisers
IT service providers
Payment providers
Insurance providers
Emergency services where required by law
We never sell personal data to third parties.

9. Data Security
LJR Hair & Beauty Academy takes appropriate technical and
organisational measures to protect personal information, including:
Secure password protection
Controlled access to records
Locked filing systems
Secure cloud storage
Staff data protection training
Anti-virus and cyber security measures
Secure disposal of confidential information

10. Data Retention
We retain personal information only for as long as necessary.
Typical retention periods include:
Student records: In accordance with awarding organisation and
legal requirements
Employee records: Up to six years after employment ends (or
longer where legally required)
Financial records: Six years
Client consultation records: In accordance with insurance and
legal requirements
CCTV footage (if applicable): Normally up to 30 days unless
required for investigation
Records are securely destroyed when no longer required.

11. Individual Rights
Under UK GDPR, individuals have the right to:
Be informed
Access their personal information
Request correction of inaccurate information
Request deletion where appropriate
Restrict processing
Object to processing
Request data portability where applicable
Withdraw consent where consent is the lawful basis
Requests should be submitted in writing to the academy.

12. Subject Access Requests
Individuals may request a copy of their personal information.
Requests will normally be responded to within one calendar month.
Proof of identity may be required before information is released.

13. Cookies
Our website may use cookies to:
Improve website performance
Analyse visitor behaviour
Enhance user experience
Users may manage cookie preferences through their browser
settings.

14. Marketing
We will only send marketing communications where we have an
appropriate lawful basis.
Individuals may unsubscribe from marketing communications at any
time.

15. Photography and Video
Photographs and videos may be taken for:
Student portfolios
Assessments
Promotional materials
Social media
Website content
Where required, consent will be obtained before images are used
for marketing purposes.
Individuals may withdraw consent at any time.

16. Data Breaches
Any personal data breach will be investigated promptly.
Where required, breaches will be reported to the Information
Commissioner's Office (ICO) within the statutory timescales and
affected individuals will be informed where there is a high risk to
their rights and freedoms.

17. Staff Responsibilities
All employees are responsible for:
Maintaining confidentiality
Protecting personal information
Following this policy
Reporting suspected data breaches immediately
Completing data protection training
Failure to comply may result in disciplinary action.

18. Complaints
If you are unhappy with how your personal information has been
handled, please contact LJR Hair & Beauty Academy in the first
instance.
If you remain dissatisfied, you may contact the Information
Commissioner's Office (ICO).

19. Policy Review
This policy will be reviewed annually or sooner if legislation
changes or operational requirements make revision necessary.
Policy Approval
Approved by: M Rogers
Position: Director

Safeguarding Policy

1. Policy Statement
LJR Academy is committed to providing a safe, supportive, inclusive
and respectful learning environment where every learner feels
valued and protected from harm.
We recognise that safeguarding is everyone's responsibility and are
committed to promoting the welfare of all learners aged 16 years
and above, including those who may be vulnerable due to age,
disability, mental health, additional learning needs or personal
circumstances.
Our academy has a duty to safeguard learners, staff, contractors and
visitors by creating an environment where concerns are identified
early and acted upon appropriately.
This policy applies to:
All staff (employed and self-employed)
Tutors and assessors
Volunteers
Contractors
Visitors
Learners
Apprentices (where applicable)
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2. Aims
LJR Academy aims to:
Protect learners from abuse, neglect, exploitation and harm.
Promote learners' physical, emotional and mental wellbeing.
Provide clear procedures for reporting safeguarding concerns.
Ensure all staff understand their safeguarding responsibilities.
Work collaboratively with parents/carers (where appropriate),
employers and statutory agencies.
Maintain a culture of openness where learners feel safe to
speak up.

3. Legal Framework
This policy has been developed with reference to:
Keeping Children Safe in Education (KCSIE) (latest edition)
Working Together to Safeguard Children
Children Act 1989 and 2004
Care Act 2014
Equality Act 2010
Human Rights Act 1998
Data Protection Act 2018
UK GDPR
Prevent Duty Guidance
Counter-Terrorism and Security Act 2015
Sexual Offences Act 2003

4. Scope
This policy covers:
Learners aged 16–17 (children in law)
Adult learners aged 18+
Apprentices
Work placements
Academy premises
Off-site learning
Online learning
Educational visits
Social media interactions relating to academy activity

5. Definitions
Safeguarding means:
Protecting children and vulnerable adults from abuse.
Preventing impairment of health or development.
Ensuring learners grow and learn in safe environments.
Taking action to enable the best possible outcomes.
Abuse may include:
Physical abuse
Emotional abuse
Sexual abuse
Neglect
Financial abuse
Domestic abuse
Online abuse
Exploitation
Radicalisation
Modern slavery
Forced marriage
Female Genital Mutilation (FGM)
Honour-based abuse
County Lines exploitation

6. Designated Safeguarding Lead (DSL)
LJR Academy will appoint a Designated Safeguarding Lead (DSL)
responsible for:
Managing safeguarding concerns.
Liaising with Local Authority safeguarding teams.
Making referrals where necessary.
Maintaining confidential safeguarding records.
Supporting learners.
Coordinating safeguarding training.
Monitoring safeguarding practice across the academy.
Designated Safeguarding Lead for all apprentices training with
ATS
Name: Charlotte Yaxley
Position: Designated Safeguarding Lead for ATS
Email: charlotte@positiveachievement.co.uk
Telephone: 07818498912
Designated Safeguarding Lead for LJR Academy
Name: Lauren Vinicombe
Position: Designated safeguarding lead for LJR Academy

7. Responsibilities
Academy Management
Management will:
Promote a safeguarding culture.
Ensure policies remain up to date.
Recruit staff safely.
Ensure DBS checks are completed where required.
Provide safeguarding training.
Monitor safeguarding compliance.
Staff Responsibilities
Every member of staff must:
Put learner welfare first.
Report concerns immediately.
Never investigate concerns themselves.
Maintain professional boundaries.
Complete safeguarding training.
Understand the signs of abuse.
Promote equality and respect.
Learner Responsibilities
Learners are expected to:
Treat others respectfully.
Report concerns about themselves or others.
Follow academy behaviour expectations.
Use academy equipment responsibly.
Follow online safety guidance.

8. Recognising Abuse
Staff should remain alert to indicators including:
Physical
Unexplained injuries
Frequent bruising
Burns
Fear of physical contact
Emotional
Low self-esteem
Withdrawal
Anxiety
Sudden behavioural changes
Sexual
Inappropriate sexual knowledge
Disclosure
Avoidance of certain individuals
Signs of grooming
Neglect
Poor hygiene
Hunger
Inappropriate clothing
Lack of medical care
Adult Safeguarding Concerns
Financial exploitation
Coercive control
Self-neglect
Domestic abuse
Mental health crisis
9. Reporting Concerns
Any safeguarding concern must be reported immediately to the
DSL.
Staff should:
1. Listen carefully.
2. Remain calm.
3. Never promise confidentiality.
4. Record facts accurately.
5. Report immediately.
If someone is in immediate danger:
Call 999
Inform the DSL as soon as possible.

10. Confidentiality
Safeguarding information will only be shared with those who need
to know.
Information will be handled in accordance with:
UK GDPR
Data Protection Act 2018
Records will be:
Secure
Accurate
Confidential
Retained appropriately

11. Online Safety
LJR Academy recognises online risks including:
Cyberbullying
Grooming
Sexting
Image sharing
Fake profiles
Online scams
Radicalisation
Learners should:
Protect passwords.
Report online concerns.
Use academy systems responsibly.
Respect others online.

12. Prevent Duty
The academy has a legal duty to prevent people from being drawn
into terrorism.
Staff will receive Prevent training to recognise signs of
radicalisation.
Concerns should be reported to the DSL immediately.

13. Mental Health and Wellbeing
LJR Academy recognises that mental health and safeguarding are
closely linked.
Staff will:
Listen to learners.
Encourage support-seeking.
Refer concerns where appropriate.
Promote positive wellbeing.
Learners requiring additional support may be signposted to
specialist services.

14. Health and Safety
The academy will provide:
Safe classrooms
Safe salon environments
Appropriate PPE
Risk assessments
Fire safety procedures
First aid provision
Safe use of chemicals and equipment

15. Equality, Diversity and Inclusion
LJR Academy promotes:
Equality of opportunity
Respect for all protected characteristics
Inclusive learning
Zero tolerance of discrimination
Freedom from harassment and bullying

16. Bullying and Harassment
Bullying of any kind is unacceptable.
This includes:
Verbal abuse
Physical bullying
Online bullying
Sexual harassment
Racism
Homophobia
Transphobia
Disability discrimination
All incidents will be investigated appropriately.

17. Professional Boundaries
Staff must:
Maintain professional relationships.
Avoid inappropriate contact.
Never communicate with learners through personal social
media.
Use academy-approved communication methods.
Avoid favouritism.

18. Photography and Social Media
Images of learners will only be used where appropriate consent has
been obtained.
Staff and learners must not:
Share inappropriate images.
Record others without permission.
Use academy branding irresponsibly.

19. Safer Recruitment
LJR Academy will:
Verify identity.
Obtain references.
Carry out appropriate DBS checks.
Verify qualifications.
Conduct right-to-work checks.
Assess suitability during recruitment.

20. Staff Training
All staff will receive:
Safeguarding induction
Annual safeguarding updates
Prevent training
Online safety awareness
Health and safety training
Equality and diversity training
The DSL will undertake enhanced safeguarding training at least
every two years and keep knowledge current through regular
updates.

21. Record Keeping
Safeguarding records will:
Be factual
Be dated
Include actions taken
Be securely stored
Be accessible only to authorised staff

22. Whistleblowing
Staff who have concerns about unsafe practice should report
concerns immediately to senior management.
No member of staff will suffer detriment for raising genuine
safeguarding concerns.

23. Working with External Agencies
Where appropriate, LJR Academy will work with:
Local Authority Children's Services
Adult Social Care
Police
NHS services
Mental Health Services
Local Safeguarding Partnerships
Prevent/Channel Panel
Education and training providers
Employers (for apprentices, where appropriate)

24. Monitoring and Review
This policy will be reviewed:
Annually
Following legislative changes
Following serious safeguarding incidents
Following significant changes within the academy

Appendix A – Signs That Require
Immediate Action
Examples include:
A learner discloses abuse.
Serious unexplained injuries.
Threats of suicide or serious self-harm.
Radicalisation concerns.
Sexual exploitation.
Domestic abuse disclosures.
Stalking.
Human trafficking concerns.
Missing learners believed to be at risk.

Appendix B – Safeguarding Reporting
Procedure
1. Concern identified.
2. Record facts immediately.
3. Inform the DSL without delay.
4. DSL assesses the risk.
5. Referral made where necessary.
6. Actions recorded.
7. Ongoing support provided.
Appendix C – Emergency Contacts
Emergency Services: 999
Non-Emergency Police: 101
NHS: 111
Local Authority Children's Services: 03456037627
Adult Social Care: 03456037630
Local Safeguarding Partnership: 03456037627
Designated Safeguarding Lead: 07818498912
Policy Approval
Approved by: M Rogers
Position: Director

Complaints Policy
Organisation: LJR Academy
Effective Date: 1st January 2026
Review Date: 1st January 2027

Purpose

LJR Academy is committed to providing a high standard of education, training and customer service. We value feedback and take all complaints seriously. This policy outlines how learners, clients, parents/guardians (where applicable), employers and members of the public can raise a concern or complaint and how it will be handled fairly, consistently and confidentially.

What is a Complaint?

A complaint is an expression of dissatisfaction about any aspect of LJR Academy’s services, including but not limited to:

• Quality of teaching or training.
• Assessment decisions.
• Customer service.
• Staff conduct.
• Health and safety concerns.
• Facilities or equipment.
• Equality, diversity or inclusion issues.
• Administrative processes.

This policy does not cover safeguarding concerns, whistleblowing, or appeals against assessment decisions, which are managed under separate policies.

Our Commitment

LJR Academy will:

• Treat every complaint seriously and respectfully.
• Investigate complaints fairly and impartially.
• Maintain confidentiality wherever possible.
• Respond within reasonable timescales.
• Keep all parties informed throughout the process.
• Use complaints to improve our services.

Informal Resolution

Where possible, concerns should first be raised informally with the relevant tutor or staff member. Many issues can be resolved quickly through discussion.

If the matter cannot be resolved informally, a formal complaint may be submitted.

Formal Complaints Procedure

Stage 1 – Submit Your Complaint

Complaints should be submitted in writing by email or letter within 20 working days of the incident wherever possible.

Please include:

• Your name and contact details.
• Details of the complaint.
• Dates, times and people involved.
• Any supporting evidence.
• The outcome you are seeking.

Stage 2 – Acknowledgement

LJR Academy will acknowledge receipt of the complaint within 5 working days.

Stage 3 – Investigation

A member of the management team not directly involved in the matter will investigate the complaint. This may include:

• Speaking with those involved.
• Reviewing records.
• Gathering supporting evidence.
• Holding meetings where appropriate.

The investigation will normally be completed within 15 working days. If more time is required, you will be informed of the reasons and given an updated timescale.

Stage 4 – Outcome

A written response will explain:

• The findings.
• Whether the complaint has been upheld, partially upheld or not upheld.
• Any actions LJR Academy will take.
• Information on how to appeal if you remain dissatisfied.

Appeals

If you are dissatisfied with the outcome, you may appeal in writing within 10 working days of receiving the decision.

The appeal should explain:

• Why you believe the decision was incorrect.
• Any additional evidence.

An independent senior member of management, who was not involved in the original investigation, will review the appeal.

A final written decision will normally be issued within 15 working days.

Confidentiality

All complaints will be handled confidentially. Information will only be shared with those directly involved in investigating or resolving the complaint.

Malicious or Vexatious Complaints

LJR Academy reserves the right to discontinue an investigation where a complaint is found to be deliberately false, malicious or abusive.

Record Keeping

Records of complaints, investigations and outcomes will be retained securely in accordance with the Academy’s Data Protection Policy.

Equality and Accessibility

LJR Academy is committed to ensuring that all learners and stakeholders can access this complaints procedure. Reasonable adjustments will be made where required to support individuals with disabilities or additional needs.

Monitoring and Review

Complaints are reviewed regularly to identify trends and opportunities for improvement. This policy will be reviewed annually or sooner if legislation or awarding body requirements change.

Contact for Complaints

LJR Academy
Email: ljracademy@gmail.com
Telephone: 01277 622730

For complaints relating to an awarding organisation or regulator, complainants will normally be expected to complete LJR Academy’s internal complaints procedure before escalating the matter externally.