We are committed to operating with integrity, transparency, and accountability. Our policies provide a clear framework for how we protect people, manage resources, and deliver our services in line with legal requirements and best practices. They are reviewed regularly to ensure compliance with UK charity law and evolving sector standards.

1. Purpose

To ensure strong governance by supporting the effective recruitment, induction, and ongoing development of trustees at Aishah Help, in line with the Charity Governance Code, Charity Commission guidance (CC3), and the organisation’s legal duties.

2. Scope

Applies to:

• All current and prospective trustees of Aishah Help

• The governance framework and expectations of board members

• Oversight of compliance, accountability, and strategic leadership

3. Trustee Responsibilities

Trustees are collectively responsible for:

• Ensuring the charity operates in line with its charitable objectives

• Complying with relevant laws and regulations

• Safeguarding assets and managing financial resources responsibly

• Holding management to account and overseeing key policies

• Acting in the charity’s best interests, avoiding conflicts of interest

• Providing strategic guidance and supporting long-term impact

4. Recruitment & Appointment

• Trustees are recruited based on skills, experience, and commitment to the charity’s mission

• All appointments are approved by the Board following interview and reference checks

• Trustees must complete a declaration of eligibility and conflict of interest form

• Background and eligibility checks (including DBS where applicable) are conducted

5. Trustee Induction

New trustees will receive a structured induction including:

• A trustee welcome pack

• A copy of the governing documents, latest accounts, strategic plan, and key policies

• One-to-one meetings with the Chair and CEO

• Introduction to staff and charity activities

• Overview of the Charity Commission’s CC3 guidance and legal duties

6. Ongoing Support & Development

• Trustees are encouraged to participate in relevant training (e.g., safeguarding, finance, governance)

• Skills audits are conducted periodically to inform board development

• The Board may appoint subcommittees (e.g., finance, safeguarding) for specific areas

7. Meetings & Decision-Making

• The Board meets at least quarterly, with minutes recorded and circulated

• Quorum, voting, and decision-making procedures follow the charity’s governing document

• Trustees are expected to attend regularly and contribute constructively

8. Performance & Review

• Trustees are expected to complete an annual self-assessment

• The Chair leads an annual board review process

• The Board reviews its composition, diversity, and skills annually to ensure it reflects the charity’s needs

9. Resignation & Removal

• Trustees may resign at any time in writing

• Trustees may be removed by a majority decision if they breach duties, become ineligible, or act against the charity’s interests

10. Review

This policy will be reviewed annually or in response to changes in governance guidance or legal requirements.

Let me know if you’d like these compiled into a downloadable pack, formatted into Word documents, or if you need cover pages and indexing for submission.

1. Purpose

This Code of Conduct outlines the expected standards of behaviour for all trustees, staff, volunteers, contractors, and representatives of Aishah Help. It ensures that all individuals act with integrity, professionalism, and in alignment with our values, safeguarding obligations, and applicable laws and regulations.

2. Scope

This policy applies to everyone working with or representing Aishah Help in any capacity, including part-time staff, temporary workers, freelancers, remote workers, and field personnel in the UK or abroad.

3. Core Principles

• Respect: Treat all individuals—colleagues, beneficiaries, and partners—with dignity, fairness, and kindness.

• Integrity: Be honest, transparent, and accountable at all times.

• Confidentiality: Protect private and sensitive information, and only share it when necessary and lawful.

• Inclusivity: Embrace diversity and take active steps to prevent discrimination.

• Professionalism: Uphold the highest standards in conduct, reliability, and delivery.

• Safeguarding: Always prioritise the wellbeing of children and vulnerable adults.

4. Behaviour Expectations

• Comply fully with Aishah Help’s policies, including Safeguarding, Data Protection, Health & Safety, and Whistleblowing.

• Cooperate with supervision, audits, and internal reviews.

• Maintain healthy professional boundaries with beneficiaries.

• Use Aishah Help resources responsibly and only for authorised purposes.

• Declare any actual or potential conflicts of interest.

• Maintain appropriate dress and conduct suitable to the professional environment.

5. Communication and Representation

• Communicate respectfully and professionally—online and offline.

• Do not present yourself as speaking on behalf of Aishah Help unless authorised.

• Avoid sharing confidential or sensitive materials in public spaces or online.

• Uphold the charity’s values in all public-facing behaviour, including social media.

6. Anti-Fraud and Anti-Corruption

• Do not engage in fraud, theft, bribery, or the misuse of charitable funds or property.

• Report any suspected financial misconduct immediately to your line manager or the designated Whistleblowing Officer.

7. Working with Children and Vulnerable Adults

• Follow the Safeguarding Policy at all times.

• Never engage in abuse, exploitation, or neglect.

• Avoid one-on-one unsupervised contact unless approved and risk-assessed.

• Report any safeguarding concerns immediately through the appropriate channels.

8. Conflicts of Interest

• Disclose any real or perceived conflicts of interest as soon as they arise.

• Trustees must complete an annual declaration of interests.

• Do not use your role at Aishah Help for personal or financial gain.

9. Breaches of the Code

Breaches of this Code may result in disciplinary action, including:

• Verbal or written warnings

• Suspension or dismissal (staff)

• Termination of volunteer or trustee roles

• Referral to statutory bodies or regulators where required

10. Reporting Misconduct

• Misconduct or breaches should be reported to a manager or the designated Whistleblowing Officer.

• Reports will be handled confidentially and fairly.

• Retaliation against whistleblowers is strictly prohibited and will result in disciplinary action.

11. Acknowledgement and Commitment

All trustees, staff, and volunteers must:

• Read and sign a declaration agreeing to comply with this Code of Conduct.

• Renew this declaration annually or upon significant updates.

12. Review and Amendment

This policy will be reviewed annually by the Board of Trustees and updated as necessary in response to legal, regulatory, or organisational changes.

1. Purpose

The purpose of this policy is to ensure that all decisions made at Aishah Help are based solely on what is in the best interests of the charity and its beneficiaries. It aims to protect the integrity of our decision-making processes by identifying, managing, and recording any personal or professional interests that could unduly influence outcomes.

2. Declaration of Interests

• Trustees must complete a written Declaration of Interests Form upon appointment and review it annually. This includes personal, financial, or family interests that could conflict with the charity’s operations.

• Staff and Volunteers must declare any potential or actual conflicts of interest as they arise, particularly when participating in procurement, recruitment, or service delivery decisions.

3. Managing Conflicts

• Individuals with a declared conflict must withdraw from related discussions, decisions, and votes.

• The Chair of Trustees or relevant manager will decide if further action is needed to manage the conflict (e.g. reassignment of duties, exclusion from contracts).

• All declared conflicts and actions taken are recorded in the Conflicts of Interest Register, which is maintained by the charity’s governance or operations lead.

4. Review and Oversight

• The Board of Trustees will review the Conflicts of Interest Register and this policy annually.

• Any breach of this policy may result in disciplinary action, including removal from position or reporting to relevant regulatory bodies.

• Aishah Help is committed to transparency and may make elements of the register publicly available where required by law or good governance practice.

1. Purpose

This policy is designed to empower all individuals involved with Aishah Help—including staff, volunteers, trustees, and external stakeholders—to raise concerns about suspected wrongdoing, misconduct, or unethical behaviour within the organisation. It ensures that disclosures are handled seriously, confidentially, and without fear of retaliation.

2. Scope

This policy applies to:

• Employees (permanent and temporary)

• Volunteers

• Trustees and board members

• Contractors, consultants, and service providers

• Partner organisations and beneficiaries (where appropriate)

3. Protected Disclosures

The following types of concerns are covered under this policy:

• Criminal activity (e.g. fraud, theft, bribery)

• Misuse or mismanagement of funds

• Abuse or neglect of service users

• Breaches of health and safety obligations

• Data protection or confidentiality violations

• Discrimination, harassment, or bullying

• Any deliberate concealment of the above

4. Reporting Procedure

• Concerns should first be raised with a line manager or the designated Whistleblowing Officer.

• If this is not appropriate (e.g. concern involves the manager), individuals may raise the matter with a Trustee, the Chair of Trustees, or via an external regulator such as the Charity Commission or Fundraising Regulator.

• Reports can be made verbally or in writing and should include as much detail as possible. Anonymous reports will be considered but may limit investigation scope.

5. Protection & Confidentiality

• All whistleblowing concerns will be treated in strict confidence.

• Whistleblowers will be protected from dismissal, demotion, victimisation, or any form of detriment for making a disclosure in good faith.

• Aishah Help will not tolerate retaliation against whistleblowers and will take disciplinary action against anyone found to have victimised or harassed them.

6. Investigation and Outcome

• All concerns will be acknowledged within 5 working days and investigated promptly.

• Investigations will be carried out by an impartial party and documented.

• Where misconduct is found, appropriate action (including disciplinary or legal) will be taken.

• Where no evidence is found, the whistleblower will be informed of the outcome and support will be offered.

7. Monitoring and Review

• The policy and its implementation will be reviewed annually by the Board of Trustees.

• A log of whistleblowing reports (without identifying details) will be maintained to monitor trends and ensure learning.

1. Purpose

To prevent Aishah Help from being used, knowingly or unknowingly, to facilitate money laundering or terrorist financing. This policy supports our compliance with the Proceeds of Crime Act 2002, Terrorism Act 2000, and Charity Commission guidance.

2. Scope

This policy applies to:

• All staff, trustees, volunteers, and contractors

• All financial transactions, particularly international transfers and grants

• Partnerships and third-party engagements

3. Definitions

• Money laundering: Concealing or disguising the origins of illegally obtained money.

• Terrorist financing: Providing funds to support terrorist activity or organisations.

• Due diligence: Checks conducted on donors, recipients, and partners to ensure legitimacy.

4. Risk-Based Approach

We apply enhanced due diligence when:

• Donors give large or unusual sums

• Funds are sent to high-risk jurisdictions

• Working with unknown or unregistered local organisations

  A risk register is maintained and regularly updated.

5. Due Diligence Measures

• Verify the identity and legitimacy of major donors and delivery partners

• Request documentation for any large or international transactions

• Record the purpose and destination of all outgoing funds

• Report suspicious activity to the MLRO (Money Laundering Reporting Officer)

6. Suspicious Activity Reporting (SAR)

All staff must report concerns to the designated MLRO.

The MLRO must assess and, if appropriate, file a SAR with the National Crime Agency (NCA).

7. Record Keeping

AML/CTF records, including risk assessments, due diligence, and any SARs, are retained securely for at least 5 years.

8. Training

Staff and trustees receive induction training on AML/CTF obligations and must refresh this knowledge annually.

9. Review

This policy is reviewed annually or after any material change in legislation or risk environment.

1. Purpose

This policy outlines Aishah Help’s commitment to preventing modern slavery and human trafficking in all aspects of our work and supply chains. It aligns with the Modern Slavery Act 2015 and reflects our values of justice, dignity, and compassion.

2. Scope

Applies to:

• All staff, trustees, volunteers, and contractors

• All projects, services, suppliers, funders, and delivery partners

• UK-based and international operations

3. Definition of Modern Slavery

Modern slavery includes:

• Human trafficking

• Forced or compulsory labour

• Debt bondage

• Child labour

• Exploitation through coercion, threats, or deception

4. Organisational Commitments

Aishah Help commits to:

• Zero tolerance of modern slavery and human trafficking

• Integrating ethical considerations into procurement and partnership decisions

• Conducting risk assessments on suppliers and partners

• Acting swiftly on any concerns or allegations

5. Due Diligence & Risk Assessment

We will:

• Vet all suppliers and delivery partners, especially in high-risk sectors or regions

• Include anti-slavery clauses in relevant contracts

• Request documentation (e.g. employment conditions, safeguarding policies, wage records) from partners where appropriate

• Conduct audits or site visits if risk is high

6. Reporting Concerns

• All concerns or suspicions of modern slavery must be reported immediately to a senior manager or designated safeguarding lead

• Reports will be investigated confidentially and, where appropriate, referred to the Modern Slavery Helpline (0800 0121 700) or relevant authority

7. Training & Awareness

• All staff and volunteers will receive basic awareness training on modern slavery during induction

• Specialist teams (e.g. procurement, safeguarding, international projects) will receive advanced training

8. Safeguarding Links

• This policy links directly to our Safeguarding Policy and Whistleblowing Policy

• Any beneficiary disclosures will be treated as safeguarding concerns

9. Review

• Reviewed annually or after any reported incident or change in law

• Modern slavery risks will be discussed in trustee board meetings and included in organisational risk planning

1. Purpose

To ensure that all third-party relationships—such as delivery partners, contractors, suppliers, and grantees—align with Aishah Help’s values, legal obligations, and ethical standards. This policy supports risk mitigation and compliance with Charity Commission guidance, AML regulations, and safeguarding duties.

2. Scope

Applies to:

• Local and international partner organisations

• Subcontractors, suppliers, and vendors

• Any individual or organisation receiving funds or representing Aishah Help

3. Guiding Principles

We will only work with partners who:

• Align with our charitable objects and values

• Comply with legal, financial, safeguarding, and anti-fraud standards

• Operate transparently and ethically

• Are not involved in extremist, discriminatory, or exploitative activity

4. Due Diligence Process

All new third-party engagements must go through a risk-based due diligence process, which may include:

• Organisational profile check (legal status, registration, governance)

• Financial assessment (audited accounts, bank details, funding history)

• Safeguarding policies and procedures (especially if working with vulnerable groups)

• AML and Modern Slavery compliance (where applicable)

• References or evidence of track record

5. Documentation

All due diligence assessments must be documented using a standardised Due Diligence Form and signed off by the appropriate manager or trustee. A register of approved partners is maintained and reviewed annually.

6. Risk Ratings

Partners are assessed and categorised as:

• Low risk: minimal due diligence required

• Medium risk: full documentation review and periodic spot checks

• High risk: enhanced checks, site visits, and trustee approval required

7. Contracts and Agreements

All partnerships must be formalised through written agreements that include:

• Scope of work

• Financial arrangements

• Safeguarding and data protection clauses

• Right to audit or terminate in case of breach

8. Monitoring & Oversight

• All third-party activities must be monitored

• Financial and impact reports must be reviewed regularly

• Issues of concern (e.g., non-compliance, reputational risk) must be reported to senior management immediately

9. Red Flags

Aishah Help will not work with partners who:

• Lack legal status or governance structure

• Are involved in discriminatory, fraudulent, or unethical activities

• Have inadequate safeguarding or financial controls

• Refuse to cooperate with due diligence or audits

10. Review

This policy is reviewed annually and whenever there are material changes in operating regions or regulatory expectations.

1. Purpose

The purpose of this policy is to provide a structured approach to identifying, assessing, managing, and reviewing risks that could impact Aishah Help’s operations, reputation, compliance, financial sustainability, or the wellbeing of its beneficiaries, staff, and volunteers. Effective risk management enables us to operate confidently and responsibly while fulfilling our charitable objectives.

2. Risk Categories

Risks will be considered across the following key categories:

• Financial Risks: Funding shortfalls, fraud, mismanagement of grants or donations.

• Operational Risks: Service delivery failures, IT system disruption, staff capacity issues.

• Reputational Risks: Negative media, public complaints, stakeholder dissatisfaction.

• Compliance and Legal Risks: Breaches of charity law, data protection regulations, employment law.

• Safeguarding Risks: Harm to beneficiaries, failure to follow safeguarding procedures, DBS breaches.

3. Roles and Responsibilities

• Board of Trustees: Hold overall accountability for risk management and ensuring a culture of risk awareness. They review key risks quarterly and approve mitigation strategies.

• Senior Management Team: Responsible for implementing risk controls, maintaining the risk register, and escalating significant concerns to the Board.

• All Staff and Volunteers: Expected to identify and report emerging risks through quarterly reviews or immediately if urgent. Risk awareness is embedded in induction and ongoing training.

4. Risk Register

• A central Risk Register is maintained and updated quarterly by the designated risk lead.

• Each entry includes a description of the risk, potential impact, likelihood, assigned risk owner, and mitigation measures.

• Risks are categorised by severity (e.g. low, medium, high) using a traffic light (RAG) system.

• Completed actions and outcomes are documented, and learning is fed back into strategic planning.

5. Risk Review and Reporting

• Risks are discussed in quarterly operational meetings and included in trustee board reports.

• Serious or escalating risks are brought to the attention of the Chair of Trustees immediately.

• Annual strategic reviews consider long-term and emerging risks, including political, environmental, or sector-specific threats.

6. Continuous Improvement

• Risk management practices are reviewed annually to reflect organisational growth, environmental changes, or lessons learned.

• Training is provided to trustees and staff to ensure familiarity with risk processes and expectations.

1. Purpose & Scope

Aishah Help is committed to safeguarding and promoting the welfare of all children (under 18), adults at risk, and all individuals connected to the charity. This policy aims to protect service users, staff, volunteers, and trustees from harm, abuse, or neglect.

It applies to:

• All staff, trustees, volunteers, and contractors

• Service users, beneficiaries, and their families

• Visitors, partners, and third-party collaborators

2. Commitments

Aishah Help will:

• Maintain clear safeguarding policies and procedures, publicly available and reviewed annually

• Promote a safeguarding culture where concerns can be raised without fear

• Conduct routine risk assessments that include safeguarding risks

• Maintain a safeguarding risk register monitored at leadership level

3. Roles & Responsibilities

• Designated Safeguarding Lead (DSL): Trained, named officer responsible for handling concerns, maintaining records, and liaising with statutory services

• Trustees & CEO: Provide strategic oversight, ensure sufficient resources, and monitor compliance with Charity Commission safeguarding duties

• All Staff & Volunteers: Must understand safeguarding responsibilities and follow procedures at all times

4. Policies & Procedures

• Safeguarding Policy: Defines roles, responsibilities, and reporting lines

• Reporting Procedure: Includes step-by-step guidance for raising and escalating concerns (internal and external)

• Code of Conduct: All personnel must sign and adhere to professional behaviour standards

• Risk Policy: Incorporates safeguarding into the organisation’s overall risk management approach

5. Recruitment & Vetting

• Safer recruitment practices include role descriptions, interviews, references, and clear eligibility criteria

• Enhanced DBS checks are mandatory for roles involving direct contact with children or vulnerable adults, as required under the Safeguarding Vulnerable Groups Act 2006

• DBS checks are renewed every 3 years, or sooner if required due to a role change or concern

6. Training & Support

• Annual safeguarding training is mandatory for all staff and volunteers

• The DSL receives specialist training and refresher courses

• Safeguarding is embedded in inductions, volunteer onboarding, and exit interviews

• Regular reflective supervision sessions promote a culture of vigilance and learning

7. Recognising & Reporting Concerns

Everyone must be alert to signs of abuse or harm, including:

• Physical, emotional, sexual abuse

• Neglect, domestic abuse, bullying, self-harm, exploitation

• Radicalisation or grooming (in line with Prevent Duty)

  Action Steps:

• Recognise signs

• Respond sensitively; record factual information

• Report to the DSL or appropriate authority promptly

8. Safeguarding in Daily Practice

• Supervision ratios are implemented during events and sessions involving children/vulnerable adults

• Lone working is minimised and risk-assessed

• Risk management plans are in place for all trips, events, and high-risk situations

• Senior leaders model best practices and reinforce safeguarding values

9. Record-Keeping & Confidentiality

• Maintain accurate, secure, and up-to-date safeguarding records

• All incidents, disclosures, and actions taken are logged

• Confidentiality is maintained, but information is shared with relevant authorities where necessary to prevent harm or comply with legal obligations

10. Review & Continuous Improvement

• This policy is reviewed annually or after a major incident

• Safeguarding logs, incident records, training participation, and procedures are audited for gaps and areas of improvement

• Feedback from service users and staff helps inform future safeguarding development

1. Purpose

To ensure that all incidents—especially serious or reportable ones—are promptly recorded, investigated, and addressed to protect Aishah Help’s beneficiaries, staff, reputation, and compliance obligations. This policy aligns with Charity Commission guidance on reporting serious incidents (RSI) and internal safeguarding and risk protocols.

2. Scope

Applies to:

• All trustees, staff, volunteers, and contractors

• All incidents occurring during charity-related activities, including online, off-site, or during external partnerships

• Near misses, minor and major incidents, and critical or reportable events

3. Definitions

Incident: Any unexpected event that causes or has the potential to cause harm to people, property, reputation, or operations.

Serious Incident: Events requiring prompt reporting to the Charity Commission and possibly other authorities, such as:

• Safeguarding breaches involving abuse or neglect

• Financial loss or fraud

• Significant reputational damage

• Cyber-attacks or data breaches

• Serious harm to staff or beneficiaries

• Criminal offences or legal action involving the charity

4. Reporting Responsibilities

• All personnel must report incidents as soon as possible

• Managers must record and escalate incidents based on severity

• Designated Leads (e.g., DSL for safeguarding, Finance Lead for fraud) manage investigation and follow-up

• Trustees must be informed of all serious incidents and approve referrals to external regulators

5. Reporting Procedure

1. Complete an Incident Reporting Form (or Safeguarding form, if applicable)

2. Submit to your line manager or designated lead

3. Immediate action taken to secure safety and contain harm

4. Internal investigation launched within 5 working days

5. If considered serious, notify trustees and report to:

   • Charity Commission (RSI Form)

   • Police, Local Authority, or ICO, where applicable

6. Record outcomes, learning, and next steps

6. Record-Keeping

• All incidents are logged in a central incident register

• Documentation retained for at least 6 years

• Confidentiality maintained, with access limited to relevant parties

7. Learning & Prevention

• All serious incidents trigger a review of relevant policies and procedures

• Learning shared with staff where appropriate to prevent recurrence

• Action plans implemented and monitored

8. Whistleblowing & Protection

• Individuals reporting incidents in good faith are protected from retaliation

• Anonymous reports are accepted and investigated with due care

9. Review

This policy is reviewed annually, or immediately following a serious incident.

1. Purpose

To protect the health, safety, and wellbeing of all Aishah Help staff, volunteers, and contractors who work alone. Lone working presents unique risks that must be assessed and mitigated in line with the Health and Safety at Work Act 1974.

2. Scope

This policy applies to:

• Employees, volunteers, or contractors working without direct supervision

• Individuals working alone in the office, from home, in community settings, or during visits

• Both regular and occasional lone working arrangements

3. Definition of Lone Working

Any situation where an individual works by themselves without close or direct supervision, including:

• Home working or remote work

• Outreach or home visits

• Late office working or working during unsociable hours

• Operating in isolated or unfamiliar locations

4. Responsibilities

Trustees and Senior Management:

• Ensure the risk of lone working is assessed and mitigated

• Provide training and resources

• Maintain appropriate insurance coverage

Line Managers:

• Identify lone workers and assess risk

• Approve lone working only when safe

• Monitor working patterns and wellbeing

Lone Workers:

• Follow this policy and related safety procedures

• Maintain regular contact with managers or a nominated colleague

• Report any incidents or concerns immediately

5. Risk Assessment

All lone working arrangements must be supported by a written risk assessment considering:

• The nature of the task

• The environment (public, private, high-risk area)

• Time of day and access to support

• Any personal vulnerabilities or health conditions

6. Control Measures

• Use of buddy systems or regular check-ins via phone or messaging

• Providing mobile phones or emergency contact devices

• Setting maximum time limits for lone activity

• Avoiding visits in high-risk locations or after dark

• Use of shared calendars to log visit times and locations

7. Emergency Procedure

• All lone workers must know how to escalate concerns or seek urgent help

• Emergency contact numbers must be available at all times

• Serious incidents must be logged and reviewed

8. Training and Awareness

• All lone workers will receive a lone working briefing during induction

• Line managers will receive training in assessing and managing lone worker risk

9. Monitoring and Review

Lone working arrangements and risk assessments will be reviewed:

• Annually

• Following any incident

• If working patterns or roles change

1. Purpose

The purpose of this policy is to ensure that Aishah Help provides a safe and healthy environment for all staff, volunteers, beneficiaries, visitors, and contractors. We are committed to preventing accidents, reducing health and safety risks, and promoting wellbeing across all our activities.

2. Legal Duty

Aishah Help is committed to complying with all relevant health and safety legislation, including the Health and Safety at Work Act 1974, Management of Health and Safety at Work Regulations 1999, and all associated codes of practice and guidance.

3. Roles and Responsibilities

• Trustees: Provide strategic oversight, ensure policies are in place, and monitor compliance.

• Managers: Implement health and safety procedures, conduct risk assessments, and ensure training is delivered.

• Staff and Volunteers: Follow all safety procedures, report hazards, and take reasonable care for their own and others’ safety.

• Visitors and Service Users: Expected to follow any health and safety instructions given during activities or site visits.

4. Risk Assessment

• Risk assessments are conducted for all premises, events, and activities involving staff, volunteers, or the public.

• These are reviewed regularly and after any incidents, significant changes, or annually as part of ongoing risk management.

• Special attention is given to vulnerable individuals, lone working, manual handling, fire safety, and trips or community outreach.

5. Incident Reporting

• All accidents, injuries, near misses, or safety concerns must be reported immediately to the designated Health & Safety Officer or line manager.

• A written record is logged in the Health & Safety Incident Register.

• Where required, incidents are reported to the Health and Safety Executive (HSE) under RIDDOR regulations.

• Investigations will be conducted for all serious incidents and action taken to prevent recurrence.

6. Fire Safety & First Aid

• Fire risk assessments are carried out for all buildings and events.

• Evacuation procedures are clearly displayed and practised regularly.

• First aid kits are maintained and accessible at all locations, with trained first aiders assigned.

7. Training and Supervision

• Staff and volunteers receive health and safety training appropriate to their role.

• Specialist training (e.g. for manual handling or first aid) is provided where needed.

• Inductions for new team members include key health and safety responsibilities.

8. Monitoring and Review

• Health and safety is monitored through regular audits, feedback, and reviews.

• The policy is reviewed annually or in response to changes in legislation, incidents, or organisational operations.

1. Purpose

To ensure that Aishah Help recruits trustworthy individuals and maintains a safe environment for all, particularly vulnerable adults and children. This policy outlines our commitment to safeguarding through rigorous recruitment procedures, including the use of Enhanced Disclosure and Barring Service (DBS) checks.

2. Scope

Applies to all roles that involve contact with or responsibility for vulnerable people, including staff, volunteers, trustees, and contractors.

3. Legal and Regulatory Framework

This policy is based on:

• Safeguarding Vulnerable Groups Act 2006

• The Rehabilitation of Offenders Act 1974

• DBS Code of Practice

• Charity Commission safeguarding guidance

4. Safer Recruitment Principles

• Role clarity and safeguarding expectations included in all job descriptions

• Recruitment adverts highlight DBS requirements

• Thorough interview and selection process

• References verified before any offer is made

5. Pre-Appointment Checks

• Two references required, including one from a recent employer or relevant character referee

• Proof of ID, right to work, and qualifications must be submitted

• Gaps in employment history explored and documented

6. DBS Checks

• Enhanced DBS required for all regulated activity roles

• Checks conducted via a registered DBS umbrella body

• Renewals every 3 years or sooner if concerns arise

• Individuals cannot begin regulated activity until a clear DBS certificate is received

7. Self-Disclosure

• Candidates asked to disclose unspent convictions at the application stage

• Those with relevant offences may be risk-assessed for suitability

• A criminal record does not automatically bar someone from volunteering/employment

8. Handling of DBS Information

• DBS certificates reviewed by authorised personnel only

• Certificate copies not retained; disclosure outcomes logged securely

• All DBS information handled in accordance with the Data Protection Act and DBS Code of Practice

9. Risk Assessment

• Where DBS reveals information, a safeguarding risk assessment is conducted

• Final decision made by Safeguarding Lead in consultation with senior management and trustees

10. Ongoing Monitoring

• Staff must report new convictions or police involvement

• Annual self-declaration of criminal history required

• Safeguarding refresher training includes updates on this policy

11. Recruitment of Trustees and Senior Staff

• Enhanced DBS required for trustees if they are involved in regulated activity or decision-making impacting vulnerable persons

• Due diligence and fit and proper person checks carried out during onboarding

12. Policy Review and Training

• This policy is reviewed annually

• All staff and volunteers receive induction training on safer recruitment and DBS responsibilities

1. Purpose

To ensure Aishah Help recruits, engages, and supports volunteers effectively—maximizing their positive impact while maintaining safety, professionalism, and good practice across all activities.

2. Volunteer Rights

All volunteers are entitled to:

• Respect and Inclusion: Be treated fairly, courteously, and without discrimination.

• Clear Role Descriptions: Understand their role, responsibilities, and expected time commitment.

• Induction and Training: Receive an orientation to Aishah Help’s mission, policies, and procedures, plus any role-specific training.

• Support and Supervision: Have a designated supervisor for guidance, regular check-ins, and constructive feedback.

• Safe Environment: Work in a setting that promotes health, safety, and wellbeing.

• Reimbursement of Agreed Expenses: Be reimbursed promptly for any reasonable, pre-approved costs incurred in carrying out volunteering duties.

• Opportunity for Development: Access personal development opportunities, including skills workshops and social events.

• Right to Withdraw: End their volunteering arrangement at any time, with no obligation to explain.

3. Volunteer Responsibilities

Volunteers must:

• Adhere to Policies: Comply with Aishah Help’s Safeguarding, Health & Safety, Data Protection, and Code of Conduct policies.

• Maintain Confidentiality: Protect personal data and sensitive information encountered during their role.

• Act Professionally: Represent Aishah Help with integrity, respect, and reliability.

• Communicate: Notify their supervisor promptly of any changes in availability or any issues that arise.

• Safeguard: Report any safeguarding concerns immediately following the organisation’s procedures.

• Teamwork: Work cooperatively with staff, other volunteers, and beneficiaries.

4. Recruitment and Vetting

a. Recruitment Process

1. Application: Prospective volunteers complete an application form outlining skills and interests.

2. Interview/Informal Discussion: A meeting to discuss motivations, role suitability, and Aishah Help’s expectations.

3. References: Collection of two references—one professional or educational, one character-based.

b. Vetting and Checks

• DBS Checks: Enhanced DBS clearance is required for any role involving regulated activity with children or adults at risk.

• Identity and Right to Work: Verification of identity, proof of address, and right-to-work documentation.

• Self-Disclosure: Volunteers declare any relevant criminal convictions in confidence during recruitment.

c. Induction

• All volunteers receive a formal induction covering: Aishah Help’s mission, policies, safeguarding, data security, and role-specific procedures.

5. Ongoing Support and Recognition

• Supervision & Feedback: Regular one-to-one meetings to review performance, address concerns, and identify development needs.

• Training: Access to annual refresher courses, workshops, and e-learning modules relevant to their role.

• Recognition: Formal thank-you events, certificates of appreciation, and opportunities to share success stories.

• Exit Process: A leaver’s meeting to capture feedback, ensure return of property, and discuss future involvement.

This policy ensures a safe, supportive, and rewarding volunteering experience, aligned with Aishah Help’s values and legal obligations.

1. Purpose

To ensure that volunteers are not left out of pocket for their contributions to Aishah Help and to remove financial barriers to volunteering. This policy supports our values of inclusion, fairness, and accessibility.

2. Scope

This policy applies to:

• All registered volunteers at Aishah Help

• Expenses directly incurred as a result of volunteer activity

• Events, training, outreach, admin, and other approved duties

3. Principles

• Volunteering should be inclusive and accessible to all

• Reimbursement is based on actual, necessary, and agreed expenses

• Volunteers should not profit from claiming expenses

• Claims should be supported by receipts and submitted promptly

4. Eligible Expenses

The following expenses may be reimbursed with appropriate approval and documentation:

a. Travel:

• Public transport (bus, train, tube) – standard class

• Mileage for car use (at HMRC’s approved rates – currently 45p/mile)

• Parking (excluding fines or penalties)

• Taxis in exceptional circumstances (pre-approved)

b. Meals and Refreshments:

• When volunteering for more than 5 hours in one day

• Light meals/snacks in line with modest charity allowances

c. Childcare or Carer Support:

• May be considered on a case-by-case basis where needed to support inclusion

d. Stationery or Supplies:

• If purchased for charity use and pre-approved

5. Claiming Procedure

1. Complete an Expense Claim Form

2. Attach itemised receipts

3. Submit within 30 days of incurring the expense

4. Await approval by your project lead or the designated Volunteer Coordinator

5. Approved claims will be reimbursed via bank transfer or petty cash within 14 working days

6. Non-Reimbursable Items

Aishah Help does not cover:

• Alcohol or tobacco

• Fines or penalties

• Personal purchases or upgrades

• Unauthorised expenses

7. Responsibilities

• Volunteers must keep receipts and claim in good faith

• Managers/Leads must approve only reasonable and policy-compliant claims

• Finance Team will audit and log all volunteer expense reimbursements

8. Review

This policy will be reviewed annually or sooner if legislation or financial conditions change.

1. Introduction

Aishah Help believes that diversity enriches our mission and strengthens the impact of our work. We are committed to fostering a fair, inclusive, and respectful environment for all—beneficiaries, staff, volunteers, trustees, and partners. We oppose all forms of discrimination and seek to eliminate barriers to access and participation.

2. Legal Framework

This policy aligns with the Equality Act 2010 and supports compliance with the Public Sector Equality Duty. It also reflects our organisational values of compassion, justice, dignity, and empowerment of marginalised communities.

3. Policy Statement

Aishah Help is committed to:

• Promoting equal access and opportunity in all areas of our work

• Preventing discrimination, harassment, and victimisation

• Embedding inclusive practices in service design, delivery, governance, and employment

• Creating an organisational culture where everyone is valued, supported, and heard

4. Protected Characteristics

We do not tolerate discrimination, directly or indirectly, based on:

• Age

• Disability

• Gender reassignment

• Marriage and civil partnership

• Pregnancy and maternity

• Race (including colour, nationality, ethnicity)

• Religion or belief

• Sex

• Sexual orientation

5. Roles and Responsibilities

• Trustees: Provide strategic oversight and accountability for EDI progress

• Managers: Ensure inclusive practices in planning, delivery, and recruitment

• Staff & Volunteers: Must follow this policy and model inclusive behaviour in all interactions

6. Recruitment and Employment

• Recruitment is open, fair, and based on merit

• We monitor application, shortlisting, and appointment processes to reduce bias

• Reasonable adjustments are provided throughout recruitment and employment

• Pay, progression, and professional development are monitored for fairness

7. Inclusive Service Delivery

• Services are shaped around the needs of the diverse communities we serve

• Outreach activities target marginalised or underrepresented groups

• Public materials are translated and made accessible where required (e.g. large print, easy read)

8. Training and Development

• All staff, volunteers, and trustees receive EDI induction

• Annual refresher training is mandatory and monitored

• We aim to develop diverse leadership and support progression for underrepresented groups

9. Reporting and Complaints

• Concerns about discrimination, harassment, or exclusion can be raised through our Complaints Policy or Whistleblowing Policy

• Complaints will be handled confidentially, fairly, and without retaliation

• Findings from investigations may result in training, disciplinary action, or service change

10. Monitoring and Review

• We collect and analyse diversity data (where appropriate) across staff, volunteers, and service users

• EDI outcomes are reviewed annually and reported to trustees

• This policy is updated in response to organisational learning or legislative changes

1. Purpose

The purpose of this policy is to support flexible and hybrid working arrangements while ensuring continued productivity, safeguarding of beneficiaries, and compliance with data protection and organisational standards. Aishah Help recognises that flexible working can enhance staff wellbeing, promote work-life balance, and improve organisational outcomes when implemented effectively.

2. Scope

This policy applies to all employees, contractors, and volunteers whose roles are suitable for part-remote or flexible working, as determined by their line manager and organisational need. It covers remote working, hybrid arrangements, flexible hours, and occasional home working.

3. Expectations and Responsibilities

a. Performance and Communication

• Clear work plans, outputs, and deliverables must be agreed with the line manager.

• Regular check-ins (weekly or as agreed) must be held to track progress, raise concerns, and offer support.

• Staff must be reachable during agreed working hours via email, phone, or agreed platforms (e.g. Teams, Zoom).

b. Data Protection and Confidentiality

• Staff must ensure confidential information is not accessed by anyone in their household.

• All devices used must be password-protected and only accessible to the employee.

• Physical records must be stored securely in a locked space when not in use.

• Staff must adhere to the Data Protection & Information Security Policy at all times when working remotely.

c. Equipment and IT Security

• Work must be carried out on Aishah Help-issued devices where possible.

• Staff using personal equipment must have up-to-date antivirus software and secure user logins.

• Wi-Fi connections must be password-protected. Use of public Wi-Fi is prohibited when handling sensitive information.

• Any technical issues must be reported to the designated IT contact immediately.

d. Safeguarding

• Remote working must not interfere with safeguarding responsibilities. Staff must remain alert to safeguarding concerns and follow established procedures as if working on-site.

• Any remote safeguarding casework should be documented using approved systems and discussed in supervision.

4. Review and Compliance

Managers will regularly review flexible arrangements to ensure they remain effective and aligned with organisational needs. Breaches of this policy may result in disciplinary action.

1. Purpose

This policy ensures that Aishah Help maintains strong financial governance, accountability, and transparency in all financial transactions. It defines responsibilities, authorisation levels, and cash handling procedures to protect charitable funds and reduce the risk of fraud or mismanagement.

2. Scope

Applies to all trustees, staff, volunteers, and agents involved in financial transactions, whether handling cash, bank transfers, or managing donations and expenses.

3. Key Principles

• Stewardship of charity resources

• Segregation of duties

• Internal checks and balances

• Transparency in recording and reporting

4. Roles and Responsibilities

• Board of Trustees: Holds overall financial oversight, approves budgets and reviews reports.

• Finance Officer: Day-to-day responsibility for maintaining accurate records, preparing reports, and reconciling accounts.

• Programme Staff/Volunteers: Must follow this policy and report any concerns or discrepancies.

5. Budgeting and Expenditure

• Annual budget approved by the Board

• Expenditure monitored against budget monthly

• Significant variances investigated and reported

• Project-specific budgets developed and tracked independently

6. Authorisation and Approvals

• Two authorised signatories required for payments above £500

• Only pre-approved suppliers or expense types reimbursed

• All payments require supporting documentation (invoice, receipt, purchase order)

7. Income Handling Procedures

• Donations logged with donor details and purpose

• Fundraising income counted and signed by two unrelated persons

• Income deposited into the bank within 48 hours of collection

• Electronic donations tracked via online platforms with auto-generated receipts

8. Petty Cash and Reimbursements

• Petty cash limited to a pre-approved float

• Petty cash expenditure recorded in a logbook and reconciled monthly

• Expense claim forms must be submitted within 30 days, with original receipts

9. Banking and Reconciliation

• Separate charity bank account maintained

• Monthly reconciliation between bank statements and financial records

• Restricted funds tracked separately from unrestricted funds

10. Financial Reporting

• Quarterly management accounts prepared for trustees

• Annual accounts independently examined or audited in line with Charity Commission requirements

• Public annual report includes financial summary and explanation of spending

11. Fraud Prevention and Whistleblowing

• All financial irregularities reported to the Board

• Whistleblowing policy enables confidential reporting of financial concerns

• Fraud risk assessments carried out annually

12. Records Retention

• Financial records kept for a minimum of 6 years

• Digital and physical documents securely stored and access controlled

13. Review and Improvement

• Policy reviewed annually or after any financial incident

• Training provided to all staff and volunteers handling finances

1. Purpose
This policy ensures that Aishah Help claims Gift Aid in accordance with HMRC regulations and maintains high standards of integrity, transparency, and accountability in all Gift Aid-related activities.

2. Scope
Applies to:

Donations eligible for Gift Aid from UK taxpayers

All staff, trustees, volunteers, and platforms processing or managing donations on behalf of Aishah Help

Digital, in-person, and campaign-based Gift Aid declarations

3. What is Gift Aid?
Gift Aid allows registered charities to claim an additional 25p from HMRC for every £1 donated by a UK taxpayer—at no extra cost to the donor. The donor must have paid enough income tax or capital gains tax in the relevant tax year to cover the amount reclaimed.

4. Donor Declarations
A Gift Aid declaration must:

Be made by an individual UK taxpayer

Confirm the donor’s consent to claim Gift Aid

Include the donor’s full name, home address, and declaration statement

Be stored securely for at least 6 years after the end of the accounting period in which the donation was received

Declarations can be made online, via paper forms, or verbally (with compliant written follow-up).

5. Eligibility Checks
Aishah Help will:

Only claim Gift Aid on voluntary donations (not payments for goods/services, or on behalf of others)

Exclude donations where the donor receives a benefit beyond allowable limits

Conduct spot checks to ensure that all claimed donations meet HMRC’s criteria

6. Record-Keeping
All Gift Aid records (declarations, donation logs, audits, and claims) will be retained securely for HMRC inspection

Gift Aid claims will be submitted through Charities Online or equivalent software

7. Donor Communication
Donors will be informed that they must have paid sufficient tax in the current tax year

Donors will be provided with clear instructions on how to cancel a Gift Aid declaration at any time

8. Fraud Prevention
To protect against error or fraud, Aishah Help will:

Limit access to Gift Aid submission systems

Reconcile Gift Aid claims with financial records

Investigate anomalies immediately and report serious issues to HMRC and the Charity Commission, if required

9. Compliance & Review
The Finance Officer or designated Gift Aid Lead is responsible for policy implementation

Annual internal reviews will be conducted to ensure compliance with HMRC updates

This policy is reviewed at least annually or in line with regulatory change

1. Purpose

Aishah Help is committed to providing high-quality services and maintaining the trust and confidence of all stakeholders. This Complaints Policy ensures that concerns are addressed promptly, fairly, and transparently.

2. Scope

This policy applies to all complaints made by:

• Service users

• Beneficiaries

• Donors

• Volunteers

• Staff and partners

3. Definition of a Complaint

A complaint is an expression of dissatisfaction, whether justified or not, about any aspect of Aishah Help’s operations, services, staff, or conduct.

4. Principles

• Accessibility: Complaints can be made in writing, email, verbally, or via an advocate.

• Timeliness: All complaints will be acknowledged and resolved promptly.

• Fairness: All parties will be treated with respect and without bias.

• Confidentiality: Information will be handled securely and only shared with those involved in the investigation.

• Improvement: We use complaints to inform learning and improve service quality.

5. Stages of the Complaints Procedure

Stage 1 – Informal Resolution

• Complainant raises concern with staff or supervisor

• Attempts are made to resolve at the point of service

• Logged as an informal complaint

Stage 2 – Formal Complaint

• Submitted in writing or via email to the Complaints Officer at info@aishahhelp.org

• Acknowledged within 3 working days

• Investigated by an assigned manager not involved in the complaint

• Written response provided within 15 working days with explanation, outcome, and any corrective action

Stage 3 – Trustee Review

• If dissatisfied, complainant may request review by the Board of Trustees

• Response issued within 30 working days with final decision

6. Complaints Involving Safeguarding or Criminal Activity

• These are referred immediately to the Designated Safeguarding Lead (DSL) and relevant authorities if required

7. Anonymous Complaints

• Considered based on the seriousness of the issue and available information, but a response cannot be provided

8. Record-Keeping and Monitoring

• All formal complaints are logged in the Complaints Register

• Trends reviewed quarterly by senior management

• Annual summary shared with the Board of Trustees

9. Unreasonable or Vexatious Complaints

• Defined as repetitive, abusive, or unfounded complaints

• May result in limited contact or refusal to respond further, subject to trustee oversight

10. Learning from Complaints

• Lessons learned are used to improve policies, procedures, and staff training

• Feedback shared with relevant teams

11. Review and Publication

• This policy is reviewed annually

• Available to all service users, staff, volunteers, and partners upon request or on our website

1. Introduction

Aishah Help is committed to protecting the privacy and personal data of all individuals it interacts with, including service users, staff, volunteers, donors, and partners. This policy outlines our legal obligations under the UK GDPR, the Data Protection Act 2018, and best practices in managing data securely and responsibly.

2. Scope

This policy applies to all personal data processed by Aishah Help and covers:

• Data collection

• Storage and retention

• Access and sharing

• Subject rights

• Breach reporting

3. Legal Principles

We uphold the following data protection principles:

• Lawfulness, fairness, and transparency

• Purpose limitation

• Data minimisation

• Accuracy

• Storage limitation

• Integrity and confidentiality

• Accountability

4. Roles and Responsibilities

• The Board of Trustees holds overall accountability for data protection compliance.

• The Data Protection Officer (DPO) is responsible for monitoring implementation, advising on data risks, and acting as the point of contact for the ICO.

• All staff and volunteers must complete annual training and comply with this policy.

5. Data Security Measures

• Password-protected systems and encrypted communications

• Physical documents stored in locked cabinets with access limited

• Regular IT security reviews and updates

• Role-based access to digital files

6. Data Collection and Use

• Data will be collected only for legitimate purposes such as service delivery, donor communications, recruitment, and reporting.

• Consent will be obtained where required and clearly documented.

• Sensitive data (e.g., health, ethnicity) will be processed only when necessary and under lawful bases.

7. Data Retention and Disposal

• Personal data will be retained only as long as necessary.

• Retention schedules are reviewed annually.

• Secure disposal of paper documents and electronic deletion procedures are in place.

8. Subject Access Requests (SARs)

• Individuals can request access to their data.

• SARs will be acknowledged within 5 working days and fulfilled within one month.

• ID verification and internal logging procedures apply.

9. Data Breaches

• All suspected breaches must be reported immediately to the DPO.

• Serious breaches will be reported to the ICO within 72 hours.

• An internal breach log will be maintained and regularly reviewed.

10. Training and Awareness

• All staff and volunteers undergo annual data protection training.

• Updates and refreshers issued when laws or procedures change.

11. Monitoring and Review

• Compliance monitored quarterly by the DPO.

• This policy will be reviewed annually or in response to legislative changes.

1. Purpose

To ensure that all technology, digital systems, and equipment provided by or used on behalf of Aishah Help are used safely, securely, and in a way that protects the charity’s assets, data, and reputation. This policy supports compliance with GDPR, cyber security best practices, and safeguarding responsibilities.

2. Scope

Applies to:

• All trustees, staff, volunteers, and contractors who use IT systems or digital platforms on behalf of Aishah Help

• Devices issued by the organisation (e.g., laptops, phones, tablets)

• Personal devices used for work (Bring Your Own Device – BYOD)

• Use of email, internet, cloud storage, and social platforms

3. General Principles

• Technology must be used in line with Aishah Help’s mission, policies, and legal responsibilities

• Users must not engage in unlawful, inappropriate, or unauthorised activity

• Confidential data must be protected at all times

4. Acceptable Use

Users must:

• Use devices for legitimate charity-related purposes

• Keep passwords secure and regularly updated

• Lock devices when unattended

• Access only data and systems they are authorised to use

• Avoid downloading unapproved software

• Back up important data in approved systems (e.g. Google Workspace or charity cloud)

5. Unacceptable Use

Users must not:

• Access or share indecent, harmful, or extremist content

• Use charity devices for personal profit or political campaigning

• Download or distribute unlicensed software

• Circumvent security settings or attempt to hack charity systems

• Connect to unsecured Wi-Fi for work without authorisation

6. Equipment Security

• Devices must be stored securely and handled responsibly

• Lost or stolen devices must be reported immediately

• Portable devices (e.g. USBs, external drives) must be encrypted

• Devices are charity property and must be returned upon exit

7. Email & Communication

• Use charity-provided email accounts for all work communications

• Maintain professionalism in tone and content

• Do not send confidential data without encryption or proper controls

• Phishing emails or suspicious activity must be reported immediately

8. Data Protection Compliance

• All digital activity must align with the Data Protection & Information Security Policy

• Personal data must be stored and transferred securely

• Users must complete GDPR and cyber-security training annually

9. Monitoring & Enforcement

• Aishah Help reserves the right to monitor IT systems and device usage

• Misuse may result in disciplinary action, up to and including termination or legal action

• Breaches involving data loss or safeguarding concerns must be reported immediately

10. Review

This policy will be reviewed annually or upon any major change to IT systems, threats, or regulations.

1. Purpose

To ensure responsible use of social media and digital platforms by staff, volunteers, trustees, and affiliates.

2. Scope

Applies to all personal and professional use of digital platforms (e.g. Facebook, Instagram, WhatsApp, Twitter/X, TikTok, LinkedIn) when representing or referencing Aishah Help.

3. Guidelines

• No sharing of confidential or sensitive material.

• Do not post anything that may damage the reputation of Aishah Help.

• Only authorised individuals may speak on behalf of the charity.

• Respect the dignity and privacy of service users at all times.

• Avoid political, discriminatory, or offensive content.

• Ensure all posts align with Aishah Help’s values and mission.

4. Personal Use

• Do not present personal opinions as those of Aishah Help.

• Staff and volunteers must not post content that breaches confidentiality or safeguarding.

• Any reference to Aishah Help on personal accounts must be respectful and accurate.

5. Safeguarding & Consent

• No images or videos of service users (especially children or adults at risk) may be shared without prior written consent.

• All media shared must comply with the charity’s Safeguarding Policy.

6. Monitoring & Enforcement

• Breaches of this policy may result in disciplinary action.

• Serious cases may be referred to trustees or relevant authorities.

• The policy is reviewed annually to reflect emerging risks.

1. Purpose

To protect the intellectual property (IP), brand identity, and reputation of Aishah Help by providing clear guidelines on the creation, ownership, and use of assets associated with the charity.

2. Scope

This policy applies to:

• All staff, trustees, volunteers, contractors, and partners

• Use of Aishah Help’s name, logo, designs, publications, digital content, and campaigns

• Copyrighted materials created using Aishah Help’s resources or for its purposes

3. Intellectual Property Ownership

• All materials created by employees, volunteers, or contractors during their time with Aishah Help—using charity time, funds, or resources—are the intellectual property of Aishah Help unless otherwise agreed in writing

• This includes: reports, training materials, designs, photos, video content, software, website content, and fundraising campaigns

• Any third-party content used must be properly licensed or attributed

4. Use of Charity Brand & Assets

• Aishah Help’s logo, name, and visual identity may only be used with explicit permission

• Partners and fundraisers must use brand materials in accordance with Aishah Help’s visual identity guidelines

• Misuse of branding (e.g., unauthorised fundraising, misleading associations) will lead to disciplinary or legal action

5. Copyright & Licensing

• All original content is protected under UK copyright law

• No one may reproduce, publish, or distribute Aishah Help materials without written consent

• Where applicable, Creative Commons or open-access licensing will be indicated on public-facing resources

6. Social Media & Digital Use

• Branded materials shared online must represent the charity in line with its values and policies

• Staff and volunteers must not create unofficial pages or use the charity’s name or imagery in private ventures

7. Protection & Enforcement

• Suspected infringement of Aishah Help IP or brand should be reported to senior management immediately

• The charity may take legal or contractual action to protect its IP and reputation

• All partnerships and MOUs must include IP and brand usage clauses

8. Exit of Staff/Volunteers

• All digital and physical materials must be returned or transferred securely upon departure

• Former personnel may not continue using charity branding or materials unless authorised

9. Review

This policy is reviewed annually and updated in line with branding strategy, legal advice, or organisational development.

1. Purpose

Aishah Help recognises the urgent need to protect the environment for future generations. As a values-led charity, we are committed to reducing our environmental impact and promoting sustainability across all areas of our work. This policy outlines the steps we will take to integrate environmental considerations into our operations, service delivery, procurement, and partnerships.

2. Scope

This policy applies to all Aishah Help activities, including our offices, events, digital infrastructure, procurement, and staff/volunteer operations. It covers both direct actions (e.g. waste reduction) and indirect influence (e.g. encouraging partners and suppliers to act sustainably).

3. Key Commitments

a. Waste and Energy Reduction

• Minimise use of paper and single-use plastics across all programmes and offices.

• Reduce energy consumption by switching off lights, devices, and equipment when not in use.

• Promote energy-efficient appliances and low-emission heating/cooling systems where possible.

b. Recycling and Digital Alternatives

• Use digital communication, reporting, and file storage as standard practice.

• Provide recycling facilities in all workspaces and encourage responsible waste sorting.

• Reuse or repurpose materials and equipment where practical.

c. Sustainable Procurement

• Prioritise ethical and environmentally responsible suppliers.

• Consider environmental criteria (e.g. carbon footprint, recyclability, transport impact) when purchasing goods or commissioning services.

• Avoid products or companies that contribute to environmental harm or exploitation.

d. Travel and Transport

• Encourage walking, cycling, carpooling, or use of public transport for work-related travel.

• Reduce unnecessary travel by using virtual meetings wherever feasible.

• Explore carbon offsetting for essential long-distance travel.

e. Events and Programmes

• Plan community events with sustainability in mind—minimising waste, using reusable items, and sourcing locally.

• Raise awareness about environmental issues as part of outreach and training when relevant.

4. Training and Awareness

• Staff and volunteers will be encouraged to take part in environmental awareness sessions.

• New starters will receive information on the charity’s sustainability practices during induction.

5. Monitoring and Reporting

• Environmental practices will be reviewed annually.

• A nominated staff member or sustainability lead will oversee progress, gather feedback, and recommend improvements.

• Aishah Help will track performance indicators such as paper use, recycling rates, and energy usage.

6. Review and Continuous Improvement

• This policy will be reviewed annually by the Board of Trustees.

• Updates will reflect changes in legislation, technology, or environmental guidance.

1. Purpose

To ensure that all fundraising—whether from individuals, corporate sponsors, institutional grants, charitable trusts, or other sources—is conducted ethically, transparently, and in line with Aishah Help’s mission and values. This policy supports accountability, donor trust, and organisational integrity.

2. Scope

Applies to all income streams including:

• Individual donations

• Corporate sponsorships

• Institutional funding (e.g. government bodies)

• Grants from trusts and foundations

• Appeals and sponsorship campaigns

• Payroll giving and special events

3. Core Principles

a. Legal, Honest & Respectful

All fundraising must adhere to UK law and the Fundraising Regulator’s Code: be truthful, fair, respectful, and not unduly intrusive or persistent  .

b. Donor Rights & Transparency

• Provide clear, accurate information about our work and fund usage.

• Respect donor preferences, including anonymity and contact limits.

• Encourage independent advice for major gifts  .

c. Ethical Funding Acceptance

• Screen all potential funders (trusts, institutions, corporates) against ethical criteria.

• Decline funding from sources that conflict with our values (arms, exploitation, fossil fuels, gambling, etc.)  .

d. No Undue Pressure

Fundraising should never involve coercion, guilt-tripping, or emotional manipulation of donors  .

4. Institutional & Grant Funding

• Apply due diligence on institutional and grant providers prior to acceptance.

• Senior leadership or trustees to approve any funding with potential ethical concerns  .

• Comply fully with funder terms, eligibility rules, and reporting obligations.

5. Compliance

• Fully follow the Fundraising Regulator’s current Code of Practice (Oct 2019–Oct 2025) and prepare for the updated November 2025 version  .

• Adhere to Charity Commission guidance, GDPR, PECR, anti‑money laundering rules, and data-protection laws .

• Ensure all fundraising staff and volunteers receive up-to-date training.

6. Accountability & Record-Keeping

• Maintain logs of all income sources, ethical risk assessments, donor restrictions, agreements, and complaints.

• Produce annual internal reviews and financial reports detailing fundraising income and expenditure  .

• Handle complaints about fundraising under the Complaints Policy.

7. Monitoring & Review

• Conduct annual reviews of fundraising practices, ethical considerations, and policy compliance.

• Leadership and trustees review funding sources and practices to ensure continued alignment with values.

• Update this policy to reflect legal or regulatory changes and emerging best practice.

1. Purpose

To ensure that Aishah Help retains necessary records for operational, legal, and historical purposes while securely disposing of information that is no longer required, in line with the UK GDPR, Charity Commission guidance, and sector best practices.

2. Scope

This policy applies to:

• All staff, trustees, volunteers, and contractors

• All documents and records held in physical or digital form

• All departments, projects, and external partnerships

3. Responsibilities

• Trustees: Oversight and policy approval

• Data Protection Lead: Monitoring compliance and providing training

• All Staff: Proper management of records in their control

4. Types of Records Covered

• Governance documents (e.g. board minutes, trustee declarations)

• Financial records (e.g. accounts, audits, expense claims)

• HR files (e.g. contracts, DBS checks, disciplinary records)

• Beneficiary records (e.g. application forms, case notes)

• Donor and fundraising records

• Communications and reports (e.g. newsletters, press releases)

• Digital assets (e.g. videos, photos, designs)

5. Retention Schedule

Note: In some cases, records may be kept longer for safeguarding or insurance purposes.

6. Archiving Procedure

• Documents not in active use will be archived securely (digitally or off-site)

• Digital files will be backed up and stored in encrypted formats

• Archive access is restricted to authorised personnel only

7. Disposal Procedure

• Records must be reviewed before disposal

• Confidential documents must be shredded or securely deleted

• Disposal logs must be maintained

8. Data Protection & Confidentiality

• Retention and deletion must comply with Aishah Help’s Data Protection Policy

• Personal data must be handled securely, lawfully, and transparently throughout its lifecycle

9. Monitoring & Review

• Annual review of archived records and compliance

• Spot checks and audits conducted to ensure proper implementation

• Policy reviewed annually or upon legal/regulatory updates