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Privacy Policy
Meeting Point House is committed to protecting and respecting your privacy.
This policy explains when and why we collect personal information about people who visit our website, how we use it and how we keep it secure. We may change this policy from time to time so please check this page occasionally to ensure that you’re happy with any changes, you’re agreeing to be bound by this policy.
Who are we?
Meeting Point House is owned by Meeting Point Trust Ltd, which is an independent registered charity providing low cost office accommodation for registered charities.
How do we collect data from you?
We obtain information about you when you visit our website, fill out our contact us form or sign up with your email address to receive our latest news.
What type of information is collected?
The personal identifiable information we collect might include your name, email address, telephone number, IP address and information regarding what pages you accessed and when. This information is collected by our website providers.
How is your information used?
We may use your information to:
- Send you information regarding our company and developments.
- Understand what the most popular areas of our website are.
- We will not pass on your information to 3rd parties, unless you instruct us to do so.
Modern Slavery Policy
Meeting Point House is committed to preventing modern slavery and human trafficking in all aspects of our operations and supply chains. We have a zero-tolerance approach to slavery, servitude, forced or compulsory labour, and human trafficking. We strive to act ethically and with integrity in all our relationships and to implement and enforce effective systems and controls to ensure modern slavery is not taking place anywhere in our organization or supply chains.
This policy applies to all employees, volunteers, trustees, contractors, suppliers, and any other individuals or organisations working with or on behalf of Meeting Point House.
Meeting Point House is a community-focused charity, based in Telford. We provide community space, support services, charitable partnerships aimed at supporting local people and organisations, rooms for hire, office accommodation and a community café. We recognise our responsibility to be alert to risks within both our direct activities and our wider supply chains, particularly in sectors where modern slavery risks are higher.
Our Commitments
Ensure compliance with the Modern Slavery Act 2015. Raise awareness among staff, volunteers, and stakeholders about modern slavery. Carry out risk assessments of suppliers and partners to identify potential modern slavery risks. Build long-term relationships with reputable suppliers who share our values. Include anti-slavery clauses in relevant contracts with third parties. Encourage the reporting of any concerns related to modern slavery.
Due Diligence and Risk Management
To manage the risk of modern slavery, we; assess the risk level of suppliers based on geography, sector, and service type. Work only with suppliers and partners who confirm their compliance with modern slavery laws. Require suppliers and contractors to complete a declaration or provide evidence of their anti-slavery policies (where appropriate).
Training and Awareness
We provide training and guidance to staff and volunteers to help them; Understand what modern slavery is. Recognize the signs of exploitation or trafficking. Know how to respond appropriately to suspicions or disclosures.
Reporting Concerns
Meeting Point House encourages a culture of openness and will support anyone who raises genuine concerns in good faith. If any employee, volunteer, or third party suspects that modern slavery is occurring within our organisation or supply chain, they should report it to the Duty Manager. All reports will be handled sensitively and investigated promptly.
Monitoring and Review
We will regularly review this policy and our associated practices to ensure effectiveness and compliance. Updates will be made as necessary, particularly in response to changes in legislation or organisational operations.
Complaints Policy
Meeting Point House is committed to providing high-quality services and maintaining positive relationships with the individuals, groups, and organisations we support. We value feedback, including complaints, as a vital part of learning and improving what we do. We aim to respond to all complaints fairly, respectfully, and promptly.
This policy outlines how individuals can raise concerns or complaints and how we will respond. It covers complaints from members of the public, users of our services, community partners, tenants, volunteers, and others affected by our work.
We will; treat all complaints seriously and with confidentiality, handle complaints in a timely and professional manner, investigate complaints fairly and thoroughly, aim to resolve issues at the earliest possible stage, use complaints to improve services and performance.
This policy applies to; services provided by Meeting Point House, staff, volunteers, and third parties working on our behalf, facilities or events operated or hosted by Meeting Point House.
This policy does not cover; matters relating to safeguarding or whistleblowing (which are dealt with under separate procedures), internal staff grievances (covered under HR policies), anonymous complaints (although we will consider the issues raised).
How to Make a Complaint
You can make a complaint in one of the following ways: In Writing: Email: manager@meetingpointhouse.co.uk Post: Meeting Point House, Southwater Square, Telford, TF3 4HS By Phone: 01952 292268 and ask to speak to the Manager. In Person: Ask to speak to a senior staff member
Complaints Process
Stage 1 – Informal Resolution. We encourage individuals to raise complaints as soon as possible. Often, issues can be resolved informally by speaking with a member of staff or manager. If resolved at this stage, no further action may be needed.
Stage 2 – Formal Complaint. If the issue is not resolved informally or is of a more serious nature, a formal complaint can be made. Acknowledgement of the complaint will be sent within 5 working days. An investigation will be carried out by an appropriate senior staff member. A written response will be provided within 15 working days. If more time is needed, we will explain why and provide a new deadline.
Stage 3 – Appeal or Escalation. If the complainant is not satisfied with the outcome, they may request an internal review. The appeal must be made within 10 working days of receiving the response. A member of the senior management team or Board of Trustees (not previously involved) will review the case. A final decision will be communicated within 15 working days.
Confidentiality and Data Protection
All complaints will be handled sensitively and in line with our Data Protection Policy. Information will only be shared with those directly involved in the investigation and resolution process.
Learning and Improvement
Complaints provide valuable insights. We will; record and monitor complaints to identify patterns or areas for improvement. Report anonymised data on complaints to senior management and the Board of Trustees.
Unreasonable or Vexatious Complaints
Meeting Point House reserves the right to manage unreasonable or persistent complaints in line with our duty to protect staff and resources. Complainants will be informed if their behaviour is deemed unacceptable and may be restricted in how they communicate with us.
Monitoring and Review
This policy will be reviewed annually or following any significant complaint or service change.
Carer Friendly Policy
Meeting Point House recognises the important role unpaid carers play in supporting family members or friends who are ill, disabled, elderly, or experiencing mental health or addiction challenges. We are committed to being a carer-friendly employer, offering flexibility and understanding to help staff balance work and caring responsibilities. A full copy of our Carer Friendly Policy can be obtained by sending a request to; manager@meetingpointhouse.co.uk
Envromental Policy
Meeting Point House recognises its responsibility to protect the environment and is committed to reducing the environmental impact of its operations. As a community hub, we aim to lead by example, embedding sustainability in our practices, engaging our tenants and users, and continually improving our environmental performance. We strive to operate in a way that is environmentally responsible, legally compliant, and aligned with the values of social and environmental sustainability.
This policy outlines our approach to; Reducing carbon emissions and energy use, minimising waste and promoting recycling, using resources efficiently and responsibly, encouraging sustainable practices among staff, tenants, partners, and visitors.
This policy applies to; All operations and activities undertaken by Meeting Point House, staff, volunteers, trustees, tenants, and suppliers, visitors and service users engaging with the building or services.
Our Environmental Commitments
Energy and Carbon. We will; Monitor and reduce energy use in the building, use energy-efficient lighting, appliances, and equipment, explore renewable energy options where feasible.
Waste Management
We will; Reduce, reuse, and recycle wherever possible, provide clearly marked recycling bins and encourage correct disposal, avoid single-use plastics where alternatives exist.
Sustainable Procurement
We will; Consider environmental impact when purchasing goods or services, work with suppliers and partners who share our environmental values, source eco-friendly, local, and fair-trade products where possible.
Water Use
We will; Use water-efficient appliances and encourage responsible use of water, monitor water consumption and identify areas for improvement.
Travel and Transport
We will; Promote active and sustainable transport (e.g., walking, cycling, car sharing, public transport), reduce the need for travel through remote working and virtual meetings where appropriate.
All complaints will be handled sensitively and in line with our Data Protection Policy. Information will only be shared with those directly involved in the investigation and resolution process.
Engagement and Awareness
We will; Raise awareness among staff, volunteers, tenants, and users about environmental issues, provide training and updates on sustainable practices where appropriate, encourage involvement in green initiatives and community projects.
Monitoring and Review
We will monitor our environmental impact through regular reviews of energy, waste, and water use. We will set achievable goals and targets for environmental improvement. This policy will be reviewed annually to ensure it remains relevant and effective.
