Policies & Terms and Conditions

Policy statement

T8 Learning and Development Ltd is committed to promoting equality of opportunity and eliminating discrimination for all learners, staff, associates and clients. We value diversity and treat everyone fairly and with respect, regardless of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation — the protected characteristics under the Equality Act 2010.

Our commitments

• Recruit, select and treat learners and staff fairly, based on merit and ability
• Make reasonable adjustments for learners and staff with disabilities or additional needs
• Ensure training materials, language and examples are inclusive and free from stereotyping
• Not tolerate discrimination, harassment, bullying or victimisation of any kind
• Take any complaint of discrimination or harassment seriously and investigate promptly

Responsibilities

Darren Tate, Director, holds overall responsibility for equality and diversity across T8, including ensuring this policy is applied consistently, reviewing reasonable adjustment requests, and handling any concerns raised. All staff and associates are expected to treat learners and colleagues with dignity and respect and to challenge inappropriate behaviour.

Reasonable adjustments

Learners are asked at enquiry and induction stage whether they require any reasonable adjustments — for example extra time in assessments, accessible materials, or adapted delivery. T8's SEND (Special Educational Needs and Disabilities)-qualified trainer works with learners individually to agree suitable adjustments wherever possible.

Raising a concern

Anyone who believes they have experienced or witnessed discrimination, harassment or unfair treatment should raise it with Darren Tate as soon as possible. Concerns are treated confidentially and investigated fairly, in line with T8's Complaints Policy.

Review

This policy is reviewed annually. Approved by Darren Tate, Director / Lead Trainer.

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Policy statement

T8 Learning and Development Ltd is committed to safeguarding and promoting the welfare of all learners, including young people (16–18) and adults at risk. Safeguarding is everyone's responsibility, and T8 expects all staff and associates to act promptly on any concern. This policy should be read alongside T8's Prevent Policy (T8-POL-008).

Designated Safeguarding Lead

Darren Tate, Director, is T8's Designated Safeguarding Lead (DSL), responsible for receiving and acting on concerns, making referrals to the relevant local authority or agency where necessary, keeping accurate records, and ensuring staff receive appropriate safeguarding training.

What is an adult at risk?

An adult at risk is someone aged 18 or over who has needs for care and support, is experiencing or at risk of abuse or neglect, and is unable to protect themselves as a result. T8 recognises that some learners may fall into this category and takes extra care to identify and respond to any related concerns.

Recognising a concern

Staff and associates are alert to signs of physical, emotional, financial, or sexual abuse, neglect, or exploitation, and to disclosures made by a learner directly. Any concern, however small, is taken seriously.

Reporting a concern

Concerns are reported to the DSL as soon as possible, recorded factually and objectively, and not investigated independently by the member of staff who received them. If the DSL is unavailable and the concern is urgent, staff contact the relevant local authority safeguarding team directly, or the police on 999 in an emergency, or 101 for non-emergencies. Local contact: Redcar & Cleveland Borough Council Adult/Children's Safeguarding (01642 774774).

Confidentiality and records

Information relating to a safeguarding concern is shared only on a need-to-know basis, in line with the Data Protection Act 2018 and UK GDPR (General Data Protection Regulation), and only where sharing is necessary to protect the individual or others. Records are stored securely and retained in line with statutory requirements.

Staff training

All staff and associates complete safeguarding awareness training appropriate to their role before working with learners, and refresh this training periodically.

Review

This policy is reviewed annually, following any safeguarding incident, or following any change to statutory guidance. Approved by Darren Tate, Director / Lead Trainer.

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Policy statement

T8 Learning and Development Ltd is committed to providing a safe and healthy environment for all learners, staff, associates, and visitors in every setting where training is delivered, complying with all relevant health and safety legislation and taking all reasonably practicable steps to prevent accidents, injury, and ill health.

Responsibilities

Darren Tate, as Director, holds overall responsibility for health and safety — assessing training venues for suitability before delivery, commissioning risk assessments, briefing staff and associates beforehand, and maintaining accident and near-miss records. All staff, associates and learners are expected to follow safety procedures, report hazards immediately, and never undertake activity they haven't been trained or assessed as competent to do.

Risk assessment & emergency procedures

A written risk assessment is completed for all training activities, including practical assessments, reviewed annually and after any accident or significant change to delivery. At the start of every session, the trainer briefs learners on fire exits and assembly points, first aid provision, how to raise the alarm, and any venue-specific hazards.

Accident reporting & first aid

All accidents, incidents, and near misses are recorded in T8's accident log, with RIDDOR-reportable incidents escalated to the HSE within the required timescales. A trained first aider is present or accessible during all face-to-face sessions, with a first aid kit available at every delivery venue.

Review

This policy is reviewed annually and following any significant incident or change in legislation. Approved by Darren Tate, Director / Lead Trainer.

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Policy statement

T8 Learning and Development Ltd is committed to protecting the personal data of all learners, staff, associates, and stakeholders, handling all personal data lawfully, transparently, and securely in accordance with the UK GDPR and the Data Protection Act 2018. T8 is the Data Controller for all personal data processed in connection with its training activities, with Darren Tate as Data Protection Lead.

What we collect & why

We hold learner names, contact details, Unique Learner Numbers, assessment records and certificates, attendance records, reasonable adjustment requirements, employer details, and securely-processed payment information — never storing card data directly. Data is processed under contract, legal obligation, legitimate interests, or explicit consent, and shared only where necessary, with Highfield Qualifications, Ofqual and regulators, or funding bodies — never sold or shared for marketing without explicit consent.

Retention & security

Learner records are retained for a minimum of three years after programme completion (longer where required by an awarding or funding body), and financial records for six years in line with HMRC requirements. Data is stored securely using password-protected and encrypted systems, accessible only to authorised staff, and disposed of securely when no longer required.

Your rights

Anyone whose data we hold has the right to access it (Subject Access Request), have inaccuracies corrected, request erasure where applicable, object to processing, and request data portability. Requests should be sent in writing to enquiries@t8learninganddevelopment.co.uk and will be responded to within one calendar month.

Data breaches & review

In the event of a data breach, T8 will assess the risk to individuals and, where required, notify the ICO within 72 hours, informing affected individuals without undue delay where there's a high risk to their rights and freedoms. This policy is reviewed annually. Approved by Darren Tate, Director / Lead Trainer.

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Policy statement

T8 Learning and Development Ltd is committed to maintaining and continuously improving the quality of all training, assessment, and internal quality assurance activities. All programmes delivered meet the standards required by our awarding bodies, regulators, and the learners and employers we serve. Quality assurance is not a box-ticking exercise at T8 — it is a fundamental part of how we operate every day.

Scope

This policy applies to all regulated qualifications delivered under our centre approval arrangements, all CPD (Continuing Professional Development) and bespoke training, all staff, associates and contractors involved in delivery and assessment, and all delivery modes including face-to-face, blended and remote/online delivery.

Legal and regulatory framework

• Ofqual — General Conditions of Recognition
• Our awarding body's Centre Agreement and qualification-specific assessment strategies
• The Education and Training Foundation — professional standards for teachers and trainers
• The Data Protection Act 2018 / UK GDPR — in relation to learner records

Quality assurance structure

Director: Darren Tate, as Director and Lead Trainer, holds overall responsibility for quality assurance across T8, including setting quality standards, ensuring delivery meets awarding body requirements, overseeing the IQA (Internal Quality Assurance) process as the centre's nominated IQA, liaising with Highfield's External Quality Support (EQS) team, and reviewing quality data.

Internal Quality Assurance: Darren holds the Level 4 Award in the Internal Quality Assurance of Assessment Processes, and carries out sampling of assessment decisions before certification claims are submitted, provides written assessor feedback, maintains IQA records, and countersigns decisions where required.

Tutors and assessors: All tutors and assessors must hold the required subject and teaching qualifications, maintain current CPD, deliver in line with the agreed scheme of work, complete assessment documentation accurately, and engage positively with the IQA process.

Quality assurance activities

• An IQA sampling plan is produced for each qualification at the start of each delivery year, adjusted for risk factors such as new assessors or qualifications
• Learner feedback is gathered at the end of every programme and used to inform improvements
• Employer feedback is sought for commissioned training
• Observation of teaching, learning and assessment takes place at least annually per tutor/assessor, graded on a four-point scale with a development plan agreed where needed
• All tutors and assessors complete a minimum of 30 hours of CPD per year

Records and External Quality Support

IQA sampling plans, tracking and feedback records, learner portfolios, observation records, evaluation forms and CPD records are all retained for a minimum of 3 years and stored securely. T8 engages fully with Highfield's External Quality Support process, making all relevant records available and acting promptly on any recommendations.

Self-assessment and non-compliance

An annual Self-Assessment Report evaluates achievement, satisfaction, IQA outcomes, observation grades and EQS outcomes, informing a Quality Improvement Plan for the following year. Where non-compliance is identified, the Director records it, takes immediate corrective action, notifies the awarding body where required, and reviews policies or training to prevent recurrence.

Review

This policy is reviewed annually and updated to reflect changes in awarding body requirements, regulatory guidance, or organisational practice. Approved by Darren Tate, Director / Lead Trainer.

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Policy statement

T8 Learning and Development Ltd is committed to fulfilling its responsibilities under the Prevent duty set out in the Counter-Terrorism and Security Act 2015. Training providers play an important role in protecting learners from radicalisation and extremism, and T8 is committed to creating a safe learning environment where British values are actively promoted. This policy should be read alongside T8's Safeguarding Policy (T8-POL-002).

Legal framework

• Counter-Terrorism and Security Act 2015
• Prevent Duty Guidance for Further Education Institutions in England and Wales
• Channel Duty Guidance (HM (His Majesty's) Government)
• Keeping Children Safe in Education / Working Together to Safeguard Children

What is Prevent?

Prevent is one of four strands of the Government's counter-terrorism strategy, CONTEST, aimed at stopping people becoming terrorists or supporting terrorism. Radicalisation — the process by which a person comes to support extremist ideologies — can happen quickly or gradually and can affect anyone, regardless of age, background, faith or ethnicity.

British values

T8 actively promotes democracy, the rule of law, individual liberty, and mutual respect and tolerance of those with different faiths and beliefs, through its delivery and organisational culture.

Roles and responsibilities

Prevent Lead: Darren Tate, Director, is responsible for implementing this policy, receiving and acting on concerns, making referrals to the local authority Prevent team or Channel programme where appropriate, maintaining records, and keeping up to date with guidance.

All staff and associates must complete Prevent awareness training before working with learners, stay alert to signs of risk, report concerns promptly to the Prevent Lead rather than investigating independently, and promote British values through their delivery.

Recognising signs of radicalisation

Staff are alert to combinations of signs including sympathy for extremist causes, justifying violence, sudden disengagement from peers, accessing or sharing extremist content, an increased sense of grievance, and increasing intolerance of others' views. These signs alone don't confirm radicalisation — staff seek guidance from the Prevent Lead rather than making assumptions.

Reporting a concern

Concerns are reported to the Prevent Lead as soon as possible, recorded factually, and not discussed with other learners or the individual directly. If the Prevent Lead is unavailable and action is urgent, staff contact the local authority Prevent team directly. Local Tees Valley contacts include Redcar & Cleveland Borough Council (01642 774774), Tees Valley Prevent (preventreferrals@cleveland.police.uk), and non-emergency police (101).

Staff training and confidentiality

All staff complete Prevent awareness training (minimum WRAP — Workshop to Raise Awareness of Prevent) before commencing delivery. Information shared in connection with a concern is handled sensitively and on a need-to-know basis, in line with the Data Protection Act 2018 and UK GDPR.

Review

The Prevent Lead maintains a log of concerns and actions, reviewed annually. This policy is reviewed annually and updated to reflect changes in guidance, legislation, or local risk assessments. Approved by Darren Tate, Director / Lead Trainer.

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Policy statement

T8 Learning and Development Ltd is committed to protecting the integrity of qualifications delivered under our centre approval. We take all reasonable steps to prevent, identify, investigate, report, and address malpractice and maladministration, whether actual, suspected, attempted, or alleged.

Definitions

Malpractice is essentially any activity or practice that deliberately contravenes regulations and compromises the integrity of the internal or external assessment process and/or the validity of certificates — for example plagiarism, collusion, impersonation, inappropriate use of AI-generated content, or falsifying evidence.

Maladministration is any activity, neglect, mistake, or failure in the administration of qualifications resulting in non-compliance — for example late or inaccurate learner registration, incorrect certificate claims, or failure to keep assessment or IQA records.

Prevention

T8 reduces the risk of malpractice and maladministration through clear learner induction, secure assessment materials and records, staff understanding of requirements, IQA checks, appropriate invigilation and identity checks, monitoring learner work for plagiarism or inappropriate AI (Artificial Intelligence) use, and accurate record-keeping.

Reporting a concern

Any learner, staff member, associate, employer, or stakeholder who suspects malpractice or maladministration reports the concern to Darren Tate, Director / Lead Trainer, as soon as possible, including the nature of the concern, qualification or learner affected, relevant dates, people involved, and evidence available.

Investigation

Darren Tate is normally responsible for investigations. Where there is a conflict of interest, or the allegation concerns the Director, an independent competent person is appointed where possible and Highfield is contacted for guidance. Investigations are fair, confidential, evidence-based, and proportionate — including securing evidence, reviewing records, interviewing relevant individuals, and identifying corrective actions. A written investigation record is maintained.

Reporting and outcomes

T8 notifies Highfield Qualifications promptly where malpractice or maladministration is suspected, alleged, or confirmed, or where it may affect learner results, certification, assessment validity, or centre approval, and cooperates fully with any investigation. Confirmed cases may result in learner resubmission or reassessment, additional IQA sampling, withdrawal of affected assessment decisions, staff training, process changes, or disciplinary action.

Records and review

Records relating to suspected or confirmed cases are stored securely and retained for a minimum of three years, shared only with those who need it for investigation, reporting, safeguarding, or regulatory purposes. This policy is reviewed annually, following any incident, or following any change to awarding body or regulatory requirements. Approved by Darren Tate, Director / Lead Trainer.

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Policy statement

T8 Learning and Development Ltd is committed to maintaining continuity of learning, assessment, internal quality assurance, learner support, and Highfield communication in the event of disruption. This policy sets out how the centre identifies, manages, responds to, and recovers from incidents affecting its ability to operate safely, securely, and in line with Highfield Qualifications requirements.

Scope and responsibilities

This policy applies to all regulated qualifications, all learners, staff, associates and contractors, and any systems, premises, venues, records, or resources used to deliver, assess, quality assure, or administer qualifications. Darren Tate, Director / Lead Trainer, holds overall responsibility for business continuity, data security, incident response, and notifying Highfield of any significant changes or disruption.

Key risks and mitigations

• Cyber-attack or unauthorised data access — mitigated through password-protected systems, multi-factor authentication where available, secure cloud storage, antivirus protection, restricted access, and staff awareness of phishing risks.
• Plagiarism or inappropriate AI use in learner work — mitigated through induction messaging, assessor review for inconsistent knowledge or over-reliance on AI-generated content, and referral for IQA sampling or professional discussion where needed.
• Staff or personnel changes affecting data access — access rights are reviewed whenever someone leaves, changes role, or no longer requires access, and Highfield is notified of changes to key personnel.
• Force majeure (flood, fire, severe weather, pandemic, power failure, etc.) — likelihood is assessed per venue; where disruption occurs, T8 contacts learners and employers promptly, rearranges sessions or moves to remote delivery, and prioritises learners close to completion.
• Closure of the centre or loss of key personnel — T8 maintains accurate learner and assessment records so learners can be supported to complete; the Director notifies Highfield, seeks guidance, and arranges alternative qualified personnel where possible.

Incident response and communication

Where significant disruption occurs, the Director assesses risk to learners, staff, resources, assessment activity, and awarding body requirements, records the incident, communicates with affected parties, identifies immediate controls, and agrees recovery actions. Highfield Qualifications is notified as soon as reasonably practicable where the incident affects delivery, assessment integrity, certification, or centre approval. Communications use the most appropriate method (email, phone, online meeting, or written notice) and explain the nature of disruption, timescales, and revised arrangements.

Review

This policy is reviewed annually, following any significant disruption, or following any change to awarding body requirements. Approved by Darren Tate, Director / Lead Trainer.

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Policy statement

T8 Learning and Development Ltd is committed to ensuring that all assessment activities are conducted fairly, consistently, transparently, and in accordance with the requirements of Highfield Qualifications. Learners are fully informed of the assessment process and have the right to appeal any assessment decision they believe to be unfair.

Principles of assessment

All assessment carried out by T8 is valid, reliable, fair, sufficient, and transparent — assessing what it's intended to assess, producing consistent results, accessible to all learners without disadvantage, covering the required criteria, and clearly explained in advance.

Reasonable adjustments & special consideration

T8 makes reasonable adjustments to assessment arrangements for learners with disabilities or additional needs, in line with awarding body guidance — including additional time, use of a scribe or reader, alternative format materials, and rest breaks. Where a learner's performance has been affected by circumstances beyond their control, they may apply for special consideration.

Appeals procedure

Stage 1 — Informal Review: raise the concern with the assessor within five working days; a response follows within five working days.

Stage 2 — Formal Appeal: submit a formal written appeal to the Director within ten working days; a written decision follows within fifteen working days.

Stage 3 — Awarding Body Appeal: if still dissatisfied, appeal directly to Highfield Qualifications — T8 will provide the appeals procedure on request and cooperate fully with any investigation.

Stage 4 — Regulator Escalation: where a learner has fully exhausted both T8's internal appeals procedure and Highfield's own appeals procedure, and remains dissatisfied, they have the right to escalate their appeal to the relevant qualification regulator (Ofqual, for regulated qualifications in England). T8 will provide details of how to contact the regulator on request.

Record keeping & review

Records of all assessment activities, IQA sampling, and appeals are maintained for a minimum of three years and made available to Highfield Qualifications on request. This policy is reviewed annually and following any significant change to awarding body requirements or assessment practice. Approved by Darren Tate, Director / Lead Trainer.

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Policy statement

T8 Learning and Development Ltd is committed to providing a high-quality service. We recognise that things can occasionally go wrong, and we want to know when they do so we can put them right. This policy sets out how learners, employers, and other stakeholders can raise a concern or complaint, and how we handle it.

What counts as a complaint

A complaint is any expression of dissatisfaction about T8's service, delivery, staff conduct, administration, or any other aspect of our work, whether made verbally or in writing.

How to complain

Complaints can be raised informally in the first instance, by speaking directly to Darren or Tracey Tate — many concerns can be resolved quickly this way. If you'd prefer to raise it formally, or an informal conversation hasn't resolved it, please put your complaint in writing to enquiries@t8learninganddevelopment.co.uk, including your name, the nature of your complaint, and any relevant dates or evidence.

What happens next

• We acknowledge receipt of a formal complaint within 3 working days
• Darren Tate investigates the complaint, which may include reviewing records or speaking to those involved
• We aim to provide a full written response within 15 working days of the complaint being received; if this isn't possible, we'll explain why and give a revised timescale
• Where a complaint is upheld, we'll explain what action has been or will be taken

If you're not satisfied with our response

Where a complaint relates to one of our regulated qualifications and cannot be resolved directly with T8, you have the right to escalate the matter to Highfield Qualifications directly. If you have exhausted both T8's complaints procedure and Highfield's own complaints procedure and remain dissatisfied, you have the right to escalate your complaint to the relevant qualification regulator (Ofqual, for regulated qualifications in England).

Confidentiality

Complaints are handled confidentially and do not affect a learner's treatment, assessment, or future dealings with T8.

Review

This policy is reviewed annually. Approved by Darren Tate, Director / Lead Trainer.

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What this is

Unlike the policies above, this isn't a T8-authored document — it's the official Code of Ethics and Conditions of Membership published by the Association of Healthcare Trainers (AoHT), which Darren has agreed to as a condition of his AoHT membership. We've included it here for transparency, alongside our own governing policies.

What it covers

The AoHT Code of Ethics sets out the standards all AoHT members agree to uphold — including legal compliance, respecting learner rights and dignity, promoting equality and inclusion, confidentiality, accurate representation of qualifications and experience, continuing professional development, impartiality, and maintaining appropriate professional boundaries. The Conditions of Membership set out the terms of AoHT membership itself, including how concerns about a member's conduct can be raised.

What AoHT membership does — and doesn't — mean

AoHT membership is a commitment to how training is delivered, not an accreditation of any specific course. It does not constitute accreditation, approval, or endorsement of any training programme delivered by a member. T8's actual course accreditation comes from Highfield Qualifications and Ofqual, as detailed throughout the policies above — AoHT membership sits alongside that as a separate, additional commitment to professional and ethical conduct.

Raising a concern

If you believe an AoHT member has not complied with the AoHT Code of Ethics, you can contact the AoHT directly at info@aoht.co.uk.

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