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POL-04

Under-18s and Parental Consent Policy

The rules for children and young people in the shop and the upstairs gaming room, including supervision, parental consent, selling and trading, and event finish times.

Applies to: All staff, and all customers, parents and guardians of under-18s who use the shop, the gaming room or our events.

1. Purpose

We welcome young people to the shop and to the upstairs gaming room. We also have a duty to keep them safe. This policy sets out the clear rules we apply, so that parents, guardians, young people and staff all know what to expect.

2. Scope

It applies to everyone under 18 who visits the shop, uses the upstairs room, joins as a member, attends an event or release night, or wants to sell or trade items. It works together with the Safeguarding Children and Vulnerable Adults Policy (POL-03).

3. Policy statement

Young people may use the shop floor like any other customer. The rules below apply to the upstairs gaming room, memberships, events, and selling and trading. The age bands are based on what we think is a sensible balance between independence and safety.

4. Age bands in the upstairs gaming room

Who can use the upstairs room and on what terms
AgeAttendingWhat is needed
Under 12With an adult at all timesThe adult must stay in the room, is responsible for the child and must be 18 or over.
12 to 15May attend without an adultA parent or guardian consent form on file in GG Vault before first visit or membership. They must be collected, or we must have permission for them to leave alone.
16 and 17May attend aloneDay pass as normal. A parent or guardian must agree to and be responsible for a membership, as set out in POL-07 Membership Terms and Conditions.

Staff can ask for proof of age if there is any doubt. Accepted proof is a passport, photocard driving licence or PASS-accredited card. If a young person cannot show their age and looks younger than the age band needed, we treat them as being in the younger band.

6. Collection and leaving

  • Young people aged 12 to 15 may only leave on their own if their consent form says so.
  • If a young person is meant to be collected, staff will not let them leave with anyone other than the people named, unless the parent has told us in advance.
  • If a child is not collected by closing time, staff stay with them in a public area, call the parent or guardian and then the emergency contact. If no one can be reached, we contact Derbyshire children's services or the police. Staff never take a child home.
  • Parents are responsible for their child's travel to and from the shop.

7. Selling and trading by under-18s

In practice, the shop buys from adults (18 and over). For an under-18, the parent or guardian goes through the trade-in process, and the payment goes to the parent or guardian, not the young person, unless the parent says otherwise in front of staff. The adult's ID is recorded in GG Vault. Staff must never agree a deal with a child alone, however good the offer looks.

Trades between customers are covered in the Gaming Room Rules and Code of Conduct (POL-05). Under-18s may not trade high-value cards with other customers unless a parent or guardian is present.

8. Age-rated games

Selling or supplying age-rated games below the rating is illegal under the Video Recordings Act 1984. We apply the same PEGI limits to play on our PCs and consoles as a firm house rule. See the Age Ratings Policy (POL-06). A parent or guardian cannot give permission to change this.

9. Events and finish times

Under-16s must leave the upstairs room and the shop by the finish time stated for the event. Unless a different time is published for a particular event, under-16s must leave by 20:00 and 16 and 17-year-olds by 22:00. Late events, such as release nights, are planned so that younger players have finished before the late part begins. Parents are told the finish time when booking. The event advertisement states the age limits.

10. Roles and responsibilities

  • Managing Director: makes sure the consent forms and rules are in place and reviewed, and deals with exceptions.
  • Person in charge of the shift: checks the age of young people where there is doubt, checks consent forms in GG Vault, knows who is in the upstairs room and enforces finish times.
  • Staff: follow this policy and report any concern under the Safeguarding Children and Vulnerable Adults Policy (POL-03).
  • Parents and guardians: give accurate information, keep contact details up to date and make sure their child follows the rules.

11. If this policy is not followed

A young person who does not meet the conditions above will be asked to leave the upstairs room, and a parent or guardian will be contacted. Repeated breaches may lead to the withdrawal of membership. Staff who ignore this policy may face action under the disciplinary procedure.