Our Health & Safety Policy

Cairn Visuals Limited

Who we are

Cairn Visuals Limited is a not-for-profit social enterprise in Scotland.
We take photographs and make films for businesses to help them tell their stories.
Any money we make goes back into helping charities, community groups, and training new photographers.

The people who work for Cairn Visuals are:

• James Walker – Photographer and Founder

• Stuart Alexander – Filmmaker

We work in:

• Public places (like streets, parks, or events)

• Client buildings and workplaces

• Community and charity spaces

• Workshop and training locations

Why health and safety is important

Health and safety means keeping everyone safe.

This includes:

• Our team

• Our clients

• Members of the public

• Children and vulnerable people

• Anyone who is near us while we are working

We believe that no photo or film is more important than someone’s safety.

Our promise

We promise to:

• Be careful and sensible at all times

• Follow the law and local rules

• Look after ourselves and others

• Stop work if something feels unsafe

• Treat everyone with kindness and respect

Staying safe while working

Before we start work

Before every job we:

• Think about what could be dangerous

• Check the place we are working in

• Make sure our equipment is safe

• Talk to the client about any rules they have

This helps us avoid accidents.

Using cameras and equipment safely

We always:

• Carry equipment carefully

• Keep bags and tripods out of walkways

• Never leave equipment where someone could trip

• Check cables and batteries

• Only use equipment we know how to use

If something is broken, we don’t use it.

Working in public places

When we work in public spaces, we:

• Stay aware of cars, bikes, and other people

• Do not block paths or doorways

• Move if someone needs space

• Follow local signs and rules

We are polite and respectful to everyone we meet.

Working in client buildings

When we are in someone else’s building, we:

• Follow their health and safety rules

• Listen to instructions from staff

• Wear safety gear if required

• Only go where we are allowed

People come first

We care about people more than pictures.

We:

• Ask permission before photographing people

• Respect privacy

• Never make anyone feel uncomfortable

• Take extra care around children and vulnerable adults

If someone says “no”, we respect that.

Workshops and training

When we run workshops or training sessions:

• We explain safety rules clearly

• We make sure everyone understands what to do

• We help beginners use equipment safely

• We encourage questions

Learning should be safe, fun, and supportive.

What if something goes wrong?

If there is an accident or something feels unsafe:

• We stop working

• We help anyone who is hurt

• We contact emergency services if needed

• We tell the client or venue staff

• We learn from what happened

Looking after ourselves

We also look after our own health by:

• Taking breaks

• Not working when too tired

• Lifting equipment safely

• Asking for help when needed

Everyone’s responsibility

Health and safety is everyone’s job.

James and Stuart are responsible for:

• Making sure this policy is followed

• Keeping equipment safe

• Making sensible decisions

Everyone we work with is encouraged to:

• Speak up if something feels unsafe

• Ask questions

• Help keep others safe

Our final message

At Cairn Visuals Limited:

• Safety comes first

• People matter

• We work with care, respect, and responsibility

By working safely, we can create great images without anyone getting hurt.

Signed:
James Walker
Founder – Cairn Visuals Limited

Health & Safety Compliance Statement

Cairn Visuals Limited

Cairn Visuals Limited operates in line with relevant UK and Scottish health and safety legislation and guidance, including but not limited to:

• Health and Safety at Work etc. Act 1974

• Management of Health and Safety at Work Regulations 1999

• Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR)

• Health and Safety Executive (HSE) guidance

We adopt a proportionate, risk-based approach appropriate to a small social enterprise operating in public, commercial, and community settings.

Health and safety considerations are embedded into:

• Project planning

• Risk assessments

• Client communications

• Workshop and training delivery

We work cooperatively with:

• Clients and venue operators

• Local authorities and community organisations

• Partner charities and social enterprises

This approach ensures legal compliance while remaining accessible and inclusive for community-based work.

Cairn Visuals Limited is committed to safeguarding and promoting the wellbeing of children, young people, and vulnerable adults.

We recognise that our work may involve photographing, filming, or delivering workshops in community settings where children and vulnerable adults may be present. We take our safeguarding responsibilities seriously and act in a proportionate and appropriate manner.

Our Commitment

• To create a safe environment for all participants

• To act promptly on any safeguarding concerns

• To respect dignity, privacy, and consent at all times

Designated Safeguarding Lead

The designated safeguarding lead for Cairn Visuals Limited is:
James Walker – Founder & Photographer

Any safeguarding concerns will be:

• Taken seriously

• Recorded appropriately

• Reported to relevant organisations or authorities where required

Working Practices

• Consent is always obtained prior to photography or filming

• Additional consent is required for children and vulnerable adults

• We never work alone with a child or vulnerable adult

• Images are used only for agreed purposes

James & Stuart have current DBS certificates.

This policy is reviewed annually or following any safeguarding incident.

Cairn Visuals Limited is committed to promoting equality, diversity, and inclusion in all areas of our work.

As a social enterprise, we believe everyone should have fair access to creative opportunities, representation, and professional services.

Our Commitment

We do not discriminate on the basis of:

• Age

• Disability

• Gender identity or expression

• Race or ethnicity

• Religion or belief

• Sexual orientation

• Socio-economic background

Our Approach

• We ensure our services and workshops are accessible where possible

• We treat all clients, partners, and participants with respect

• We aim to represent people fairly and ethically through our visual work

We actively challenge discrimination and welcome feedback to improve our practices.

This policy is reviewed annually.

Cairn Visuals Limited recognises the importance of environmental responsibility and sustainable working practices.

As a creative social enterprise, we aim to minimise our environmental impact while supporting organisations that contribute to positive social and environmental change.

Our Commitments

We aim to:

• Minimise travel where possible

• Combine journeys and use local suppliers

• Use energy-efficient equipment

• Prioritise digital delivery over printed materials

Project Planning

Environmental impact is considered when:

• Planning shoots

• Scheduling travel

• Selecting equipment

• Working with partner organisations

Where possible, we prioritise work with organisations whose values align with sustainability and community benefit.

This policy is reviewed annually.

Cairn Visuals Limited is committed to protecting personal data and respecting privacy in line with UK General Data Protection Regulation (UK GDPR).

Data We Collect

We may collect:

• Contact details

• Images and video

• Project-related information

Only data necessary for agreed purposes is collected.

How We Use Data

• Data is stored securely

• Images are used only with appropriate consent

• Data is not shared without permission unless legally required

Individual Rights

Individuals have the right to:

• Access their data

• Request corrections

• Request deletion of data where appropriate

Responsibility

Responsibility for data protection lies with:
James Walker – Founder & Photographer

This policy is reviewed annually