Policies And Procedures

Our Commitment

Hope For Mankind is committed to ensuring that every donation is used honestly, effectively, and in line with the wishes of the donor. Restricted donations — gifts given for a specific project or appeal — are only spent on that purpose; if a restricted appeal is ever over-funded or cannot be delivered as planned, we will contact significant donors or apply funds to the closest related cause in line with Charity Commission guidance.

How Donations Are Accepted

We accept donations online via our GiveWP-powered donation forms, by bank transfer, and via cash or card at events. All donations are recorded and reconciled against our accounts. Gift Aid is claimed on all eligible UK donations where a valid declaration has been provided.

Refunds

If you believe you have made a donation in error, please contact us within 14 days and we will process a refund wherever reasonably possible, subject to the funds not yet having been committed to a project.

Declining a Donation

We reserve the right to decline or return a donation where accepting it would conflict with our values, our Anti-Money Laundering and Refusal of Donations Policy, or our charitable objects.

Purpose

This code sets out the standards of conduct expected of everyone acting on behalf of Hope For Mankind — trustees, staff, and volunteers — whether in the UK or while deployed overseas.

Our Standards

We expect everyone representing us to act with honesty, courtesy and respect towards colleagues, beneficiaries, donors and partners; to safeguard children and vulnerable adults at all times; to avoid any behaviour that could bring the charity into disrepute; and to comply with the law of the country in which they are working.

Conflicts and Gifts

Representatives must declare any conflict of interest and must not accept gifts, favours or payments that could be seen to influence their decisions on behalf of the charity.

Breaches

Breaches of this code will be investigated and may result in the withdrawal of a volunteering role, disciplinary action, or referral to the relevant authorities where the law has been broken.

Governance

Our trustees hold overall responsibility for financial oversight, approve the annual budget, and review management accounts regularly. Day-to-day financial administration is delegated to a designated treasurer/finance lead.

Controls

All payments require appropriate authorisation, bank accounts require dual sign-off above an agreed threshold, and income is banked and recorded promptly. Financial records are retained in line with statutory requirements.

Reporting

Annual accounts are prepared in accordance with the Charities SORP where applicable, independently examined or audited as required, and filed with the Charity Commission and Companies House (where relevant).

Reserves

Trustees maintain a reserves policy to ensure the charity can continue to operate and meet its obligations during periods of funding uncertainty.

What Can Be Claimed

Trustees, staff and volunteers may claim reasonable, necessary and pre-agreed expenses incurred while carrying out charity business, including travel at standard rates, subsistence, and materials purchased on the charity's behalf.

How to Claim

Claims must be submitted with valid receipts within one month of the expense being incurred, using the charity's expense form, and approved by a trustee or line manager before reimbursement.

What Cannot Be Claimed

Personal expenses, entertainment not agreed in advance, and expenses without supporting evidence will not be reimbursed.

Our Position

Hope For Mankind does not tolerate bullying, harassment or victimisation of any kind, by or towards any trustee, member of staff, volunteer, beneficiary or partner.

Definitions

Bullying and harassment includes any unwanted conduct related to a protected characteristic, or any behaviour that is offensive, intimidating, humiliating or degrading, whether a single incident or repeated over time, in person or online.

Raising a Concern

Anyone experiencing or witnessing bullying or harassment should report it to a trustee or line manager, or by emailing Info@hopeformankind.org.uk. All complaints will be treated seriously, investigated promptly, and handled confidentially wherever possible.

Outcomes

Substantiated complaints may result in disciplinary action, removal of a volunteering role, or referral to the police where a criminal offence may have occurred.

Purpose

This policy ensures that decisions made on behalf of the charity are made in its best interests, free from actual or perceived personal benefit to any trustee, staff member or volunteer.

Declaring an Interest

Trustees and decision-makers must declare any financial, family or personal interest in a matter under discussion. A register of interests is maintained and reviewed annually.

Managing an Interest

A trustee with a declared interest in a matter will withdraw from the relevant discussion and vote, as recorded in the meeting minutes.

Our Commitment

Hope For Mankind is committed to promoting equality of opportunity for all trustees, staff, volunteers and beneficiaries, and to eliminating unlawful discrimination on the grounds of any protected characteristic under the Equality Act 2010.

In Practice

This applies to recruitment and selection of staff and volunteers, access to our services, and the day-to-day treatment of everyone we work with. Reasonable adjustments will be made wherever needed.

Raising a Concern

Anyone who believes they have experienced discrimination should raise it via our Complaints Policy or Whistleblowing Policy as appropriate.

Our Commitment

Hope For Mankind believes every child we work with or encounter through our projects has the right to be protected from harm. Safeguarding children is everyone's responsibility, at every level of the organisation.

Recognising Harm

Staff and volunteers are trained to recognise the signs of physical, emotional and sexual abuse, and neglect, and to understand that concerns must never be ignored.

Reporting a Concern

Any concern about a child's welfare must be recorded factually, without leading questions, and reported immediately to our designated Safeguarding Lead. Where a child is in immediate danger, the relevant emergency services must be contacted first. Concerns can also be reported to Info@hopeformankind.org.uk.

Safer Recruitment

All staff and volunteers working directly with children are subject to appropriate vetting, including DBS checks where UK-based, and receive safeguarding induction before starting their role.

Review

This policy is reviewed annually and whenever relevant legislation or statutory guidance changes.

Our Commitment

We are committed to protecting vulnerable adults — those who, because of age, disability, illness or circumstance, may be less able to protect themselves from harm or exploitation — who we support through our projects.

Types of Abuse

This policy covers physical, emotional, financial and sexual abuse, neglect, and discriminatory or institutional abuse.

Reporting a Concern

Concerns should be reported promptly to our designated Safeguarding Lead or by emailing Info@hopeformankind.org.uk, and, where there is immediate risk of harm, to the emergency services.

Working With Partners

Where we work through local partner organisations, we require them to operate to equivalent safeguarding standards.

Purpose

This policy guides how we use social media as an organisation, and what is expected of staff and volunteers when posting in a personal capacity about the charity's work.

Official Accounts

Only authorised staff may post on the charity's official social media accounts. Content must be accurate, respectful, and must protect the privacy and dignity of beneficiaries — particularly children — at all times.

Photos and Images

We seek appropriate consent before publishing identifiable images of beneficiaries, and take particular care with images of children in line with our Safeguarding Children Policy.

Personal Use

Staff and volunteers posting about the charity in a personal capacity should make clear they are not speaking officially on our behalf, and should not share confidential information.

Our Commitment

Volunteers are essential to Hope For Mankind's work. We are committed to involving volunteers meaningfully, supporting them well, and ensuring their role complements rather than replaces paid staff.

What We Ask of Volunteers

Reliability, respect for beneficiaries and colleagues, and adherence to our Code of Behaviour and safeguarding policies at all times.

What We Offer

Induction and role-specific training, a named point of contact, reimbursement of agreed expenses, and recognition of the contribution volunteers make. Volunteers who serve for three months or more can request a reference.

Resolving Issues

Concerns are addressed informally wherever possible; where that is not appropriate, our Complaints Policy applies.

Purpose

This policy provides a safe route for trustees, staff and volunteers to raise serious concerns about wrongdoing, in line with the Public Interest Disclosure Act 1998.

What This Covers

Criminal activity, breaches of legal or regulatory obligations, safeguarding failures, financial malpractice, health and safety risks, and attempts to conceal any of the above. Personal employment grievances are handled under separate procedures.

How to Raise a Concern

Concerns should normally be raised with a line manager or trustee in the first instance, or directly with the Board of Trustees where that is not appropriate, by emailing Info@hopeformankind.org.uk marked "Confidential — Whistleblowing".

Protection

Anyone raising a genuine concern in good faith will not suffer any detriment as a result, and confidentiality will be maintained as far as possible. Independent advice is also available from the charity Protect (protect-advice.org.uk).

Purpose

Charities can be targeted for money laundering or terrorist financing. This policy sets out how we identify, assess and, where necessary, decline or report unusual donations.

Due Diligence

Before accepting any large, unusual or unsolicited donation, we consider the source of funds, the identity of the donor, whether conditions attached are appropriate, and whether there are reasonable grounds to suspect the funds are proceeds of crime.

High-Risk Indicators

These include anonymous donations above normal collection levels, donations offered as loans, funds routed through unrelated third parties, and donors who are reluctant to provide standard identification information.

Reporting

Suspicious activity is escalated to the trustees, who will determine whether to file a Suspicious Activity Report with the National Crime Agency, in accordance with UK anti-money laundering law.

Refusal

We will decline any donation where we have reasonable grounds to believe it derives from criminal activity, or where accepting it would conflict with our charitable objects or values.

Our Commitment

We welcome feedback and take all complaints seriously as an opportunity to improve. This policy covers complaints from beneficiaries, donors, partners, volunteers and the public about any aspect of our work.

How to Complain

Complaints can be made by email to Info@hopeformankind.org.uk, by phone, or in writing to our registered office at Bridgewater House, Surrey Road, Nelson, Lancashire, BB9 7TZ.

Our Process

We acknowledge complaints within 3 working days, investigate thoroughly, and aim to respond in full within 15 working days — if a complaint is complex, we will explain the delay and give a revised timeframe.

If You're Not Satisfied

You may ask for the matter to be reviewed by a trustee. Serious concerns involving fraud, safeguarding or illegal activity will also be reported to the relevant authorities, and unresolved charity-related complaints can be referred to the Charity Commission or Fundraising Regulator.

Our Commitment

Hope For Mankind is committed to protecting the personal data of our donors, beneficiaries, staff, volunteers and partners, in line with the UK GDPR and Data Protection Act 2018.

The Principles We Follow

We process personal data lawfully, fairly and transparently; only for specified purposes; keeping no more data than necessary; keeping it accurate and up to date; storing it no longer than needed; and protecting it with appropriate security.

Your Rights

You have the right to access, correct, or request deletion of your personal data, to object to or restrict certain processing, and to data portability. See our Privacy Policy for full details on how to exercise these rights.

Security

We use access controls, secure storage and encryption where appropriate to protect personal data, and ensure our GiveWP donation processing meets industry security standards.

Contact

For any data protection query, contact Info@hopeformankind.org.uk.

Our Commitment

We are committed to providing a safe environment for staff, volunteers, beneficiaries and visitors, both in our UK office and during project deployments overseas, so far as is reasonably practicable.

Responsibilities

Trustees hold overall responsibility for health and safety; a designated lead manages day-to-day arrangements; and everyone is expected to take reasonable care of their own safety and that of others.

Risk Assessment

Risk assessments are carried out for our office, events, and overseas deployments — particularly in areas affected by conflict or natural disaster — with appropriate briefings and insurance arranged before travel.

Incident Reporting

All accidents, near-misses and safety concerns must be reported promptly to enable a review of causes and prevention of recurrence.

Purpose

This policy sets out the principles we follow when working with corporate partners, sponsors, mosques, community organisations and other charities.

Due Diligence

Before entering a partnership, we consider whether the partner's activities, reputation and values are compatible with our own, in line with our Anti-Money Laundering and Refusal of Donations Policy.

Working Together

Partnership terms, including any use of our name or logo, funding arrangements, and reporting expectations, are agreed in writing before a partnership begins.

Ending a Partnership

We reserve the right to end a partnership at any time where it no longer aligns with our values or charitable objects.

What We Collect

When you donate, contact us, or sign up to our newsletter, we may collect your name, email address, postal address, phone number and payment details (processed securely by GiveWP and our payment provider — we do not store full card details ourselves).

How We Use It

We use your data to process donations and Gift Aid, respond to enquiries, send updates you've opted in to receive, and meet our legal and regulatory obligations. We do not sell your data to third parties.

Cookies

Our website may use essential cookies required for the site to function, and, where you consent, analytics cookies to help us understand how the site is used.

Your Rights and Contact

You can ask to see, correct or delete your data, or unsubscribe from communications, at any time by emailing Info@hopeformankind.org.uk. You also have the right to complain to the Information Commissioner's Office (ico.org.uk).

Using This Website

This website is operated by Hope For Mankind, a registered charity (No. 1165931) registered at Bridgewater House, Surrey Road, Nelson, Lancashire, BB9 7TZ. By using this site, you agree to these terms.

Donations

Donations made through this site are subject to our Donation Policy. Payment processing is handled securely via GiveWP and our payment provider.

Content and Intellectual Property

All content on this site, including text, images and our logo, is owned by or licensed to us and may not be reproduced without permission.

Liability

While we take care to keep this website accurate and up to date, we accept no liability for any loss arising from reliance on its content, to the fullest extent permitted by law.

Changes

We may update these terms from time to time; continued use of the site after changes are published constitutes acceptance of the revised terms.