Question 1

Privacy Policy

Accepted Answer

1. Introduction
Macclesfield Lodge is committed to protecting and respecting your personal data. This Privacy Notice explains how we collect, use, store, and share your information in accordance with the UK GDPR and the Data Protection Act 2018.

2. Who We Are
Macclesfield Lodge Hotel is the data controller responsible for your personal data.

Contact details:
Macclesfield Lodge
3-3A Churchside, Macclesfield SK10 1HG
hello@macclesfieldlodge.com
07517265693
 
3. What Information We Collect
We may collect and process the following personal data:
Name, date of birth, and contact details
Identification documents where required
Booking or accommodation details
Information relating to support needs (where applicable)
Health or safeguarding information (where necessary and appropriate)
Communication records

4. How We Use Your Information
We use your personal data to:
Provide accommodation and related services
Manage bookings and placements
Ensure the safety and wellbeing of residents
Meet safeguarding responsibilities
Communicate with you and relevant organisations
Comply with legal and regulatory requirements

5. Lawful Basis for Processing
We process your data under the following lawful bases:
Contractual obligation – to provide accommodation and services
Legal obligation – to comply with legal and regulatory duties
Legitimate interests – to operate and manage our services
Vital interests – to protect individuals in emergency situations
Where we process special category data (e.g. health information), this is done in accordance with additional legal protections under the UK GDPR.

6. Sharing Your Information
We may share your information with:
Local authorities and housing providers
Support organisations and partners (e.g. support services)
Healthcare professionals where appropriate
Emergency services if required
All data sharing is carried out securely and only where necessary.

7. Data Retention
We will only retain your personal data for as long as necessary to fulfil the purposes for which it was collected, including legal, safeguarding, and contractual requirements.

8. How We Protect Your Data
We take appropriate technical and organisational measures to protect your data, including:
Secure storage of physical and digital records
Restricted access to authorised personnel only
Staff training in data protection and confidentiality

9. Your Rights
Under the UK GDPR, you have the right to:
Access your personal data
Request correction of inaccurate data
Request erasure (where applicable)
Restrict or object to processing
Request data portability

You also have the right to lodge a complaint with the Information Commissioner's Office if you are unhappy with how your data is handled.

10. Contact Us
If you have any questions about this Privacy Notice or your data, please contact:
Mohammed Ali

Macclesfield Lodge

hello@macclesfieldlodge.com
11. Updates to This Notice
This Privacy Notice may be updated from time to time. The latest version will always be available upon request or via our website.

Last Updated: 04/01/2026

Question 2

General Terms & Conditions

Accepted Answer

1. Introduction
These Terms and Conditions set out the standards and expectations for all residents, guests, and service users at Macclesfield Lodge Hotel. By accepting accommodation or services, individuals agree to comply with these terms.

2. Accommodation Provision
Accommodation is provided in a safe, clean, and habitable condition
Residents are expected to maintain their rooms in a reasonable state
Any damages or maintenance issues must be reported promptly

3. Behaviour and Conduct
All residents must treat staff, other residents, and visitors with respect
Anti-social, abusive, or disruptive behaviour will not be tolerated
Illegal activity is strictly prohibited and may result in immediate action

Macclesfield Lodge reserves the right to take appropriate action where behaviour impacts the safety or wellbeing of others.

4. Health and Safety
Residents must follow all health and safety guidance provided
Fire safety procedures must be adhered to at all times
Fire exits and communal areas must be kept clear

Failure to comply with safety requirements may result in action being taken.

5. Use of Facilities
Communal areas must be kept clean and used respectfully
Cooking, smoking, and waste disposal must follow site rules
Any misuse of facilities must be reported

6. Visitors
Visitors must comply with site rules and be respectful of other residents
The hotel reserves the right to restrict or refuse access where necessary

7. Safeguarding
Macclesfield Lodge is committed to safeguarding vulnerable individuals. Staff may take appropriate action where there are concerns about safety, wellbeing, or risk of harm.

8. Complaints
Residents have the right to raise concerns or complaints. All complaints will be handled in accordance with the Complaints Policy and addressed fairly and promptly.

9. Data Protection
Personal information will be handled in accordance with applicable data protection legislation. Details on how data is used can be found in the Privacy Notice.

10. Liability
Macclesfield Lodge Hotel is not responsible for loss or damage to personal belongings unless caused by proven negligence. Residents are encouraged to take reasonable care of their possessions.

11. Breach of Terms
Failure to comply with these Terms and Conditions may result in:
Warnings
Restrictions on use of facilities
Termination of accommodation (where appropriate and in line with agreements)

12. Changes to Terms
Macclesfield Lodge reserves the right to update these Terms and Conditions where necessary. Updated versions will be communicated as appropriate.

13. Acceptance
By residing at or using the services of Macclesfield Lodge Hotel, individuals confirm their acceptance of these Terms and Conditions.

Approved by: Mohammed Ali
Position: Director
Date: 04/01/2026

Review Date: 04/01/2027

Question 3

Complaints Policy

Accepted Answer

1. Purpose
Macclesfield Lodge Hotel is committed to providing high-quality services. We welcome feedback and complaints as an opportunity to improve.

2. How to Make a Complaint
Complaints can be made:
Verbally to staff
In writing (email or letter)

3. Process
Acknowledgement within 2 working days
Investigation undertaken promptly
Response provided within 14 working days

4. Escalation
If the complainant is not satisfied, the complaint may be escalated to senior management.

5. Principles
We will ensure:
Complaints are handled fairly and confidentially
No one is disadvantaged for raising a complaint
Outcomes are clearly communicated

6. Recording
All complaints will be logged and reviewed to identify trends and improvements.

7. Review
This policy will be reviewed annually.

Question 4

Safeguarding Policy

Accepted Answer

1. Statement of Commitment
Macclesfield Lodge is committed to safeguarding and promoting the welfare of all guests, including children and vulnerable adults. We recognise our responsibility to take all reasonable steps to protect individuals from harm, abuse, neglect, and exploitation.

This policy is guided by:
Children Act 1989
Care Act 2014
Safeguarding Vulnerable Groups Act 2006
UK GDPR

2. Scope of Policy
This policy applies to:
All employees (full-time, part-time, temporary)
Contractors and agency staff
Volunteers (if applicable)

It covers safeguarding responsibilities relating to:
Guests
Visitors
Staff members where appropriate

3. Definitions
Children
Anyone under the age of 18.

Vulnerable Adults
Individuals aged 18 or over who may be unable to protect themselves from harm due to:
Age
Disability
Illness
Mental health conditions

4. Types of Abuse
Staff should be aware of the following types of abuse:
Physical abuse – hitting, shaking, misuse of medication
Emotional abuse – intimidation, coercion, threats
Sexual abuse – exploitation, inappropriate contact
Neglect – failure to meet basic needs
Financial abuse – theft, fraud, exploitation
Modern slavery / trafficking – individuals being controlled or exploited

5. Responsibilities
Management
Ensure safeguarding procedures are in place and reviewed regularly
Provide staff training
Appoint a Designated Safeguarding Lead (DSL)

Designated Safeguarding Lead (DSL)
Act as the main point of contact for safeguarding concerns
Maintain records of incidents
Liaise with external agencies where required

Staff
Remain vigilant to safeguarding concerns
Report concerns immediately
Maintain confidentiality

6. Recognising Safeguarding Concerns
Staff should be alert to:
Unusual or suspicious behaviour
Signs of distress, fear, or injury
Guests who appear controlled or unable to speak freely
Children left unsupervised or at risk
Frequent visitors to a room under suspicious circumstances

7. Reporting Procedures
If a safeguarding concern arises:
Ensure immediate safety of the individual
Report to the DSL immediately 
Record:
Date and time
Details of concern
Actions taken
Do not investigate yourself
If urgent risk, contact emergency services (999)
Where appropriate, concerns may be reported to:
Local safeguarding authorities

Cheshire East Council – Safeguarding (Children)
Phone: 0300 123 5012 (office hours)
Emergency (out of hours): 0300 123 5022

Cheshire East Council – Safeguarding (Adults)
Phone: 0300 123 5010

Police
Emergency: 999
Non-emergency: 101

NSPCC Helpline
Phone: 0808 800 5000
These contacts operate under the framework of the Care Act 2014 and Children Act 1989.
Police

8. Confidentiality & Data Protection
All safeguarding information will be handled in line with:
UK GDPR
Information will:
Be shared only on a need-to-know basis 
Be stored securely
Be retained only as long as necessary

9. Staff Training
Macclesfield Hotel will:
Provide safeguarding awareness training for all staff
Ensure refresher training is completed regularly
Train the DSL to a higher level

10. Safer Recruitment
The hotel will:
Carry out appropriate background checks where required
Verify identity and references
Ensure staff understand safeguarding responsibilities

11. Whistleblowing
Staff are encouraged to report concerns about:
Poor practice
Unsafe behaviour
Failure to follow safeguarding procedures
Concerns can be raised without fear of retaliation.

12. Policy Review
This policy will be:
Reviewed annually
Updated in line with legal or operational changes

13. Partnership Working
Macclesfield Lodge works in partnership with Future Stability CIC to support delivery of services under local authority contracts.

How This Applies to Safeguarding:
All partners share a joint responsibility to safeguard children and vulnerable adults
Safeguarding concerns may be shared between organisations where appropriate
Each organisation retains its own safeguarding policy and procedures
Macclesfield Lodge will:
Ensure that Future Stability CIC has appropriate safeguarding policies in place
Cooperate with information sharing in line with the UK GDPR
Clearly define roles and responsibilities within any service agreement
  
Declaration
Macclesfield Lodge is committed to creating a safe, respectful, and secure environment for all guests and staff.

Question 5

Equality & Diversity Policy

Accepted Answer

Macclesfield Lodge is committed to promoting equality, diversity and inclusion and to ensuring that all employees, job applicants, guests and visitors are treated with dignity and respect. We will not tolerate discrimination, harassment or victimisation on any protected or non‑protected characteristic. Our aim is to create a working environment in which everyone has equal opportunity to participate, develop and progress.

Scope This policy applies to:
All employees (permanent, fixed‑term, casual and agency staff).
Job applicants, contractors, volunteers and trainees.
Guests, visitors and anyone engaged with Macclesfield Lodge in a business context.
 It covers all work‑related activities including recruitment, selection, training, promotion, discipline, dismissal, procurement, service provision and contractor management.

Definitions
Protected characteristics: age, disability, gender reassignment, marriage & civil partnership, pregnancy & maternity, race, religion or belief, sex, sexual orientation (as defined in the Equality Act 2010).
Discrimination: direct or indirect unfair treatment because of a protected characteristic.
Harassment: unwanted conduct related to a protected characteristic which violates dignity or creates a hostile environment.
Victimisation: subjecting someone to detriment because they have made or supported a complaint about discrimination or harassment.

Responsibilities
Directors / Management: set the tone, ensure implementation, allocate resources and review performance.
Line managers: ensure fair practice in recruitment, training, promotion and discipline; address concerns promptly; support reasonable adjustments.
Employees: treat others with respect, follow this policy, take part in training and raise concerns.
HR / Responsible Person: maintain records, monitor equality data, manage complaints and coordinate training. Contact: [HR name/email/phone].

Recruitment & Selection
Advertising: job vacancies will be advertised fairly and widely using inclusive language. Job descriptions and person specifications will be limited to essential requirements.
Applications and shortlisting: applicants will be assessed against objective criteria linked to the job. Shortlisting decisions will be documented.
Interviews and offers: interviews will be conducted by at least two trained interviewers where practicable, using structured questions and scoring. Offers will be based on merit.
Reasonable adjustments: candidates disclosing a disability will be offered reasonable adjustments during recruitment (e.g., accessible interview location, additional time).

Training & Development
Access: all staff will have equal access to training, development and learning opportunities relevant to their role.
Equality training: mandatory induction training will include equality, diversity and harassment awareness; refresher training will be provided periodically.
Career development: promotion and development decisions will be based on objective criteria, performance and potential. Support (mentoring/coaching) will be offered to address identified barriers.

Promotion, Discipline & Dismissal
Promotion: internal promotion will follow transparent selection processes and objective assessment. Shortlisting and selection records will be retained.
Discipline & dismissal: disciplinary processes will follow the Macclesfield Lodge Disciplinary Procedure (see Disciplinary Procedure, v.[version], dated [date]). Managers must follow the steps set out in that procedure, including investigation, formal meetings, right to be accompanied, and the right of appeal.

Monitoring: decisions on promotion, disciplinary action and dismissal will be monitored for equality impacts and reviewed where disparities are identified.

Victimisation, Discrimination & Harassment
Prohibition: victimisation, discrimination and harassment are strictly prohibited and constitute disciplinary offences under the Disciplinary Procedure.
Examples: insulting remarks, offensive jokes, unwanted physical contact, exclusion, discriminatory decision‑making, or retaliation for raising a complaint.
Zero tolerance: proven incidents of discrimination, harassment or victimisation will result in appropriate disciplinary action up to and including dismissal in accordance with the Disciplinary Procedure.

Reporting, Complaints & Grievance Procedure
Informal resolution: employees are encouraged to raise concerns informally with their line manager or HR in the first instance. Managers should seek to resolve matters quickly and confidentially.
Formal complaint: if informal resolution is not appropriate or fails, employees may raise a formal grievance under the Macclesfield Lodge Grievance Procedure (see Grievance Procedure, v.[version], dated [date]). Formal complaints of discrimination or harassment will be investigated promptly and impartially.

Safeguards: complaints will be treated confidentially to the extent possible. Complainants will be protected from victimisation. Malicious or knowingly false complaints may be dealt with under the Disciplinary Procedure.

Contacts: To submit a complaint or grievance contact hello@macclesfieldlodge.com.

Investigation & Outcomes
Process: investigations will be timely, fair and documented. Investigators will be impartial and may be internal or external depending on conflict risks.
Outcomes: following investigation, corrective or disciplinary action may include mediation, training, written warnings, suspension, or dismissal in line with the Disciplinary Procedure. Complainants will be advised of outcomes subject to confidentiality and legal constraints.
Appeals: both complainant and respondent have the right to appeal outcomes using the appeals process set out in the Disciplinary or Grievance Procedure.

Monitoring & Record‑keeping
Data collection: Macclesfield Lodge will collect voluntary equality monitoring data and maintain records of recruitment, promotion, training, disciplinary and dismissal outcomes.
Reporting: aggregated EDI data will be reviewed regularly by management and used to inform action plans. Individual data will be held securely and processed in line with the Privacy Notice and GDPR.
Review: the policy and related practices will be reviewed at least annually or sooner if required.

Reasonable Adjustments & Accessibility
We will make reasonable adjustments for employees, applicants and guests with disabilities to remove barriers to employment and service access. Managers must consider adjustment requests promptly and involve HR where necessary.

Contractors, Suppliers & Partners
We expect contractors and suppliers to comply with this policy in relation to services provided on our premises or on our behalf. Compliance will be included in contractual terms where appropriate.

Communication
This policy will be publicised to staff, available on the staff noticeboard and shared at induction. Training materials and guidance will be provided to managers.

Legal framework
This policy is informed by the Equality Act 2010 and associated guidance and reflects our legal obligations not to discriminate and to make reasonable adjustments.

Breach of policy
Breaches of this policy may result in disciplinary action up to and including dismissal. Serious breaches may also lead to civil or criminal liability.

Review
This policy will be reviewed annually and updated as necessary to reflect changes in law, best practice and organisational needs.

Related documents
Macclesfield Lodge Disciplinary Procedure (v.1.0, dated 04/01/2026
Macclesfield Lodge Grievance Procedure (v.1.0 dated 04/01/2026
Recruitment & Selection Policy
Equality Monitoring Form and Privacy Notice

Signed: Mohammed Ali Proprietor / Director
Macclesfield Lodge Date: 04.01.2026

Question 6

Carbon Reduction Policy

Accepted Answer

1. Commitment
Macclesfield Lodge Hotel is committed to reducing its environmental impact and supporting carbon reduction objectives.

2. Key Measures
We will:
Reduce energy consumption through efficient lighting and heating
Minimise water usage
Reduce waste and increase recycling
Use environmentally friendly products

3. Operational Efficiency
Optimise supplier and service routes
Maintain equipment to ensure efficiency
Reduce unnecessary travel

4. Staff Engagement
Staff will be encouraged to:
Reduce waste
Use resources efficiently
Support sustainability initiatives

5. Continuous Improvement
We will:
Review practices regularly
Identify opportunities to reduce emissions
Align with best practice and local authority expectations

6. Review
This policy will be reviewed annually.