Our policies and procedures

Community Base's activities are governed by a memorandum and articles of association, our statement of core values and our policies and procedures, listed here.

Broadband fair usage policy

  1. Community Base is committed to ensuring that the broadband connection to the internet provided by Community Base (the connection) to groups at Community Base (broadband users) is as fast and reliable as possible.
  2. Community Base is committed to periodically upgrading its broadband technology to ensure that the best connection possible within existing financial constraints is give to broadband users.
  3. As all broadband users share available bandwidth, broadband users must not use the connection in a way that significantly reduces the amount of bandwidth and accept that Community Base may restrict access to applications or http://www.communitybase.orgs the use of which would noticeably reduce bandwidth available to other broadband users.
  4. Broadband users must not use the connection for unlawful or fraudulent purposes.
  5. Broadband users must have adequate virus and malware protection installed on all computers using the connection.
  6. This policy will be reviewed by the board of trustees at least every calendar year

Complaints procedure

  1. Stage one - if someone has a complaint about the running of Community Base or any action by Community Base staff s/he should first write to the Community Base director outlining the complaint. The director will then try to resolve the matter and will write to the complainant giving his/her findings on the matter within 10 working days.
  2. Stage two - if the complainant is not satisfied after stage one (or if the complaint is about the director) s/he should write to the chair of the board of trustees about the matter by leaving a letter, outlining their complaint and addressed to the chair of the Community Base board of trustees, with the Community Base receptionist. The chair will then try to resolve the matter by consulting with the complainant and others involved and will write to the complainant giving his/her findings on the complaint within 10 working days.
  3. Stage three - if the complainant is not satisfied after stage one and two (or if the complaint is about the chair of the board of trustees) s/he can ask for the Community Base board of trustees to deal with the matter by leaving a letter, outlining their complaint and addressed to the chair or secretary of the Community Base board of trustees, with the Community Base receptionist. The board will appoint a complaints panel of at least two trustees who will investigate the complaint, meeting with the complainant within 10 working days (if the complainant wishes to meet) accompanied by a representative (if the complainant wishes to be). The complaints panel will write to the complainant giving their findings on the complaint within 20 working days unless all parties agree to extend this timetable. The decision of the complaints panel will be final.
  4. This policy will be reviewed by the board of trustees at least every calendar year.

Data protection policy

  1. Community Base needs to keep certain information about individuals in order to carry out its aims and objectives.
  2. Community Base will comply with the data protection principles set out in the Data Protection Act 1998. In particular we will ensure that all personal data kept by Community Base is obtained and processed fairly and lawfully; obtained for a specified and lawful purpose and not processed in any manner incompatible with that purpose; adequate, relevant and not excessive for that purpose; accurate and kept up to date; not kept for longer than is necessary for that purpose; processed in accordance with the data subject's rights; kept safe from unauthorised access, accidental loss or destruction; not transferred to a country outside the European Economic Area, unless that country has equivalent levels of protection for personal data.
  3. All staff are responsible for checking that all information they provide Community Base in connection with their employment is accurate and up to date.
  4. All staff are responsible for compliance with this policy and ensuring that personal information kept by Community Base is not disclosed orally or in writing or accidentally or otherwise to any unauthorised third party. Any deliberate breach of this policy by a staff member may lead to disciplinary action being taken against them.
  5. Staff and other individuals that Community Base keeps information about have the right to access any personal data kept about them either on computer or in paper files. In order to gain access to such information the individual should make a request in writing to the Community Base director.
  6. Community Base as an organisation is the data controller under the Act, and is therefore ultimately responsible for implementation. However the designated data controller, the Community Base director, will deal with day to day matters.
  7. This policy will be reviewed by the board of trustees at least every calendar year.

Equal opportunities policy

  1. Community Base is committed to promoting equal opportunities for all within the community.
  2. We will seek to ensure equality of opportunity, treatment and access to all our services. To this end, no individual or group applying for services from Community Base will be treated less favourably than any other individual or group because of their gender, gender identity, sexual orientation, marital status, responsibilities for dependants, race, colour, nationality, ethnic origin, religious or cultural beliefs, trade union or political activity, age or disability. We will monitor people using our reception by gender, age and ethnicity and will ask participant groups to supply us with annual figures that monitor their clients, volunteers and staff by ethnicity.
  3. We will seek to ensure equality of opportunity, treatment and access to employment opportunities with Community Base. To this end, no individual or group applying for services from Community Base will be treated less favourably than any other individual or group because of their gender, gender identity, sexual orientation, marital status, responsibilities for dependants, race, colour, nationality, ethnic origin, religious or cultural beliefs, trade union or political activity, age or disability. We will ensure that no prospective employee is discrimated against, either directly or indirectly, through reasons of inadequate advertising, lack of facilities or equipment or discriminatory recruitment or selection procedures. All application forms sent out for employment with Community Base will be accompanied by a monitoring form and the results of this monitoring will be presented to the next board meeting after the closing date for the post in order to consider any action that may be taken as a result of this monitoring.
  4. We will seek to identify the needs of disadvantaged groups in our areas of operation and seek to establish close links with such groups. We will actively promote the use of our services by disadvantaged groups. In particular, we will whenever possible provide translations of our guide to Community Base and other services in Brighton and Hove into languages other than English that are widely spoken locally in paper versions at our reception and online on our http://www.communitybase.org.
  5. We will abide by the Equal Pay Act 1974, Sex Discrimination Act 1975, Disabled Persons (Employment) Act 1944, Rehabilitation of Offenders Act 1974, Race Relations Act 1976 as amended by the Race Relations (Amendment) Act 2000, Disability Discrimination Act 1995 and all other legislation.
  6. In carrying out their duties our staff, volunteers and trustees will be mindful of our commitment to equality of opportunity for all.
  7. In the composition and operation of our board and committees, we will be mindful of our commitment to equality of opportunity for all.
  8. In hiring contractors and other agencies to work for us, we will be mindful of our commitment to equality of opportunity for all.
  9. The policies, practices and procedures of Community Base will be regularly reviewed to ensure that they do not discriminate directly or indirectly against individuals or groups on the basis of gender, gender identity, sexual orientation, marital status, responsibilities for dependants, race, colour, nationality, ethnic origin, religious or cultural beliefs, trade union or political activity, age or disability. Changes to policies, practices and procedures will be made where it is found that such discrimination is, or has been, taking place.
  10. This policy will be reviewed by the board of trustees at least every calendar year.

Health and safety policy

  1. General statement of policy

    Community Base aims to provide healthy and safe working conditions, equipment and systems of work for all our employees, volunteers and other people using Community Base and to provide all such training and information as is necessary to do this.

  2. Responsibilities

    Overall and final responsibility for health and safety is that of the board of trustees chaired by Sylvia Alexander-Vine. Day-to-day responsibility for ensuring this policy is put into practice is delegated to Annette Moss, the Community Base building manager. The board will receive regular reports on health and safety from the Community Base building manager. All employees are required to

    1. cooperate with supervisors and managers on health and safety matters
    2. not interfere with anything provided to safeguard their health and safety or the health and safety of others
    3. take reasonable care of their own health and safety
    4. report all health and safety concerns to the building manager.
  3. Assessing and minimising health and safety risks

    1. Risk assessments of potential hazards will be undertaken and recorded at least annually under the supervision of the building manager. The results of these assessments will be reported to the board of trustees by the building manager at least once a year.
    2. The building manager will be responsible for ensuring that any actions required to remove or reduce risks is taken and reporting these actions to the board of trustees.
  4. Working with other organisations to minimise health and safety risks

    Community Base recognises its responsibility to play a leading role in working with other organisations using Community Base to ensure and improve the good health and safety of everyone using Community Base. Specifically, Community Base will

    1. enter into licence agreements with all groups renting space at Community Base that place an obligation on groups to minimise health and safety risks
    2. keep groups and individuals working in Community Base informed of the need to minimise health and safety risks
    3. take action against groups or individuals creating an avoidable risk to the health and safety of people using Community Base
    4. provide a central point of contact, our reception, where concerns about health and safety can be made, recorded and acted on.
  5. Review of policy

    This policy will be reviewed by the board of trustees at least every calendar year.

Policy on allocation of space

  1. We recognise that at times there is more demand for space at Community Base than there is space available. When deciding on the allocation of space at Community Base to a group we will consider the group's request against the following criteria
    1. That the group is able to pay for accommodation and services provided by Community Base
    2. That the location of the space available meets the needs of the group
    3. That the group is a community or voluntary organisation and is not a for-profit company, government body or statutory agency
    4. That the activities and planned activities of the group are of a charitable or community nature
    5. That the aims and legal status of the group are of a charitable or community nature
    6. That the group's activities will not have a negative impact on other users of Community Base, including our own staff, or our neighbours
    7. That the group would contribute towards ensuring that Community Base continues to provide a home for a wide range of community and voluntary activities, such activities including the provision of direct services to people in need, the promotion of voluntary activity and active citizenship, activity aimed at encouraging ecological sustainability and campaigning.
  2. When allocating space we will seek to meet the needs of smaller community and voluntary groups in a flexible way.
  3. We will continually review the use of space at Community Base against the criteria set out above in order to ensure that it is used as far as possible for purposes meeting these criteria.
  4. This policy will be reviewed by the board of trustees at least every calendar year.

You can contact Community Base reception on (01273) 234000 or by email at

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