Our Policies

At Land of Joy, we believe in creating a sanctuary where people can reconnect with themselves, cultivate wisdom, and nurture compassion. Our vision is to provide a space where individuals can explore their potential in a way that benefits both personal growth and the wider world. Rooted in the FPMT Tibetan Buddhist tradition, we embrace values that are universal—kindness, resilience, and the deep wish to live meaningfully.

Our mission is to offer transformative retreat experiences that are accessible to all—whether seeking solitude, group practice, or community engagement. We welcome people from all walks of life, regardless of religious background, to immerse themselves in a supportive environment that fosters clarity, courage, and an open heart.

Compassion is at the core of everything we do. It shapes the way we serve, how we interact with each other, and how we contribute to the world. By joining us—whether as a volunteer, retreatant, or supporter—you become part of a community that believes in the power of generosity, connection, and the shared journey towards inner and outer wellbeing. Our policies are developed to support all those connected to Land of Joy and the service users of our religious charity.

Confidentiality Policy

Land of Joy respects the right to privacy and confidentiality of those who come to the centre for teachings, guidance, meditation or socially. This policy gives guidance for ensuring confidentiality and outlines the circumstances where disclosures may be necessary.

Confidential information includes all personal, sensitive and identifying information about people.

Confidentiality must be understood to be between the individual and the organisation not between the individual and the advisor/teacher/session leader/team member or trustee, (and for the purposes of this document known and referred to as ‘team members’).

Land of Joy exercises care towards those who are part of our community. This may involve talking with people about their lives and the lives of their friends and families. In the normal course of a conversation, confidential information may be shared. The general rule is that all such information should be kept between the person seeking support and the person offering care. Permission should be sought before any information is passed on.

This includes information shared between participants in courses or retreats or in small group discussions and forums. Such information should not be discussed outside the group.

This means that:

• Information will be treated in the utmost confidence and will not be divulged to anyone outside the organisation except where extenuating circumstances exist (see below). However, in order that we can provide the best possible help to our participants or guests it may be necessary to share information with the Director, Spiritual Programme Co-ordinator, or a specific member of the team within Land of Joy.

We will take care to only share within the organisation those who have a reason to know particular information and the decision making will be based on the safety and wellbeing of the person concerned and others who may be affected.

  • Personal information shared between participants in courses or retreats or in small group discussions and forums should not be discussed outside the group.

  • Personal conversations with teachers and retreat leaders will take place in private but within a public space such as the conservatory or another area such as a room with the door ajar and with a sign indicating a private conversation is underway and asking others to respect this. These discussions and consultations will not take place in bedrooms or other areas completely removed from other people.

  • No conversation about a student or guest should take place with anyone who does not work for Land of Joy either as a team member or as a trustee.

  • No personal information about a student or guest will be given to any third party even if the person is a member of their family.

  • Team members will not discuss personal information regarding a student or guest in a public place and effort should be made to ensure that confidential conversations cannot be overheard.

  • Information will only be passed to another agency with the consent of the participant or guest. If a team member intends to seek information from another agency to help the student or guest or to refer them elsewhere then this must be explained to the student or guest and their permission given.

  • Student or guests who are under 16 will always be encouraged to discuss issues of concern with their parents or carers.Exceptions: In certain circumstances Land of Joy reserves the right to break confidentiality should this be deemed necessary to protect an individual’s or a group’s wellbeing or is a legal or statutory requirement.Please also refer to LOJ Safeguarding Policy and other relevant policies. These circumstances include:

  • If a team member is made aware of or believes that a student or guest or another team member could cause danger to themselves or to others.

  • If information is shared that indicates a risk to a young person.

  • If the student or guest gives information which indicates that a crime has been committed.

  • If a reference is required for a volunteer wishing to offer service in another FPMT centre or linked organisation or project.We acknowledge that students or guests remain responsible for their own lives. We will therefore encourage them to get support and professional help and as required. Where there are serious concerns regarding their wellbeing, LOJ will seek appropriate external professional support and if urgent or necessary call an ambulance or seek medical advice.In all of these cases, if a decision has to be taken to break confidentiality, where possible this will be with the permission of the person involved. However, in some circumstances and for the safety and wellbeing of those concerned or others, in the absence of consent, information may be shared as necessary, following consultation with the SPC, Director or a Trustee. In the case of an emergency, assistance may need to be called immediately and followed up with the people named above subsequently. It will only be shared with those for whom it is essential to be informed.We appreciate that making informed decisions in potentially difficult circumstances can be challenging for Land of Joy team members so we will therefore do what we can to ensure 2that they have the support they need to help make decisions and to support them afterwards.Making the Confidentiality policy known

  • All team members will have access to a copy of this policy.

  • The policy will be made available to guests and visitors on request and will be displayed on our website.

  • We will ensure that all team members are able to pass on information about the Confidentiality Policy if asked. All new team members will be made aware of the policy in their induction, and we will take steps to ensure that existing team members understand its application.We are committed to reviewing our policy and good practice annually. This policy was last reviewed and agreed on 21st March 2025.

 

FPMT Ethical Policy

  1. The Five Lay Precepts: The five lay precepts are the foundation of ethics for all persons while in the course and scope of performing duties, responsibilities or actions for, on behalf of, or related to FPMT. The five basic rules are not to kill, steal, engage in or commit sexual misconduct, lie, or take intoxicants. Intoxicants include alcohol, recreational drugs, and tobacco products.

  2. No Discrimination: The FPMT organization shall not discriminate in its programs, services, employment, volunteer opportunities, or other activities or benefits on the basis of race, ethnicity, national origin, gender, affectional or sexual orientation, marital status, age, or disability.

  3. No Harassment: FPMT is committed to promoting safe environments wherein the dignity of every individual is respected. Everyone participating in FPMT- related activities has the right and shall be free from harassment of any type, be it sexual harassment, intimidation, bullying, or other forms of harassment. Everyone coming into contact with the FPMT network shall be treated with dignity and respect.

  4. Relationships: Sexual relationships between Dharma teachers and students while a student is attending the teacher’s teachings, course or retreat are prohibited, and are strongly discouraged at all other times as long as there is a Dharma teacher-student relationship. Please see below for a policy specific to Dharma teachers. Others in positions of authority are also strongly discouraged from entering into sexual relationships in situations where there may be a real or perceived power imbalance. As well, no teacher, volunteer, staff member, or other representative of the hosting center shall make sexual advances to any participant during a teaching, course or retreat.

  5. Right Speech: Those in positions of authority must avoid gossip and harsh or abusive language, since overhearing conversations in which others are disparaged can have a negative impact on those involved in FPMT activities. Harsh or abusive language may also constitute harassment or bullying.

  6. Finances: All income and expenditure in FPMT affiliates must be accounted for according to generally accepted accounting principles. Money that has been donated for a specific project must be used for the project it has been donated for, and not for operating expenses or other projects. Income from the sale of Dharma items must be used for Dharma purposes, not for operating expenses.

  7. Whistleblower Protection: If an individual or group believes that a practice or activity within the FPMT organization is illegal and/or against this Ethical Policy, and brings their concern to the relevant management, that individual or group shall be protected from retaliation.

Additional Policy for FPMT Registered Teachers, Class Leaders, and Interpreters

Because of the uniqueness of the teacher-student relationship, FPMT registered teachers, interpreters, and introductory class leaders are required to observe the following additional policy:

Confidentiality: In any situations where disclosures are made by students with a stated expectation of privacy, including but not limited to during private interviews, teachers, interpreters, and class leaders shall respect the confidentiality of students, and treat all communications from students as confidential, not disclosing information acquired from students without the consent of the student: unless disclosing certain information is required by law, the FPMT Protecting from Abuse policy, and/or to prevent a risk of harm to that student or others.

Honesty: Dharma teachers and class leaders are to be honest about their qualifications, and shall correct any misrepresentation of their qualifications as soon as it comes to their attention.

Avoiding Inappropriate Relationships: Dharma teachers and class leaders, shall not engage in a sexual relationship or communicate an interest in doing so while a student is attending the teacher’s course, teachings, or retreat. Dharma teachers and class leaders must never use, or create the appearance of using, their authority or position to pursue or initiate sexual relationships with students, volunteers, or other participants in teachings, courses, or retreats.

Affiliates Area, updated March 2021 Copyright FPMT Inc.

Fire Safety Policy

Effective Date: July 2025
Review Date: July 2026

1. RESPONSIBLE PERSON

Responsible Person: [Name and Title]

  • Has control of the premises and ensures fire safety compliance under the Regulatory Reform (Fire Safety) Order 2005

2. FIRE RISK ASSESSMENT

  • A suitable and sufficient Fire Risk Assessment is completed annually by a competent person

  • Covers the Victorian main house, outbuildings, and other sleeping accommodation

  • Identifies fire hazards, people at risk, and control measures

  • Review: Annually or after significant changes to building or use

3. FIRE SAFETY MEASURES

Detection and Alarm

  • Automatic fire detection and alarm system onsite to BS 5839-6 minimum standard

  • Covers all escape routes and sleeping areas

  • Tested monthly, serviced annually

Emergency Exits

  • Emergency exits are clearly marked and kept unobstructed

  • Emergency doors open easily with clearly marked keys when building is occupied

  • Emergency lighting is supplied on all escape routes

Fire Fighting Equipment

  • Appropriate fire extinguishers are provided throughout premises

  • Annual service by competent contractor is instructed 

  • Monthly visual checks

Fire Doors

  • Self-closing fire doors are maintained in working order

  • Regular inspections are carried out to ensure proper closure

4. EMERGENCY PROCEDURES

Fire Alarm Response

  1. Call Fire Service: 999

  2. Evacuate via nearest safe exit

  3. Go to assembly point: [Location]

  4. Do not re-enter building

Evacuation Assistance

  • Personal Emergency Evacuation Plans (PEEPs) are developed for persons requiring assistance

  • Volunteers assist visitors during evacuation

Full details of the evacuation procedure on the Fire Evacuation Procedure

5. INFORMATION AND TRAINING

Volunteers

  • Fire safety instruction are provided on:

    • Alarm procedures

    • Evacuation routes

    • Fire fighting equipment location

Visitors and Retreatants

  • Emergency information provided upon arrival

  • Escape route information displayed in rooms

6. MAINTENANCE RECORDS

Records are kept of:

  • Fire Risk Assessment and reviews

  • Equipment testing and maintenance

  • Volunteer fire safety training

Legal Compliance: Regulatory Reform (Fire Safety) Order 2005, Fire Safety Act 2021, and applicable 2025 amendments.

At Land of Joy, we are committed to exceeding our legal fire safety obligations through robust and proactive operational processes. Our approach includes a clearly defined organisational structure with designated fire wardens and incident controllers, supported by detailed training programmes and ongoing performance monitoring. We conduct quarterly fire drills to ensure preparedness, even though these are not legally required, and follow specific testing schedules that go beyond the statutory minimums. An annual fire risk assessment is carried out to ensure continued compliance and risk reduction. Our fire safety strategy also incorporates comprehensive communication procedures to ensure clarity and coordination in the event of an incident.

Responsible Person Signature: _________________________ Date: _________

Chair of Trustees Signature: _________________________ Date: _________

Complaints Policy and Procedure

Introduction

At Land of Joy, we are committed to creating a harmonious and supportive environment for all who engage with us—whether as retreatants, volunteers, or visitors. We recognise that, despite our best efforts, there may be times when expectations are not met. Should you have a concern or feel that something has not been as it should, we encourage you to share your experience with us. We approach all feedback with openness and a genuine desire to understand. Our complaints process is designed to be fair and transparent, fostering clarity, courage, and an open heart. We are here to listen and work together towards a positive resolution.

The difference between feedback, a concern (including interpersonal conflict), and a formal complaint

By feedback we mean ‘information you provide about our work that can help us celebrate our good work (positive feedback) or learn from our mistakes (negative feedback)’. Feedback is strongly encouraged and is used to help Land of Joy continue to grow as a centre.

By concern we mean a ‘worry about an issue that you consider important and for which you may need reassurance about how we will handle the issue’. This could be a doubt about what Land of Joy is expected to provide you with.

By interpersonal conflict we mean a ‘conflict between two or more people’. Interpersonal conflict could occur between various members of the Land of Joy community. If you are experiencing interpersonal conflict, please see our Transforming Interpersonal Conflict resource for support. Land of Joy is committed to supporting volunteers, retreatants and community members, wherever possible and appropriate, in dealing with interpersonal conflict in relation to Land of Joy.

By formal complaint we mean an ‘expression of dissatisfaction with the service or action / inaction made by Land of Joy or its team members, where you tell us you wish to make a complaint’.

It is in everyone’s best interest for concerns or complaints to be dealt with at the earliest opportunity. If you have a low-level concern related to an aspect of Land of Joy’s work, it is often best to raise your concern directly with a team member. They will be able to address the issue immediately or point you in the direction of someone who can address it. Where your concern is at a higher level, a guide to the relevant support documents/right team member is below:

Type of concern

In the first instance, it is likely you should speak with:

A retreatant who has a concern about the facilities at Land of Joy

Centre Coordinator, followed by Centre Director

A retreatant who has a concern about the quality of service provided at Land of Joy

Centre Director, followed by Centre Director

A retreatant who has a concern about another retreatant or a teacher

Centre Coordinator, followed by Centre Director

A retreatant or team member experiencing interpersonal conflict

See our Transforming Conflict resources in the first instance, followed by Centre Coordinator or Centre Director

Bullying and/or harassment

See our Bullying and Harassment policy in the first instance, followed by Centre Coordinator and then Centre Director if required. Where this feels inappropriate, the Chair of Trustees, Safeguarding Lead or Designated Safeguarding Person may be approached

A retreatant or team member who has a concern about the conduct of a team member

Centre Coordinator or Centre Director

A retreatant or team member who has a concern about the Centre Director

Chair of Trustees

Who can make a complaint?

Members of the Land of Joy community may make a complaint (eg, retreatants, volunteers, teachers, local community members etc).

Complaints made on behalf of someone else will be considered where:

  • the complainant has a significant relationship with Land of Joy (for example former participant or family member of participant), OR
  • the complaint involves serious concerns about safety, safeguarding, or significant service failure.

How to give feedback, raise a concern or make a formal complaint

Feedback, concerns or a formal complaint can be raised in person, writing (inc. email), or by phone.

Particularly where concerns are at a low level, a word with the right person can often address the issue to everyone’s satisfaction.

Complainants should not contact individual trustees of Land of Joy to raise concerns or complaints (unless it is contacting the Chair regarding the Centre Director), or give any negative feedback that might rise to the level of a complaint, as the trustee(s) may become involved in later stages of any complaints process and they will need to be impartial.

Interpersonal conflicts are best dealt with less formally where possible. However where there is potential harassment or bullying please also refer to the Bullying and Harassment policy for further guidance when raising a concern or complaint that may meet these thresholds.

If the matter is raised to the level of a formal complaint, Land of Joy may request that the concerns are put in writing, so the matters raised are clear and can be handled appropriately.

Anonymous complaints

Anonymous complaints are not ordinarily investigated but the Centre Director reserves the right to investigate where warranted, such as when there could be significant impact on LoJ or those associated with the centre.

Timescales

Complaints should be raised within three months of the incident or, where there has been a series of incidents, within three months of the last incident. This time limit is set bearing in mind the need for fairness: memories often become less clear about events over time, and team members are often with us for a temporary period. We will consider complaints made outside of this timeframe in exceptional circumstances only.

Scope of this Complaints Policy

This policy and procedure covers all aspects of the service / action / inaction of Land of Joy and its team members, apart from the following exceptions:

Exceptions not covered by this Complaints Policy

Matters likely to require a vulnerable adult or child protection investigation under statutory safeguarding procedures

Whistleblowing (see Whistleblowing policy)

Matters under consideration by courts / subject to legal action / insurance claims (unless our legal advice states we should apply the complaints procedure).

Complaints about services provided by other providers who may use Land of Joy premises (eg, if a community group rents out a room and delivers its own event). Services by external people/organisations provided on behalf of Land of Joy, eg a visiting teacher, are within scope of this complaints policy

Withdrawal of a Complaint

If you wish to withdraw your complaint at any stage, we will ask you to confirm this request in writing.

Standard of proof

In making judgements within the complaints procedure, we will apply the civil standard of proof, that is, on the balance of probabilities.

Timelines

We will endeavour to keep to the timelines given in this policy, and ask for your understanding if an extension is required due to ill-health, reduced volunteer capacity (Land of Joy is primarily a volunteer-led organisation), or other extenuating circumstances.

Complaint Stages

Stage 1: Centre Director (unless the complaint is about the Centre Director)

Formal complaints must be made to the Centre Director (unless they are about the Centre Director). The complaint can be made in person, by telephone, or in writing (including email: director@landofjoy.co.uk, with subject heading: Formal Complaint. You should make it clear that you are making a formal complaint using words such as “I wish to make a complaint”.

As well as giving details of your complaint, please also state:

  • whether you have spoken to anybody at Land of Joy about it
  • what actions you feel might resolve the issue for you
  • whether you are attaching additional documents/evidence that support your case.

The Centre Director will make a record when the complaint is received and will acknowledge receipt within ten working days. If the complaint was made by phone or in person a written statement may also be required so the matters raised can be addressed. The Centre Director will investigate / delegate the investigation, with a view to a formal response within twenty working days of the complaint being submitted. If the Centre Director is unable to meet the 20 working day deadline, they will provide the complainant with an update and a revised response date.

During the investigation, the investigator will:

  • if necessary, speak with those involved in the matter, including any team member subject to a complaint
  • keep a written record of any meeting in relation to the investigation.

They may request written clarifications or statements from those providing any evidence or corroboration.

The Centre Director will aim to respond formally to the complaint within 20 working days of the complaint being received, stating:

  • what actions were taken to investigate the complaint
  • a full explanation of the decision made and the reason(s) for it
  • whether the complaint is upheld, upheld in part, or not upheld
  • that if the complainant is not satisfied with the response, they may request a review by the trustees (including a copy of this policy with the response).

Where complaints are upheld or upheld in part, we will provide:

  • an explanation about what we think likely happened
  • an acknowledgement about what we could have done differently or better
  • details of any steps we will take to reduce the likelihood of the issue reoccurring
  • details of any action we are taking because of the complaint (eg additional training with our team member(s); review of relevant policies)
  • details of whether we can resolve the issue in the way you have requested (if you made such a request in your complaint)
  • an apology.

Stage 2: a meeting of the Trustees’ Complaints Committee

If the complainant is not satisfied by the outcome at stage 1 of the complaints procedure due to clear procedural or substantive concerns, they may escalate the matter in writing to the Trustees’ Complaints Committee for review. This committee will ideally be formed of the first three available trustees but may be formed by one or two trustees (where only two trustees are available the Chair of Trustees should state in advance who has the casting vote in any decision to uphold the complaint or not). In general, the committee will meet online.

A request to escalate to stage 2 must be made to the Chair of Trustees (chair@landofjoy.co.uk) within 10 working days of receipt of the stage 1 response. Your communication should be clear that you are not just providing feedback (eg, “I am not happy with the outcome of my complaint”), but that you are requesting a review of the outcome from stage 1 (eg. “I wish the trustees to review the complaint”, or “I want to escalate the complaint to stage 2”, etc). In requesting a stage 2 escalation, the complainant is advised to detail why they are not satisfied with the outcome at stage 1.

The appeal is not intended to simply be a reconsideration of your original complaint, but if you feel that there were errors in the process, or there was not a comprehensive investigation for example, or LoJ failed to take into account certain evidence or you have new evidence to present, you should include this in your appeal. If you do present new evidence and if the fresh allegations widen or change the scope of the complaint considerably, LoJ may consider it appropriate to deal with this as a fresh complaint.

The Chair of Trustees will acknowledge receipt of the escalated complaint within 10 working days. He/she will endeavour to convene a meeting of the Trustees’ Complaints Committee within 20 working days of the complaint being escalated to stage 2.

Requests for a stage 2 escalation received outside the 10 working day timescale will not be considered unless there are exceptional circumstances.

The committee will ordinarily decide to deal with the complaint through written representations only but, where it is thought helpful, may invite parties to the meeting.

The stage 2 review will conclude that the complaint is upheld, upheld in part, or not upheld. Where complaints are upheld or upheld in part, we will provide:

  • an explanation about what we think likely happened
  • an acknowledgement about what we could have done differently or better
  • details of any steps we will take to reduce the likelihood of the issue reoccurring
  • details of any action we are taking because of the complaint (eg additional training with our team member(s); review of relevant policies)
  • details of whether we can resolve the issue in the way you have requested (if you made such a request in your complaint)
  • an apology.

Stage 2 reviews conclude the internal complaints process at Land of Joy and the decision of the trustees is considered final.

Next Steps

If you remain dissatisfied with the outcome of your complaint at stage 2, you may be able to raise the matter with the Charity Commission (such as where there is serious wrongdoing). See the Charity Commission’s website for further details: https://www.gov.uk/government/organisations/charity-commission

Sangha

The Land of Joy complaints procedure also includes Sangha (ordained monks and nuns). Should a complaint about a Sangha member be substantiated, and disciplinary action be considered, the matter will be referred to the International Mahayana Institute (IMI).

Record Keeping and Data Retention

All personal data gathered during the complaints process will be handled in accordance with our Privacy Policy and UK GDPR requirements.

Managing Unreasonable or Repeated Complaints

Complaints that are unreasonable or unreasonably persistent are hard to define but often easy to recognise should they occur. Examples include repeating the same complaint despite Land of Joy previously addressing the issues, recording conversations without the consent of everyone involved, or where the complainant has no significant relationship with Land of Joy but objects to its activities. In such cases, the Centre Director will liaise with the Chair of Trustees to agree our response (which may include, for example, explaining to the complainant that their behaviour is unreasonable and asking them to change it, or informing the complainant that the complaint will not be investigated).

April 2026

 

Land of Joy Health and Safety Policy

Land of Joy is committed to maintaining safe and healthy working conditions for its staff, students and sub-contractors whilst at the Centre. All staff have corresponding responsibilities to co-operate with Land of Joy in achieving this goal. Common sense judgement should be used and knowledge of the procedures in this document is expected.

The Board of Trustees has overall and final responsibility for health and safety
The Director has day-to-day responsibility for ensuring this policy is put into practice

Overall responsibility for health and safety is that of the Trustees. The Trustees’ intention is to do what is reasonable and practical in preventing personal injury and damage to property, and to protect everyone from foreseeable hazard and danger, including the public, in so far as they come into contact with Land of Joy or its activities.

STATEMENT of GENERAL POLICY

  1. Prevent accidents and cases of work-related ill health (physical and mental) by managing the health and safety risks in the workplace

  2. Provide clear instructions and information, and adequate training, to ensure staff are competent to do their work

  3. Engage and consult with staff on day-to-day health and safety conditions

  4. Implement emergency procedures – evacuation in case of fire or other significantincident.

  5. Take into account statutory requirements for Health and Safety.

  6. Recognise that all staff have a duty to co-operate in the implementation of this Healthand Safety policy by:

    • Working safely

    • Meeting statutory duties

    • Reporting incidents and/or equipment that have led, or may lead, to injury ordamage

    • Following Health and Safety procedures and safe systems of workHEALTH AND SAFETY RISKS ARISING FROM LAND OF JOY ACTIVITIESRisk Assessments will be undertaken by the Director or a specifically appointed team member. Any findings of these assessments, action and responsibility for control/removal of risks and implemented actions will be undertaken by the Director.Assessments will be reviewed every year.EQUIPMENT SAFETY

  • Responsibility for the maintenance, monitoring and implementation of action arising from monitoring all equipment will be with the Director.

  • Responsibility for all equipment meeting health and safety standards will be with the Director.INFORMATION, INSTRUCTION AND SUPERVISION

• Induction training will be provided for all volunteers by the Director or other designated team member

ACCIDENTS, FIRST AID AND WORK-RELATED ILL HEALTH

  1. First Aid box is kept in the Land of Joy main office and in the kitchen

  2. The appointed First Aiders are: TBC

Emergency contacts are on display in the Land of Joy office.
All accidents will be recorded in the Accident Book which is kept on the door in the main office.

The person responsible for reporting accidents and dangerous occurrences to the enforcing authority is: Manager and Director.

MONITORING

To check our working conditions and ensure safe working practices are being followed, we will:

  • Provide a forum for health and safety issues in trustee meetings

  • Monitor equipment on a regular basis

  • Act upon any concerns of volunteers.

  • Reassess risks after accidents

  • Reassess risks annually

    The person responsible for investigating accidents, work-related causes of sickness and foracting on investigation findings to prevent a recurrence is: Manager & Director.EMERGENCY PROCEDURES

  • Fire and Evacuation Fire risk assessment is undertaken and implemented by the Director or an appointed team member

  • Escape routes are checked every month by the Director or an appointed team member

  • Emergency lights are above every fire exit doorway. They are all 3w LED bulkheadsand connected to the main fire alarm

  • The emergency lighting in the building is tested on a quarterly basis

  • The fire alarm system and call points are checked weekly by the Manager

  • There are 10 fire extinguishers (7x 6ltr water, 1 x 13A 2 ltr Foam and 2x 2 kg CO2) inthe main building.

  • These are serviced by Angel Fire on an annual basis.ASSOCIATED DOCUMENTS

  • Health and Safety Risk Assessment

  • Health and Safety Manual

  • Fire Risk AssessmentWe are committed to reviewing our policy and good practice annually. This policy was last reviewed in: July 2020Signed: …………………………………………………………..(C M Elliott) [Chair of Land of Joy board of Trustees]

    Date: ……July 2020

Safe Recruitment Policy

These are the guidelines for longer term appointments expected to last for three months or more.

Short term volunteer team agreements will follow elements of this procedure, requiring a completed application form, interview, references, self-disclosure form, suitable DBS checks, short term volunteer team agreement, briefer induction and more frequent reviews of continuation in role.

Recruitment steps:

  1. Clear role description (which also makes it clear that the successful applicant will be required to sign and abide by the FPMT Ethical Policy and Protecting from Abuse policy and undertake FPMT online training.) It will include essential and desirable knowledge, skills and experience.

  2. Advertising through appropriate channels.

  3. Online Application form

  4. References:

    Two that explore the person’s character and values.

    One of these should be from the person’s last place of employment or volunteer work. (Assuming they have worked or volunteered before.)

    If the individual has offered service previously at an FPMT affiliate, request a reference from that affiliate.

  5. Clear shortlisting criteria and scoring process that involves more than one person.

  6. Criteria and scoring process for interviewers to follow at interview.

  7. A face to face / online interview that includes a question in relation to safeguarding practice/experience and explores the commitment to developing a safe culture. The interview should be conducted with a panel or more than one interviewer.

  8. A written conditional offer of engagement as a volunteer (pending receipt of checks and references).

  9. Self-Disclosure form, signed and dated by applicant (once post has been offered to them subject to necessary checks):

    Include a requirement to sign a self-disclosure form which asks:

    • ●  Have you ever been arrested, charged or convicted of a criminal offence?

    • ●  Have you ever had disciplinary and/or regulatory action upheld against you?

    • ●  Have you ever been dismissed for misconduct/gross misconduct?

    • ●  Have you ever been disqualified as a trustee, director or board member?

  10. Follow up on identity, citizen/visa/right of abode/right of employment checks; and criminal record checks for roles where appropriate, in line with local requirements.

11. Qualifications checks if relevant: original copies preferable.

  1. The receipt of references which the charity deems to be satisfactory (if the role being recruited for is one working with children or adults at risk, a reference should be obtained from the last employer where the individual worked in such a role, with the reason they left that employment being requested. This should be supplemented by at least one other reference from a former employer).
  2. Additional checks where relevant:
    Scrutiny of social media profiles
    Verification of medical fitness (if required for the role)
    DBS disclosure, the result of which the charity considers satisfactory (if the role is eligible for a DBS check). Please refer to our DBS data handling policy for more information.
  3. A letter of appointment and volunteer team member agreement.
  4. A standard induction process providing a clear written induction process, including information about oversight, accountability, and individual support based on assessment of need.The induction should include FPMT Protection from Abuse training (or other safeguarding awareness information in the interim or if role is short term), including familiarity of the safeguarding policy and how to report concerns. The FPMT ethical guidelines and protection from abuse policy and any additional centre code of conduct should be signed.

Please note, the FPMT Protection from Abuse Policy (PfA) is fully incorporated in the Land of Joy Safeguarding Policy. However, the FPMT PfA can be accessed in the ethics section of the Affiliates area of the FPMT website or requested from the Director or Chair of Land of Joy Board. Acknowledgement of having read, understood, and agreed to abide by FPMT’s Ethical and Protecting from Abuse Policies must be signed by:

  • FPMT centre, project and service board members, directors, spiritual program coordinators, resident teachers, interpreters, introductory class leaders, employees and staff.
  • FPMT registered teachers.
  • FPMT study group, regional and national coordinators.
  • FPMT Inc. board members and International Office employees and staff.FPMT regional and national coordinators; affiliate directors, board members, spiritual program coordinators and resident teachers; registered teachers; and study group coordinators; are also required to complete the FPMT Protecting from Abuse training course within three months of beginning their role and take the refresher training if they are still holding that role after three years.
  1. A probationary period (recommended 6 months).
  2. Provision of regular supervision and support and annual appraisal for all team members and as required for shorter term volunteers.
  3. Records should be retained according to statutory or mandatory guidelines, insurers’ requirements, and so on.

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Trustees:

There are legal requirements for all charities to observe when recruiting trustees or senior managers. Under the Charities Act 2011, it is a criminal offence for a person to act as a trustee or senior

manager of a charity if they are disqualified from doing so.

A person is considered to be a charity trustee for this purpose if they are one of the people who have general control and management of the administration of the charity. Senior managers include those employees who report directly to the charity trustees or have responsibility for the overall management and control of the charity’s finances.

The Charities Act 2011 sets out the grounds on which a person can be disqualified from acting as a trustee or senior manager. These include various spent and unspent criminal offences and other sanctions. The disqualifying reasons are set out in the Charity Commission guidance, Automatic disqualification rules for charity trustees and charity senior positions.

There is no single list or register that covers all of the disqualification criteria and a mixed approach to checking whether a person is disqualified is therefore recommended. This can be achieved by:

  • requiring existing and prospective trustees or senior managers to sign a declaration to confirm whether, to the best of their knowledge, they are subject to any of the disqualification criteria. The Charity Commission has published a trustee eligibility declaration form that can be used for this purpose.
  • checking whether an existing or prospective trustee or senior manager is named on any of:
    • –  the bankruptcy and insolvency register
    • –  the register of disqualified directors maintained by Companies House
    • –  the register of persons who have been removed as a charity trusteeA person who is disqualified may apply to the Charity Commission for a waiver of the disqualification. If granted, the waiver would allow that person to take up a trustee position.We are committed to reviewing our policy and good practice annually. This policy was last reviewed on: 10th March 2025

Date of next review: April 2026

2026 LoJ Safeguarding Policy

Bullying and Harassment Policy

Land of Joy wishes to ensure everyone is treated with respect and dignity.

This policy applies to all trustees, visitors, volunteers, on and off the premises, including those involved with LoJ in any capacity such as a

Bullying can be described as offensive, intimidating, or insulting behaviour towards another, an abuse or misuse of power through means intended to undermine, humiliate, denigrate or injure the recipient.

The legal definition of harassment also requires the behaviour to have ‘the purpose or effect of violating people’s dignity or creating an intimidating, hostile, degrading, humiliating or offensive environment.

It may be related to age, gender, race, disability, religion, belief, sexuality, nationality or any personal characteristics of the individual, and may be persistent or an isolated incident. Bullying or harassment may be by an individual against an individual or involve groups of people. It may be obvious, or it may be insidious. It may be face to face or in written communications, electronic (e)mail, phone. It may take place in private or in public. Whatever form it takes, it is unwarranted and unwelcome to the individual.

Examples of bullying/harassing behaviour could include:

  • spreading malicious rumours
  • insulting someone by word or behaviour (particularly on the grounds of race, sex, age, disability, sexual orientation and religion or belief)
  • copying memos that are critical about someone to others who do not need to know
  • ridiculing or demeaning someone – picking on them or setting them up to fail
  • exclusion or victimisation
  • unfair treatment such as overbearing supervision or other misuse of power or position
  • unwelcome sexual advances – touching, standing too close, the display of offensive materials etc.Bullying needs to be distinguished from constructive and fair criticism and feedback, such as setting goals and priorities and introducing changes in procedures and roles. Interpersonal disagreements and conflicts, including the occasional raised voice, are not necessarily bullying. Behaviour that is considered bullying by one person may be considered firm management by another, so it is important to explore the intentions as well as the impact of someone’s actions.

Procedures

Complaints of bullying and/or harassment, will be dealt with fairly, confidentially, and sensitively using the general format set out in the grievance policy (if an internal matter only) or the complaints policy and procedures.

If an individual wishes to raise a bullying harassment concern, they should approach the director in the first instance. If that feels inappropriate or that is who the concern is about, the chair of the Board of Trustees can be approached or the Safeguarding Lead or Designated Person.

In most cases if appropriate, the matter will be dealt with informally; sometimes people are not aware that their behaviour is unwelcome, and an informal discussion can lead to greater understanding and an agreement that the behaviour will cease. It may be that the individual will choose to do this themselves, or they may need support from a manager, a colleague or similar person.

If this way forward is not appropriate, either because it was tried and was unable to resolve the issues going forward, or if the matter was deemed very serious, then a complaint should be put in writing and passed to LoJ representative/s as described above. This will then lead to a more formal process and investigation following the grievance procedure or complaints policy depending on which is relevant.

The investigation must be seen to be objective and unbiased. Decisions can then be made as to what action needs to be taken. In cases which appear to involve serious misconduct, and there is reason to separate the parties, a short period of suspension of the alleged bully/harasser may need to be considered while the case is being investigated. The person making the complaint will not be asked to step back from their role or activities or leave unless they ask for such a move.

Someone who believes they are experiencing bullying or harassment needs to feel safe to come forward. If after further exploration, the matter is considered to be unfounded, the complainant will not face any criticism or further consequences unless the complaint is assessed as malicious or vexatious.

Land of Joy’s response to incidents of bullying and harassment aims to take into account the needs of the person being bullied as well as the needs of the person displaying bullying behaviour, and also alongside others within the organisation.

We will review the policy and learn from any incidents at regular intervals. We recognise that bullying is closely related to how we respect and recognise the value of diversity. We will be proactive about seeking opportunities to learn about and celebrate difference, to welcome diversity in our team and everyone in contact with Land of Joy.

Reviewed and agreed 21st March 2025

Handling of DBS Information Policy

Land of Joy Retreat Centre – March 2025

1. Purpose

Land of Joy Retreat Centre is committed to ensuring that Disclosure and Barring Service (DBS) information is handled fairly, stored securely, and used only for the intended purpose. This policy outlines our procedures for handling, storing, retaining, and disposing of DBS information in compliance with the DBS Code of Practice, the General Data Protection Regulation (GDPR), and relevant UK legislation.

2. Scope

This policy applies to all trustees, volunteers, and anyone responsible for handling DBS certificates or related information.

3. Use of DBS Information

DBS checks are conducted only when necessary for roles involving work with children, vulnerable adults, or other sensitive positions. We ensure that DBS checks are:

  • Conducted at the appropriate level (Basic, Standard, or Enhanced) as required for the role.
  • Used solely for assessing an individual’s suitability for a position at Land of Joy.
  • Not used to unfairly discriminate against any applicant or employee.

4. Storage and Access

  • DBS certificate information supplied to Land of Joy is kept securely in a locked storage unit.
  • Only designated individuals with the authority to handle DBS information will have access.
  • Electronic records are stored securely with restricted access on our volunteer information database, Capsule.
  • DBS information is not retained in personnel files unless required for regulatory purposes.

5. Retention and Disposal

  • DBS certificate information is only retained for as long as necessary and in line with DBS guidelines (typically no longer than six months after a recruitment decision is made).
  • After this period, information is securely destroyed by shredding or permanently deleting electronic records.
  • A record of the check (including date, reference number, type of check, and decision) may be kept without retaining the full certificate details.

6. Confidentiality and Data Protection

  • DBS information is treated as highly confidential and is processed in accordance with GDPR and the Data Protection Act 2018.
  • It is not shared with unauthorised individuals or organisations unless required by law.
  • Individuals have the right to request access to their DBS information as part of their personal data rights under GDPR.

7. Handling Disclosures

  • If a DBS check reveals information, it will be assessed fairly and on a case-by-case basis.
  • An individual will have the opportunity to discuss any disclosed information before a decision is made.
  • A risk assessment will be conducted to determine whether the information impacts their suitability for the role.

8. Policy Review

This policy is reviewed annually or when legislative changes require an update.

Approved by: Land of Joy Board of Trustees
 Date: 7th March 2025
 Next Review Date: July 2026

 

Volunteer Policy

This document sets out guidelines of expectations and conditions for offering service to ensure that all volunteers are treated fairly and that the experience of volunteering at Land of Joy is meaningful and rewarding for everyone involved.

Welcoming Our Volunteers

At Land of Joy, everything is made possible through generosity – from our volunteers to our retreatants and supporters. We deeply appreciate every form of contribution, and we strive to ensure that every team member feels valued, supported, and cared for.

Volunteers are at the heart of our community, helping us maintain and develop Land of Joy as a place of retreat, reflection, and service. This policy outlines our shared commitments, rights, and responsibilities to ensure a fulfilling and harmonious experience.

Volunteer Conditions & Expectations

Residential Volunteers 

  • Typically offer 6–8 hours of service per day, five days per week, with flexibility based on the Centre’s needs.
  • People who commit to service for a fixed term of at least a 1 month period.

Local Non-Residential Volunteers

  • Provide service in a structured role for an extended period.
  • May offer regular support on a weekly or monthly basis.
  • Some volunteers assist occasionally as needed.
  • Hours will be defined with the director and/or manager and may be on a regular or project based framework.

Remote Volunteers(full time/ part time/ fixed term)

  • Offer structured service in specific roles over a short term, extended period or project based.
  • May contribute on a weekly, monthly, or occasional basis.
  • Hours will be defined with the director and/or manager and may be on a regular or project based framework.

Occasional Residential Volunteers

  • Offer structured service in specific roles over flexible periods of time.
  • May contribute on an ad hoc basis and are invited to stay on site during periods of service.
  • Hours will be defined with the director and/or manager and may be on a regular or project based framework.
  • Some volunteers may provide periodic full-time service for specific needs (e.g., covering breaks, supporting retreats, or contributing to projects such as Woodlanders).

Definition of term ‘residential’ – Land of Joy classifies ‘residential’ as a volunteer offering service and staying onsite for a period of 1 month or more.

Volunteer Induction & Training

All volunteers will receive an induction within their first week, covering:

  • Roles and responsibilities
  • Setting volunteers up for success in their role with relevant training, learning & development. 
  • Supervision, support, and pastoral care
  • Understanding the values and the purpose of Land of Joy
  • Safeguarding Policy and requirements
  • Confidentiality and data protection
  • Caring for self and others
  • Working with challenges, conflict transformation and complaints procedure
  • Health & Safety requirements

Volunteer Support 

Land of Joy provides residential (full time) volunteers with:

  • Accommodation, meals, and basic toiletries (as outlined in the Residential Licence Agreement).
  • Costs covered for NHS prescriptions.
  • A dedicated line manager or coordinator to oversee tasks and provide support.
  • Training opportunities related to volunteer responsibilities.
  • Regular check-ins to ensure a positive experience and discuss any concerns.
  • Access to onsite courses, the library and retreats when possible.
  • Insurance coverage for public liability, personal accident, and loss of personal items (phone, computer) while volunteering at the Centre.

Land of Joy provides full time (30+ hours per week) remote volunteers with:

  • Provision for food expenditure, in line with budgets and basic toiletries
  • Costs covered for NHS prescriptions
  • Provision of digital services that enable volunteer service
  • A dedicated line manager or coordinator to oversee tasks and provide support.
  • Training opportunities related to volunteer responsibilities.
  • Regular check-ins to ensure a positive experience and discuss any concerns.
  • Provision for IT hardware and role supplies

Land of Joy provides part time (up to 25 hours per week) remote volunteers with:

  • A dedicated line manager or coordinator to oversee tasks and provide support.
  • Training opportunities related to volunteer responsibilities.
  • Regular check-ins to ensure a positive experience and discuss any concerns.
  • Provision of digital services that enable volunteer service
  • A provision of other benefits as deemed reasonable and appropriate by the organisation.

Reimbursement of Expenses

  • Reasonable out-of-pocket expenses incurred in line with the role will be reimbursed, in accordance with Land of Joy finance policies. Any expenses should be agreed beforehand with the appropriate line manager/ coordinator.
  • Additional expenses or travel costs must be agreed upon in advance and in writing.
  • All expenses must be submitted with receipts within one month of being incurred.

Financial Support

  • Any specialist project work outside usual hours and role / responsibilities, agreed upon in advance, may be invoiced at the discretion of the director and relevant board members.

Volunteers are responsible for managing their own financial needs beyond these provisions.

Time Off & Breaks

  • Short- and long-term residential volunteers are encouraged to take regular breaks.
  • A rota system ensures two days off per week.
  • Longer breaks for holidays or retreats should be arranged in advance, in writing, with the relevant line manager/ coordinator.
  • If a significant break is required, Land of Joy may need to recruit a replacement.

Guidelines for a Supportive Volunteering Experience

  • Residential volunteers should be comfortable living and serving in a rural, Buddhist retreat setting.
  • Volunteers should mindfully practice respectfulness, kindness, generosity, patience, and empathy when interacting with others.
  • Cooperation in maintaining a harmonious and clean living space is essential for community well-being.
  • Volunteers are required to follow the five Mahayana precepts while at the Centre:
  1. To protect life – refrain from killing, including insects.
  2. To respect property – refrain from stealing.
  3. To speak the truth – refrain from dishonesty and divisive speech.
  4. To embrace health – refrain from intoxicants (alcohol, drugs) anywhere on the premises.
  5. To respect others – refrain from sexual activity while at Land of Joy.

Additionally:

  • The Centre follows a vegetarian diet.
  • Volunteers should not accept individual donations from retreatants—any Dana received is shared equally among full time volunteers.
  • The centre regularly supports monastics in a variety of ways; lay volunteers should make every effort to support the vows and respect the lineage of ordination and monasticism.

Communication & Conflict Transformation

  • Volunteers are encouraged to share feedback and have open dialogue with fellow volunteers and their line manager/ coordinator.
  • If any concerns arise, volunteers should discuss them with their line manager/ coordinator.
  • Land of Joy has a structured problem-transformation procedure, which volunteers are encouraged to familiarise themselves with and utilise when needed. 

Policies & Compliance

Volunteers are required to:

  • Read, sign, and comply with the FPMT Ethical Policy.
  • Follow all Land of Joy governance policies, including Data Protection, Health & Safety, Safeguarding, and the Spiritual Policy (available on our website).
  • Participate in ongoing safeguarding training.
  • Maintain confidentiality regarding organisational matters, volunteers, centre users, and suppliers.
  • More details and operational specifics are available in the volunteer agreement.

Additionally, residential volunteers must sign a Residential Licence Agreement and, as required, review the FPMT Inc. online safeguarding training programme, “Protection from Abuse.”

Ending the Volunteer Agreement

  • The Volunteer Agreement will specify an end date, which can be reviewed at request by either party with one month’s notice where possible.
  • Volunteers needing to leave suddenly due to personal circumstances should inform their line manager/coordinator at the earliest opportunity to ensure a smooth transition.
  • Volunteers should follow guidance regarding their exit from Land of Joy and offboarding as guided by their line manager/ coordinator.
  • All onboarding and offboarding processes are outlined in the relevant volunteer agreement.

We hope your time at Land of Joy brings skies of benefit, fostering a lasting, meaningful connection. Thank you for your generosity and dedication!

 

Whistleblowing Policy (2025)

Introduction and Background

Whistleblowing refers to the acton of an individual who publicly exposes information about perceived wrongdoings within an organisation.

Land of Joy is a charity and operates on a generosity model and does not employ any staff. Hence any whistleblowing is not covered by the Public Interest Disclosure Act which

came into force in July 1999 to protect employees against unfair dismissal or being subjected to any other detriment by their employer (such as denial of promotion, pay rise or training) for making disclosures about wrongdoing.

Land of Joy is supported by a team of volunteers both on and offsite. This policy refers to raising concerns, without fear of unwelcome repercussions or personal discrimination regarding raising serious concerns of wrongdoing or risk within the organisation. Regulators, such as the Charity Commission, treat volunteers as potential whistleblowers, recognising the valuable contribution they can make to protecting the public interest, and protecting them in light of the challenges they may face in doing so.

Whistleblowing is not the same as making a complaint or raising a grievance, where the individual is reporting that they have personally been poorly treated. A whistleblower is usually not directly or personally affected by the concern and therefore rarely has a direct personal interest in the outcome of any investigation into their concerns. The whistleblower raises the concern primarily for it to be addressed so others, including the public more generally, are not harmed. It may cover a concern for example that the charity is being defrauded, or someone using the charities resources for their own benefit, or it may be a matter that needs to be addressed under the safeguarding policy such as abuse or neglect of a child or adult at risk, or unsafe health and safety practices that pose a serious risk.

Land of Joy wishes to encourage people to come forward to share their concerns and to create transparency and accountability. This allows for earlier disclosure which may result in the matter being dealt with before it gets too serious or causes reputational damage.

Complaints that count as whistleblowing:

• a criminal offence, for example fraud.
• someone’s health and safety is in danger.
• risk or actual damage to the environment.
• a miscarriage of justice.
• the company is breaking the law, for example does not have the right insurance. • you believe someone is covering up wrongdoing.

Unless a particular case is in the public interest, personal grievances are not covered by whistleblowing law.

Making a protected disclosure under the Whistleblowing Policy, gives an individual the right not to be requested to leave or subjected to any other detriment, or victimised, because they have made a disclosure.

Principles

  • Everyone should be aware of the importance of preventing and eliminating wrongdoing at Land of Joy. Members of the team working on behalf of the charity should be watchful for illegal or unethical conduct and report anything of that nature that they become aware of.
  • Any matter raised under this procedure will be investigated thoroughly, promptly and confidentially, and the outcome of the investigation reported back to the person who raised the issue.
  • No-one working on behalf of the charity will be victimised for raising a matter of legitimate concern under this procedure.
  • If misconduct is discovered as a result of any whistleblowing investigation, Land of Joy policies and procedures will apply, in addition to any appropriate external measures that need to be undertaken.
  • Maliciously making a false allegation, or attempting to cover up or advising another person to cover up wrongdoing, will be regarded as a serious matters and Land of Joy policies will apply accordingly.Procedure1st Stage: Raising the matter as soon as you are aware of a concern may avoid the problem
    escalating. It gives the opportunity to rectify the matter before they become more serious.Any concerns should be raised with the director or person covering this role, who will look into the matter and commence an investigation if the matter meets the threshold of this policy. The investigation may involve you and other individuals involved giving a written statement. Any investigation will be carried out in accordance with the principles set out above.Your statement will be taken into account, and you will be asked to comment on any additional evidence obtained. The director will take any necessary action to address the matter promptly and make any remedial response, as well as reporting the matter to the chair and board of trustees and any appropriate government department or regulatory agency. On conclusion of any investigation, you will be told the outcome and what the charity has done, or proposes to do, about it. If no action is to be taken, the reason for this will be explained.

Stage 2: You should escalate the matter to the chair of the board of trustee if you are concerned that the director:

• is involved in the wrongdoing
• has failed to make a proper investigation
• or has failed to report the outcome of the investigations to the relevant person.

The chair will arrange for a review of the investigation to be carried out, make any necessary
enquiries and make their own report to the board.

Stage 3: If on conclusion of stages 1 and 2 you reasonably believe that the appropriate action has not been taken, you should report the matter to the relevant body. This includes:

• FPMT UK co-ordinator and/or FPMT Centre Services • HM Revenue & Customs
• The Health and Safety Executive
• The Environment Agency

• The Serious Fraud Office
• The Charity Commission
• The Pensions Regulator
• The Information Commissioner
• The Financial Conduct Authority
• The Competition and Markets Authority
• The Independent Office for Police Conduct

You can find the full list in The Public Interest Disclosure (Prescribed Persons) Order 2014.

https://www.gov.uk/government/publications/blowing-the-whistle-list-of-prescribed- people-and-bodies–2/whistleblowing-list-of-prescribed-people-and-bodies

Data protection

When an individual makes a disclosure, Land of Joy will process any personal data collected in accordance with the data protection requirements policy. Data collected from the point at which the individual makes the report is held securely and accessed by, and disclosed to, individuals only for the purposes of dealing with the disclosure.

https://www.gov.uk/data-protection

Reviewed and agreed 15/3/25