Visitor Policy

Purpose

This policy sets out how Towerblock Radio CIC manages visitors to its premises, ensuring safety, security and appropriate access.

Scope

This policy applies to all visitors to Towerblock Radio CIC premises, including guests, clients, suppliers, contractors, workshop participants and members of the public.

Definitions

• Visitor means any person who is not a director, staff member or regular volunteer of Towerblock Radio CIC but who visits premises for an approved purpose.
• Host means the staff member or volunteer responsible for the visitor during their visit.

Responsibilities

The board ensures visitor management. The Operations Lead manages visitor procedures. Hosts are responsible for their visitors.

Policy Statement

Towerblock Radio CIC welcomes visitors while ensuring that their visits are safe, secure and properly managed.

Detailed Procedures

Visitor registration

• All visitors must sign in on arrival.
• The visitor register records the visitor's name, organisation, host, purpose of visit, time of arrival and time of departure.
• Visitors must sign out on departure.

Host responsibilities

The host must:

• Greet the visitor on arrival.
• Inform the visitor of relevant health and safety information.
• Accompany the visitor where required.
• Ensure the visitor signs out on departure.

Visitor access

• Visitors must only access areas for which they have been authorised.
• Visitors must not access restricted areas without supervision.
• Visitors must not operate equipment unless authorised and trained.

Health and safety

• Visitors must be informed of emergency procedures, including fire evacuation.
• Visitors must be informed of any hazards in the areas they will visit.
• Visitors must follow health and safety instructions.

Safeguarding

• Visitors must not have unsupervised contact with children or adults at risk.
• Visitor access to areas where children or adults at risk are present must be managed.

Data protection

• Visitor data collected in the visitor register must be handled in accordance with the Privacy Policy.
• Visitor data must not be used for purposes other than visitor management and security.

Contractors

• Contractors must follow the visitor policy in addition to any specific contractor requirements.
• Contractors must provide evidence of insurance and qualifications where required.

Reporting Process

Any incident involving a visitor must be reported to the Operations Lead within 24 hours.

Compliance Requirements

• Health and Safety at Work etc. Act 1974.
• UK GDPR and Data Protection Act 2018.
• Safeguarding Vulnerable Groups Act 2006.

Monitoring

The Operations Lead reviews visitor management annually.

Review Cycle

This policy shall be reviewed annually.

Version Number

Version 1.0

Approval Section

Approved by: Towerblock Radio CIC Board Date: July 2026 Next review: July 2027

Related Policies

• Health and Safety Policy
• Safeguarding Policy
• Studio Rules
• Privacy Policy
• Key Holder Policy

Website URL slug

/policies/visitor-policy

Meta Title

Visitor Policy | Towerblock Radio

Meta Description

Towerblock Radio CIC's visitor policy covering visitor registration, host responsibilities, access control, health and safety, safeguarding, data protection and contractors.

Suggested menu category

Operations

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visitor policy, visitor register, sign in, host, health and safety, safeguarding, access control