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The policy and guidance documents posted here should be read and carefully observed by HBTSR members and volunteers in all the group’s activities. They are reviewed regularly by the Trustees and will be updated as required.

Our golden rule is ‘if you are not sure whether it is safe to do something, then don’t do it!’ And PLEASE trust your judgment , if something worries you then share this with a Trustee and don’t do it.


see Food Hygiene –  in Guidance for Welcome days section


We encourage everyone to do group A safeguarding training. Please register here

Suggest when registering
for organisation put charity
For name of org  put HBTSR
Line manager HBTSR
Job title volunteer
Course required group A safeguarding

1. HBTSR-safeguarding-policy-and-procedure-2021_updated-dec 21 reviewed Feb 23

w23HBTSR-safeguarding-policy-and-procedure-2021_reviewed Feb23
NB   new number for raising a  safeguarding concern with regard to an adult  is 0345 602 7050.

2. HBTSR code of conduct safeguarding pdf

3.  practice-guidelines- for Welcome Days reviewed November 2023




1. )practice-guidelines-dec-2021 PDF   for welcome days

Safeguarding-practice-guidelines-dec-2021(5) for Welcome Days

2. Food Hygiene for Welcome days HBTSR Nov 2021 revision reviewed Nov 2023

3   Guidance for welcome days leaflet. NB Chair is Now Tim Butler  November 2023

4.   Ty mawr welcome day kit

HBTSR Ty mawr welcome day kit word 

5 . Information about welcome days




All requests for financial help should be referred  to us through a South Wales support group for people seeking asylum  [or organisation or supportive agency ] rather than directly from  the individual seeking support as the support group can help us to assess priority and will need to assist with the provision.

1. HBTSR grant giving policy  updated December 21 reviewed Nov 2023

HBTSR Grant giving policy updated Dec 2021word

Hbtsr grant giving form

 2.  Hardship Fund Guidance

  hardship fund policy update Dec22 includes info re SASS and EYST funds  reviewed Nov 2023

word versionwhardship fund update dec22. reviewed nov 2023




3 .Ukrainian fund   details reviewed Nov 2023 Group is now called Beacons for Ukraine 

word version Ukrainian fund


4 . guidance and application for  travel passes November 2021 revision  NOv 2023 

application forms to be sent to [email protected]


5  Policy on contributing  to individual legal costs – Legal guidance reviewed November 2022

We also make donations to Asylum Justice  to support their  work.

Other Policies

1. Press Policy updated May 2019 and reviewed December 2022/ November 2023

2Social-Media-policy-reviewed December 2023


3.   Privacy Statement and data protection policy  here data protection-
Compliant with Requirements of GDPR  reviewed November 2023

4.  HBTSR complaints policy 2018 .  updated May 2019/ reviewed November 2021/December 2022/ Nov 2023

5.  Conflict of interests policy 2018 updated May 2019/ reviewed November 2021/December 2022

wHBTSR Conflict of interests policy 2018 ed 12:22

6.  Volunteer policy updated May 2019/ reviewed November 2021/December 2022/NOv 2023

7 focused donations and delivery December 2022

word version focused donations and delivery


COVID 19 POLICIES added 6/12/2020-
Please check on Welsh government site for any updates as mentioned in the policy.
Public Health Guidance from May 2022
wPublic Health Guidelines
The Covid policies  below are no longer needed but left for reference
HBTSR-Covid-Policy-December 2021 hbtsr-covid-policy-word version COVID19 Risk Assessment.Corona virus poster-1
Covid-19 help for refugees and asylum seekers -multi language