Booking, Attendance, Parental Communication & Confidentiality

By booking or attending a session with NeuroNest, the attending adult confirms that they have authority to engage the child in our voluntary, non-medical, educational service.

NeuroNest communicates with the parent/guardian who books and attends sessions and relies on the information provided by that adult. We do not manage, verify, or become involved in custody, access, or parental disputes unless relevant legal documentation is provided to us in advance.

Any disagreement between parents or guardians about attendance, consent, or participation in NeuroNest services is a private matter for the adults involved to resolve.

For confidentiality and data protection reasons, NeuroNest cannot confirm attendance, share information, or discuss a child with any third party without verified identity, appropriate authority, and, where required, written consent.

Privacy Policy

Who We Are

NeuroNest Early Intervention is a specialist early-intervention and child development centre based in Waterford, Ireland. Led by Kristina Rautek Potocnik, a Child Development Specialist with over 20 years of experience, NeuroNest supports children aged 0–12 through evidence-based developmental, sensory-motor, communication, cognitive, and social-emotional support.

We work from a holistic, child-centred approach and place strong emphasis on partnership with families. NeuroNest collaborates with other professionals and services, where appropriate, to support children’s development in a respectful, inclusive, and non-clinical early-intervention setting.

How to Contact Us

Address: Oak Villa, Military Road, Waterford Phone: 087 1424 078 Email: info@neuronest.ie Instagram: @neuronest.ie Facebook: NeuroNest Early Intervention

What Is a Privacy Policy

This Privacy Policy explains how NeuroNest collects, uses, stores, protects, and shares personal data relating to children and their families. It is intended to ensure transparency and to demonstrate compliance with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

Our Data Protection Promise

We are committed to processing your personal information:

• Lawfully, fairly, and transparently
• Only for clear, legitimate purposes
• Using the minimum amount of data needed
• Securely and confidentially
• Only for as long as necessary
• With full respect for your rights

Your trust is central to our work, and we safeguard personal data with the highest professional standards.

Purposes for Which We Use Personal Data

We collect personal information primarily through parent questionnaires completed during enrolment. This may include:

• Child and family names, dates of birth, contact details
• Medical observations, developmental history, diagnoses, relevant reports
• Emergency contact details
• Any additional information needed to provide safe, high-quality intervention

We may request additional information if clinically necessary, legally required, or needed to protect health and safety.

Some information is essential; without it, we may be unable to provide services due to safety, emergency, or legal obligations.

We also use contact details to share session updates, resources, and administrative information relevant to your child’s programme.

How We Use Your Data

Personal data may be used for:

• Managing enquiries, consultations, and communication with families or HSE representatives
• Performing our contract with you and processing payments
• Maintaining accurate service records
• Communicating with schools, healthcare professionals, or other services (with your consent unless law requires otherwise)
• Routine business administration, including IT systems, scheduling, and accounting
• Working with trusted third parties (e.g., IT support, secure software providers, accountants, legal advisors)

All third-party access is strictly limited and governed by confidentiality and data-processing agreements.

Storage and Security

We take appropriate technical and organisational measures to safeguard all personal data. This includes:

• Secure locking systems for physical files
• Encrypted, password-protected digital systems
• Restricted staff access on a strict need-to-know basis
• Regular security reviews and staff training

We protect data from loss, misuse, unauthorised access, disclosure, or alteration.

Quantity and Quality of Data

We collect only the information necessary for service delivery. We keep data accurate and up to date and ask that families notify us of any changes as soon as possible.

Limited Data

Personal data is retained only for:

• The duration of service, and
• The legally required retention period afterward

Different categories of data may have different retention periods depending on legal, clinical, and insurance requirements.

Retention

When the retention period expires and the child is no longer an active client, personal data will be:

• Securely destroyed (paper records by confidential shredding; digital files by permanent deletion)
• Anonymised if needed for audit or statistical purposes
• Stored in restricted archive only when legally required

Records relating to ongoing legal claims, complaints, or safeguarding matters will be retained until fully resolved and cleared by legal/insurance advice.

Accurate, Complete, and Up-to-Date Data

Parents/guardians are responsible for informing us promptly of any changes in personal or contact information to ensure safe and accurate service delivery.

Your Rights

Under GDPR, you have the right to:

• Access your personal data
• Rectification (correction of inaccurate data)
• Erasure (“right to be forgotten”) in certain circumstances
• Restrict or object to processing
• Data portability (receive a machine-readable copy of your data)

To exercise any of these rights, contact us directly. We will respond within the legally required timeframe.

Changes to the Policy

NeuroNest may update this Privacy Policy at any time to reflect legal changes, professional guidance, or service updates. The most current version will always be available on our website. All requests and complaints will be handled in accordance with the policy version in effect at the time.

Final Disposition Schedule

Client Records- Retained for a minimum of 7 years after services end, then securely destroyed or anonymised.

Records linked to complaints or legal action- Retained until all matters are fully resolved and legal advice confirms they may be destroyed.

Anonymous statistical or audit information- May be retained indefinitely, as no personal identifiers are included.

Discussion of the Child’s Progress and Well-Being

For dignity and emotional safety, staff do not discuss a child’s needs or behaviour while the child is present.

Updates, recommendations, or short video clips (with parental consent) are shared privately:

• In a confidential space away from the child
• Through a designated parent–specialist WhatsApp group

These communications form part of the child’s confidential record and are handled in accordance with this Privacy Policy.

____________________________________________________________________________________________________________

Child Protection & Safeguarding Policy

Service: NeuroNest Early Intervention, Waterford, Ireland Owner / Director: Kristina Rautek Potocnik Designated Liaison Person (DLP): Kristina Rautek Potocnik Deputy DLP: Mihaela Potocnik Relevant Person (Children First Act 2015): Kristina Rautek Potocnik Review Cycle: Every 2 years, or sooner if required by legislation or service changes.

1. Purpose and Scope

This policy outlines how NeuroNest Early Intervention (“NeuroNest”) safeguards all children who attend our service.

NeuroNest is a small, independent early-intervention practice offering therapeutic and developmental support services within a non-clinical early-intervention setting. Although we are not part of Tusla, the HSE, CAMHS, or any school, we are legally required to follow Irish Child Protection law and report child protection or welfare concerns where appropriate.

This document also fulfils the requirement for a Child Safeguarding Statement under Section 11 of the Children First Act 2015.

This policy applies to all staff, contractors, students, and volunteers working with or on behalf of NeuroNest.

2. Legal and Regulatory Framework

This policy is aligned with:

• Children First Act 2015
• Children First: National Guidance for the Protection and Welfare of Children (2017)
• Child Care Act 1991
• Criminal Justice (Withholding of Information on Offences Against Children and Vulnerable Persons) Act 2012
• Data Protection Acts 1988–2018 & GDPR
• Relevant professional codes of conduct

Where any conflict exists between policy and Irish law, Irish law takes precedence.

3. NeuroNest’s Commitment to Safeguarding

As a small, specialist service, NeuroNest is committed to:

• Prioritising the best interests of the child in all decisions.
• Providing a safe, respectful, trauma-informed environment for every child.
• Ensuring all interactions support dignity, emotional safety and developmental needs.
• Listening to children in an age-appropriate way and valuing their voice.
• Working collaboratively with parents/guardians where safe and appropriate.
• Responding quickly and correctly to any concern.
• Fully cooperating with Tusla and An Garda Síochána where required by law.

4. Description of Services & Risk Assessment

(Child Safeguarding Statement – Core)

NeuroNest provides:

• One-to-one and small-group early-intervention sessions for children aged 0–12
• Parent coaching and consultations
• Developmental screenings and non-diagnostic observations
• Occasional online parent consultations (child participation only under supervision)

Under Schedule 1 of the Children First Act, NeuroNest is a “relevant service.”

A formal risk assessment has been carried out, including risks associated with:

• One-to-one work in therapy rooms
• Physical contact during motor, sensory, or regulation-based sessions
• Managing distressed or unsafe behaviours
• Intimate care only where unavoidable (e.g., toileting accidents for younger children)
• Students or trainees being present
• Use of children’s images or recordings for developmental, therapeutic, and educational purposes

Risk-control measures include:

• Visibility panels and open-door procedures where appropriate
• Consent for physical contact and all media use
• Behaviour-support guidelines based on safety and rights
• Garda-vetted students with direct supervision
• Safety protocols for sensory/motor interventions

The complete risk assessment is stored internally and reviewed every 2 years.

5. Roles & Responsibilities in a Small Practice

Owner / Director – Kristina Rautek Potocnik

• Holds overall legal and organisational responsibility for safeguarding.
• Ensures full implementation of this policy and the Child Safeguarding Statement.
• Oversees training, compliance, and documentation.

Designated Liaison Person (DLP) – Kristina Rautek Potocnik

• Main point of contact for any child protection or welfare concern.
• Reviews concerns and decides whether to report to Tusla and/or Gardaí.
• Maintains secure and confidential safeguarding records.

Deputy DLP – Mihaela Potocnik

• Acts when the DLP is unavailable.
• Supports safeguarding procedures and communication.
• Assists with documentation and follow-up actions.

Relevant Person (Children First Act) – Kristina Rautek Potocnik

• Contact point for Tusla or members of the public regarding the Safeguarding Statement.

Mandated Persons

Any team member meeting the Children First definition fulfils mandated duties including mandatory reporting.

All Other Staff, Contractors, Students

• Must understand and follow safeguarding procedures.
• Must report concerns immediately to the DLP or Deputy.
• Must maintain professional boundaries and uphold NeuroNest’s Code of Behaviour.

6. Code of Behaviour for Adults

All adults working on behalf of NeuroNest will:

• Treat each child and family with dignity, respect, and fairness.
• Use child-centred, supportive and regulation-based approaches.
• Use physical contact only when necessary for:
• • safety
  • therapeutic intervention
  • emotional regulation and only with developmentally appropriate awareness.
• Avoid being alone in a fully private space where avoidable.
• Never use threats, ridicule, shouting or shaming.
• Never engage in any form of inappropriate or sexualised behaviour.
• Keep communication professional—no private messaging or social media contact with children.
• Maintain healthy professional boundaries at all times.
• Report any concern immediately to the DLP.

Children are supported to express if they feel uncomfortable or unsafe, and we act on such disclosures respectfully and appropriately.

7. Procedures for Responding to Concerns

7.1 Recognising a Concern

Concerns may arise from:

• Direct observations
• Disclosures from a child or parent
• Changes in behaviour or presentation
• Information from another service

7.2 If a Child Is in Immediate Danger

• Call An Garda Síochána (999/112) immediately.
• Notify the DLP as soon as possible thereafter.

7.3 Internal Reporting

• Document concerns factually and promptly.
• Report to the DLP the same working day.
• Complete the internal Child Protection/Welfare Concern Form for secure storage.

7.4 DLP Review

The DLP (and mandated person where applicable):

• Reviews all information
• Determines if reasonable grounds exist
• Considers mandated reporting thresholds
• Consults Tusla Duty Service if necessary
• Documents the decision and rationale

7.5 Reporting to Tusla / Gardaí

When required:

• The DLP/mandated person submits a report using Tusla’s standard process.
• Parents are informed unless doing so increases risk or compromises an investigation.
• Gardaí are contacted where immediate risk is present.

7.6 Ongoing Support

NeuroNest continues to support the child appropriately while cooperating with statutory agencies.

7.7 Retrospective Disclosures

Risk to any current child is assessed, and reports made where applicable.

8. Allegations Concerning Staff, Contractors or Students

If a concern relates to anyone working for or representing NeuroNest:

• Report immediately to the DLP or Deputy DLP.
• Two parallel processes occur:
• • Child protection process (Tusla/Garda reporting)
  • HR/disciplinary process following fair procedures and employment law
• Interim protective steps (supervision, reassignment, temporary suspension) may be taken based on risk.
• Records are securely maintained.

9. Safe Recruitment, Vetting & Training

As a small practice, NeuroNest applies proportionate but robust controls:

• Safe recruitment processes (references, interviews, qualification verification).
• Garda Vetting for all roles involving children or sensitive information.
• Mandatory safeguarding induction for all staff and students.
• Additional Children First training for DLP and Deputy DLP.

10. Record-Keeping & Confidentiality

• Safeguarding records are stored securely and separately from developmental session notes.
• Information is shared internally strictly on a need-to-know basis.
• External information-sharing follows Irish law, Children First guidance, and GDPR.
• Record management complies with the NeuroNest Record Management Policy and Client Privacy Policy.

11. Implementation, Public Access & Review

• This policy and the Child Safeguarding Statement are available to parents and the public upon request.
• A summary statement is displayed on-site and/or published on the website.
• Reviewed every 2 years or sooner if legislation or service structure changes.

12. Incident & Accident Reporting Procedures

(For inclusion in the Safeguarding Policy)

NeuroNest maintains a formal Incident & Accident Report Form which must be completed for all incidents involving children (clients), staff, parents/guardians, visitors, students, or contractors—regardless of severity.

This applies to:

• Accidents
• Injuries
• Behavioural incidents
• Near misses
• Medical episodes
• Safeguarding-related concerns
• Property or equipment damage
• Any unexpected event that could pose a risk to health, safety, or welfare

The purpose of this reporting system is to ensure:

• Child protection and safeguarding compliance
• Health and safety compliance under Irish law
• Insurance requirements are fully met
• Accurate documentation for risk management
• Transparent review and continuous improvement
• Clear evidence of due diligence in the event of inspection, audit, claim, or legal process

12.1 Completion Requirements

• The staff member who witnessed the incident or responded to it must complete the form.
• Forms must be completed factually, objectively, and in full.
• The completed form must be submitted to the Owner/Director (Kristina Rautek Potocnik) or the Deputy DLP (Mihaela Potocnik) within 24 hours.
• Forms are stored securely in accordance with GDPR, Children First, and NeuroNest’s Record Management Policy.

12.2 Manager Review & Safeguarding Screening

Every completed form is formally reviewed by:

Kristina Rautek Potocnik (Owner/Director & DLP) or Mihaela Potocnik (Deputy DLP) when acting in her place.

The reviewer determines whether the incident:

• raises a child protection concern,
• requires reporting to Tusla,
• requires contacting An Garda Síochána,
• requires changes to care plans or risk management procedures, or
• requires additional staff training or environmental adjustments.

All decisions and rationales are documented.

12.3 Parent/Guardian Notification

For any incident involving a child:

• Parents/guardians are informed as soon as practicable on the same day.
• Notification may occur by phone, in person, or through another agreed communication method.
• Where a safeguarding concern exists, the timing and method of notification follow Children First Guidance.

12.4 Record Storage & Legal Compliance

Completed forms:

• Are stored securely, separate from general session notes
• Are retained for the legally required time period under GDPR and insurance guidance
• Are accessible only to authorised personnel (Owner/Director, DLP, Deputy DLP)
• May be shared with statutory agencies only where legally required

12.5 Integration with Safeguarding

Any incident involving (arising while the child is in our care, or any behaviour observed by staff that may constitute a welfare or safeguarding concern):

• injury,
• distress,
• concerning behaviour,
• disclosure,
• or any element of risk of harm

is screened for safeguarding implications.

If safeguarding thresholds are met, the standard reporting procedures (Section 7) are followed. ____________________________________________________________________________________________________________

Record Management Policy

Organisation: NeuroNest Early Intervention, Waterford, Ireland Owner / Director: Kristina Rautek Potocnik Review Cycle: Every 2 years or sooner if required.

1. Purpose

This policy sets out how NeuroNest creates, stores, secures, accesses, archives, and destroys records.

All legal obligations regarding data protection, lawful basis, retention periods, and client rights are detailed in the NeuroNest Privacy Policy for Clients’ Families. Where inconsistency arises, the Privacy Policy and Irish data protection law take precedence.

2. Scope

This policy applies to all:

• Client and family records
• Safeguarding, incident, and accident records
• Staff and HR files
• Financial and operational documents
• Any format (paper, digital, photo, audio, video)

It applies to all staff, contractors, students, and volunteers handling information on behalf of NeuroNest.

3. Roles & Responsibilities

Owner / Director – Kristina Rautek Potocnik

• Holds overall responsibility for record management.
• Ensures systems, training, and procedures remain compliant.

Practice Administrator / Data Lead (assigned internally)

• Manages day-to-day filing, archiving, and secure destruction.
• Maintains logs (access, destruction, incident).

All Staff / Contractors / Students

• Must produce accurate, timely, factual records.
• Must follow secure storage and handling procedures.
• Must report any data breach or concern immediately to the Owner/Administrator.

4. Creating & Updating Records

• Each child has a dedicated electronic and/or paper file with a unique identifier.
• Session notes are completed on the same day whenever possible.
• Records must be:
• • dated and signed/attributed
  • factual, objective, and free of speculation
  • amended only through addenda (no erasing or overwriting)

Relevant emails/messages are summarised or stored where relevant to the child’s support or to service administration.

5. Storage & Access

5.1 Paper Records

• Stored in locked cabinets/rooms inaccessible to the public.
• Removed only when needed and never left unattended.
• When transported off-site, kept in a locked bag/case.

5.2 Electronic Records

• Stored only on approved encrypted devices or secure systems.
• Devices must be password-protected with auto-lock enabled.
• Access is granted strictly on a need-to-know basis.

5.3 Communication

• Email/messaging used only in line with the Privacy Policy.
• Sensitive data shared only when necessary and securely.
• Personal social-media accounts must not be used for professional contact.

6. Retention & Archiving

Retention periods are defined in the Privacy Policy and internal retention schedule (approved by the Owner and insurer).

When a client becomes inactive, their file is archived but kept securely until the retention period expires.

Archiving must ensure:

• secure storage
• clear labelling
• easy retrieval for legal, safeguarding, or service-delivery needs (e.g., subject access requests)

7. Secure Destruction

When records reach the end of their retention period and there is no legal/insurance reason to retain them:

• Paper files are destroyed via cross-cut shredding or certified confidential-waste provider.
• Digital files are securely deleted from active systems; backup removal is attempted where technically feasible.

A destruction log records:

• file identifier
• category
• date
• method
• name of authorising and executing staff

Records linked to active complaints, legal matters, or investigations are not destroyed until fully resolved and cleared by legal/insurance advice.

8. Data Incidents & Breaches

Any loss, unauthorised access, or disclosure must be reported immediately to the Owner/Administrator.

The Owner follows the data-breach procedures in the Privacy Policy, including:

• assessing severity
• notifying the Data Protection Commission if required
• notifying affected individuals where necessary

All incidents and near-misses are logged and reviewed for service improvement.

9. Training & Audit

• Record-management practices form part of staff induction and ongoing supervision.
• Periodic spot-checks may be conducted (e.g., file quality, cabinet security, device security).
• Findings from audits or incidents inform updates to procedures.

10. Review

This policy is reviewed every 2 years, or sooner if required by:

• changes in law or guidance
• insurance requirements
• changes to NeuroNest’s services

Updated versions are communicated to all relevant staff. ____________________________________________________________________________________________________________

Health, Safety and Staff Protection Policy

1. Our Commitment

NeuroNest Early Intervention is committed to providing a safe, healthy, respectful and supportive environment for every child, family, staff member and visitor attending our practice.

This policy is prepared in accordance with the Safety, Health and Welfare at Work Act 2005 and reflects our responsibility to identify, assess and manage risks within the service. NeuroNest supports children aged 0–12, including children with additional developmental, communication, sensory, behavioural and educational needs.

We recognise that some children may at times experience distress, dysregulation, sensory overload, difficulty communicating, difficulty engaging, frustration or behaviours that may place themselves or others at risk.

Children will always be treated with dignity, compassion and respect.

However, supporting children with additional needs does not mean that staff are expected to accept physical injury, aggression, intimidation, abuse or unsafe working conditions as an unavoidable part of their role.

The safety of children, staff and everyone attending NeuroNest takes priority over completing a planned activity, assessment or session.

2. Responsibilities of NeuroNest

NeuroNest will take reasonable steps to protect the health, safety and welfare of children, staff, families and visitors.

This includes:

• identifying hazards and assessing risks;
• maintaining safe and clean premises;
• maintaining equipment appropriately;
• removing damaged or unsafe items from use;
• providing appropriate first-aid and emergency arrangements;
• maintaining fire and evacuation procedures;
• providing relevant health and safety information to staff;
• maintaining infection-control procedures;
• responding to staff safety concerns;
• documenting and reviewing significant incidents;
• reviewing safety arrangements following injuries or near misses; and
• introducing additional controls where risks have been identified.

Staff are encouraged to report concerns as soon as they arise rather than waiting until an injury occurs.

3. Risk Assessment and Management

NeuroNest will regularly consider risks associated with:

• intervention rooms;
• sensory areas;
• play areas;
• waiting areas;
• corridors and entrances;
• toys and developmental resources;
• sensory and gross-motor equipment;
• slips, trips and falls;
• electrical equipment;
• infection risks;
• fire and emergency evacuation;
• manual handling;
• lone working;
• aggressive or unsafe behaviour;
• parent or visitor conduct; and
• individual risks associated with children attending the service.

Risk assessments may be reviewed where:

• an accident or injury occurs;
• a significant incident or near miss occurs;
• a child's presentation changes;
• repeated unsafe behaviour occurs;
• new equipment is introduced;
• the premises change;
• staffing arrangements change; or
• existing safety measures are no longer considered sufficient.

4. Safe Premises and Equipment

All therapy, sensory, play and waiting areas should be maintained as safely as reasonably practicable.

Staff should report:

• broken or damaged toys;
• unsafe sensory equipment;
• unstable furniture;
• damaged flooring;
• wet or slippery floors;
• loose cables;
• obstructed walkways;
• blocked exits;
• damaged electrical equipment; or
• any other hazard.

Equipment such as swings, trampolines, balance boards, adaptive seating and other sensory or developmental equipment should be maintained appropriately and used for its intended purpose. Your existing policy already requires this equipment to be maintained in accordance with relevant guidance.

Damaged or unsafe equipment must be removed from use until repaired or replaced.

5. Staff Safety

Staff safety is a central part of this policy.

NeuroNest does not consider physical injury, assault, repeated aggression or abusive behaviour towards staff to be an acceptable or unavoidable part of working with children.

Staff are not required to tolerate:

• hitting;
• punching;
• kicking;
• biting;
• scratching;
• pinching;
• pushing;
• headbutting;
• hair pulling;
• grabbing;
• spitting directed towards another person;
• objects being thrown at them;
• hard or heavy toys being thrown;
• use of toys or equipment in a way that may cause injury;
• physical attacks;
• threatening behaviour;
• intimidation; or
• any other behaviour creating a significant risk of harm.

Where safety becomes compromised, staff have authority to take immediate action.

6. Immediate Termination of a Session Following Physical Aggression

Where a child becomes physically aggressive and injures a member of staff, or where the practitioner reasonably believes that continuing the session creates an immediate risk of injury, the practitioner may end the session immediately.

For example, where a staff member has been:

• bitten;
• scratched;
• hit;
• kicked;
• punched;
• pushed;
• headbutted;
• struck by a thrown object;
• attacked; or
• otherwise physically injured,

the practitioner is not required to continue working with the child for the remainder of that appointment.

Staff do not need to:

• wait for the behaviour to happen again;
• wait for the behaviour to become more severe;
• complete an assessment;
• finish a planned activity;
• complete the remaining session time;
• repeatedly attempt to regulate the child after being injured;
• obtain permission from management before stopping an unsafe session; or
• obtain agreement from the parent before making the immediate safety decision.

The parent or guardian may be asked to take the child home immediately.

This decision is made for health and safety reasons. It is not a punishment or disciplinary consequence for the child.

7. Staff Authority During an Unsafe Incident

Every NeuroNest practitioner has authority to take reasonable immediate steps to protect themselves, the child and other people present.

Depending on the circumstances, staff may:

• stop the planned activity;
• end the session;
• move away from the child;
• increase physical distance;
• summon another member of staff;
• move other children or adults away from the immediate area;
• remove unsafe objects where this can be done safely;
• ask a parent or guardian to enter the room;
• ask a parent to collect the child;
• require the session to end; or
• contact emergency services where necessary.

Staff do not have to wait for a manager to arrive before taking immediate action to prevent further injury.

8. Parent or Guardian Required to Remain Onsite

Where NeuroNest identifies an increased or foreseeable risk of:

• aggression;
• severe dysregulation;
• unsafe behaviour;
• significant distress;
• elopement;
• inability to safely continue without parental assistance; or
• another relevant concern,

NeuroNest may require a parent or guardian to remain on the premises for the full duration of the child's session.

The parent may ordinarily remain in the waiting room.

This arrangement may be introduced:

• following an incident;
• following repeated escalation;
• where previous sessions have raised safety concerns;
• temporarily during a period of increased difficulty;
• for a new child where additional support is considered necessary; or
• whenever NeuroNest considers immediate parental availability necessary for safety.

Where remaining onsite has been established as part of the child's safety arrangements, the parent or guardian is expected to comply.

9. Parent Support During Escalation

Where a child becomes distressed or begins to escalate, staff may ask the parent or guardian to enter the session and assist with calming, comforting or regulating their child.

This can be used where staff believe parent involvement may allow the session to continue safely.

However:

staff are not required to call the parent into the session before terminating it where a staff member has already been injured or where continuing would be unsafe.

Parent involvement is a possible support strategy. It is not a compulsory step that must occur before staff can end an unsafe appointment.

10. Severe Screaming, Refusal and Significant Disruption

NeuroNest recognises that children may:

• cry;
• protest;
• refuse particular tasks;
• become frustrated;
• vocalise loudly;
• require breaks;
• become dysregulated; or
• need additional support to engage.

A child will not be asked to leave simply because they do not complete a task or participate exactly as planned.

However, NeuroNest operates multiple sessions in neighbouring rooms. Other children also have a right to access their intervention in an environment where staff can reasonably communicate and work with them.

Where a child engages in sustained extreme screaming, shouting, severe disruption or refusal accompanied by behaviour that materially disrupts neighbouring sessions, the appointment may be ended.

This may include situations where:

• the child is screaming continuously at an extreme volume;
• the child's own session can no longer meaningfully proceed;
• the child refuses all engagement while continuing behaviour that causes substantial disruption;
• staff cannot reasonably communicate with children in neighbouring rooms;
• other children become distressed or dysregulated;
• other practitioners cannot reasonably continue their sessions; or
• the disruption cannot be reasonably managed within the session.

Where appropriate, staff may first offer reasonable supports such as:

• a break;
• sensory regulation;
• reducing demands;
• changing the activity;
• offering choices;
• redirection;
• environmental adjustment; or
• parental assistance.

However, staff are not required to allow severe disruption to continue indefinitely.

Where reasonable attempts to support the child have not resolved the situation, the session may be ended and the child may be required to go home.

11. Sessions Ended Early Are Considered Used

Where a child has attended NeuroNest and the appointment is subsequently ended because of:

• physical aggression;
• staff injury;
• unsafe behaviour;
• significant risk of injury;
• severe or sustained disruption;
• extreme screaming;
• inability to safely continue;
• inability to reasonably provide the planned session; or
• another comparable safety-related circumstance,

the appointment will be considered used.

Where the child attends as part of a prepaid package, the session will be deducted from that package.

Where sessions are paid individually, the normal fee remains payable.

This applies even where the appointment ends before the scheduled finish time.

This is because:

• the practitioner was scheduled and available;
• the appointment time was reserved specifically for that child;
• the room and resources were reserved;
• staff attended and commenced the appointment; and
• staff must be paid for their professional time whether or not the child is able or willing to engage for the full session.

A session ended for these reasons is therefore not treated as a cancellation by NeuroNest.

12. Hard, Heavy and Throwable Objects

Some ordinary developmental or play materials may become unsafe when thrown or used aggressively.

Where throwing or aggressive behaviour has occurred or is emerging, staff may immediately remove or restrict access to:

• wooden toys;
• hard blocks;
• heavy toys;
• metal objects;
• hard sensory equipment;
• breakable items;
• sharp items; or
• any other object capable of causing injury.

Softer or lower-risk alternatives may be introduced.

Safety takes priority over completing a particular activity or maintaining access to a preferred item.

13. Following Significant or Repeated Child-Related Incidents

Following a significant or repeated incident, NeuroNest may review the child's future session arrangements.

This may include:

• requiring a parent to remain onsite;
• requiring parent participation for part or all of the session;
• changing the intervention room;
• removing particular materials or equipment;
• using softer resources;
• changing transition arrangements;
• modifying activities;
• changing session structure;
• increasing staff support;
• ensuring another practitioner is readily available; or
• temporarily pausing sessions while appropriate safety arrangements are considered.

Where incidents become repeated or particularly serious, NeuroNest may separately review whether the current service arrangements remain appropriate.

Any decision regarding future suspension or termination of services will be addressed under the relevant NeuroNest service or Termination of Services policy.

14. Parent, Guardian and Visitor Conduct

NeuroNest is a child-centred setting.

Parents, guardians and visitors are entitled to:

• ask questions;
• request clarification;
• disagree with decisions;
• provide feedback; and
• make complaints.

However, communication with staff must remain respectful and appropriate.

The following behaviour will not be accepted:

• shouting aggressively at staff;
• screaming at staff;
• swearing at staff;
• insulting or verbally abusing staff;
• threatening language;
• intimidation;
• threatening or aggressive gestures;
• invading a staff member's personal space in an intimidating manner;
• repeatedly arguing after staff have attempted to end the discussion;
• refusing reasonable safety instructions;
• blocking staff movement;
• threatening physical violence;
• damaging property; or
• physical aggression.

15. Aggressive Parents, Guardians or Visitors – Immediate Action

Where a parent, guardian or visitor becomes aggressive, abusive, threatening or significantly disruptive, staff may:

end the conversation immediately and ask the person to leave the premises.

Staff are not required to:

• continue an argument;
• repeatedly justify a decision;
• continue discussing a complaint while being shouted at;
• remain in a confrontation;
• tolerate verbal abuse;
• tolerate intimidation;
• negotiate whether the person should leave; or
• remain in a situation where they reasonably feel unsafe.

Once asked to leave for safety reasons, the person is expected to leave promptly.

NeuroNest provides services to children in neighbouring rooms. Adult shouting, aggressive arguing and confrontation are particularly inappropriate because they may:

• frighten children;
• cause distress;
• contribute to dysregulation;
• interrupt other sessions;
• interfere with staff communication; and
• create an unsafe or hostile environment.

Where a disagreement cannot be discussed calmly, the conversation will end and may be continued later:

• by appointment;
• by email;
• in writing; or
• through the relevant complaints process.

If a person refuses to leave and continues threatening or aggressive behaviour, NeuroNest may contact An Garda Síochána or emergency services where necessary.

Being asked to leave during an incident does not automatically mean future services have been terminated. Any decision regarding future service provision will be considered separately under NeuroNest's applicable Termination of Services provisions.

16. Staff Injury and First Aid

Any staff member who is injured during work should inform management as soon as reasonably possible.

Appropriate action may include:

• first aid;
• cleaning and covering broken skin;
• assessing bites or scratches;
• seeking medical advice;
• GP or urgent-care attendance;
• emergency medical assistance where required;
• taking time away from direct sessions; and
• reviewing future safety arrangements.

Particular care should be taken following:

• human bites;
• scratches that break the skin;
• head injuries;
• facial or eye injuries;
• significant blows;
• falls; or
• any injury requiring medical attention.

A staff member who has been injured is not automatically expected to continue the remainder of that session or immediately begin their next scheduled session.

Their health and ability to safely continue working must first be considered.

17. Incident and Near-Miss Reporting

Significant accidents, injuries, aggressive incidents, threats and relevant near misses should be recorded.

Records should include, where appropriate:

• date and time;
• people involved;
• location;
• factual description of what occurred;
• relevant events immediately before the incident;
• any injury sustained;
• witnesses;
• equipment involved;
• immediate actions taken;
• first aid provided;
• whether the parent was contacted;
• whether the session was ended; and
• follow-up required.

Records should remain factual, objective and professional.

They should not use judgemental or punitive descriptions of children or families.

The current NeuroNest policy already provides for incidents to be recorded and reviewed as part of ongoing safety monitoring.

Following a significant incident, NeuroNest may review existing safety arrangements and introduce additional controls.

18. Infection Prevention and Control

NeuroNest will maintain appropriate infection-control procedures.

These include:

• regular hand hygiene;
• cleaning shared equipment;
• cleaning frequently touched surfaces;
• safe management of blood and bodily fluids;
• use of protective equipment where appropriate;
• safe waste disposal; and
• illness-related attendance requirements.

The existing NeuroNest policy already provides for hand hygiene, cleaning shared equipment and illness-related attendance requirements.

19. Child Protection and Safeguarding

NeuroNest is committed to safeguarding children.

Relevant staff will comply with applicable Children First requirements, Garda vetting requirements and NeuroNest child-protection procedures.

A Designated Liaison Person will manage relevant child-protection concerns.

Physical punishment is never permitted.

Ending an unsafe session must never be used to humiliate, frighten, shame or punish a child.

Health and safety decisions are made to protect people from harm.

20. Fire, Emergency and General Safety

NeuroNest will maintain appropriate:

• fire-safety arrangements;
• emergency exits;
• evacuation procedures;
• emergency contact procedures;
• first-aid resources;
• electrical safety arrangements; and
• safe storage of cleaning products and other hazardous materials.

Emergency exits and walkways must remain accessible.

Cleaning products, sharp items and other potentially hazardous materials must be stored securely and out of children's reach.

Where an emergency cannot safely be managed internally, NeuroNest may contact the appropriate emergency service.

21. Manual Handling and Lone Working

Where manual-handling risks arise, staff should not undertake lifting or physical movement that they reasonably consider unsafe.

Appropriate assistance, equipment or training should be used where necessary.

Where lone working occurs, risks should also be considered.

A practitioner should not be expected to work alone with a child where known risks indicate that:

• another adult needs to be immediately available;
• a parent should remain onsite; or
• different session arrangements are required.

Your existing statement already identifies both manual handling and lone working as staff-safety matters.

22. Staff Training and Safety Awareness

Relevant staff should receive appropriate information and training according to their role and identified risks.

This may include:

• safeguarding;
• health and safety procedures;
• first aid;
• fire safety;
• infection control;
• manual handling;
• incident reporting;
• de-escalation;
• management of unsafe behaviour; and
• personal safety.

Staff should be informed of changes to safety procedures where new risks are identified.

23. Insurance

NeuroNest maintains appropriate insurance.

24. Monitoring and Review

This policy will be reviewed regularly and may be reviewed sooner where necessary following:

• a significant incident;
• staff injury;
• repeated aggressive behaviour;
• identification of a new hazard;
• changes to services;
• changes to staffing;
• changes to the premises or equipment; or
• changes to relevant health and safety requirements.

Staff feedback and incident patterns will be considered when reviewing safety arrangements.

25. NeuroNest Safety Position

NeuroNest Early Intervention is committed to providing compassionate, inclusive and child-centred support.

We recognise that children may communicate distress through behaviour and that children with additional needs may require flexibility, regulation support and reasonable adjustments.

At the same time, staff safety is not optional.

No member of staff is required to remain in a session or interaction where they are:

• being physically injured;
• being attacked;
• being threatened;
• being aggressively abused; or
• exposed to an unacceptable risk of further injury.

Where a child physically harms staff, the session may be ended immediately and the child may be required to go home that day.

Where sustained extreme screaming or severe disruption makes the child's own session unworkable or materially disrupts other children's sessions, the session may also be ended and the child may be required to go home.

Where a parent, guardian or visitor becomes aggressive, threatening or abusive, staff may end the interaction and ask that person to leave NeuroNest immediately.

These are immediate health and safety decisions.

They do not require parental agreement at the time.

Any disagreement, complaint or discussion about what occurred can take place afterwards, once the immediate situation is safe.