6. Volunteering and Confidentiality Agreement
This agreement is intended to indicate the seriousness with which we treat our volunteers. Volunteers are an important and valued part of HHUGS. The intention of the agreement is to assure you both of our deep appreciation of your services and to indicate our commitment to do the very best we can to make your volunteer experience here a productive and rewarding one. This agreement tells you what you can expect from us, and what we hope from you. We aim to be flexible, so please let us know if you would like to make any changes and we will do our best to accommodate them. We hope that you enjoy volunteering with us and feel a full part of our team.
We, HHUGS (the charity), agree to accept your service and will do our best:
1. To provide adequate information, learning opportunities and assistance for the volunteer to be able to meet the responsibilities of their volunteer role.
2. To ensure satisfactory supervisory support to the volunteer and to provide feedback on performance. To provide regular meetings with a main point of contact so that you can inform us if you are happy with your tasks are organised. Your supervisor’s name will be given to you after your induction.
3. To respect the skills, dignity and individual wishes and needs of the key-worker and to do our best to adjust to these individual requirements.
4. To be receptive to any comment from the key-worker regarding ways in which we might mutually better accomplish our respective tasks.
5. To treat the key-worker as an equal partner with the charity's staff, jointly responsible for completion of the charity's goals and the fulfilment of its mission.
6. To reimburse your travel expenses up to our current maximum.
7. To consult with you and keep you informed of possible changes.
8. To insure you against injury you suffer or cause due to negligence.
9. To provide a safe working environment.
10. To apply our equal opportunities policy.
11. To apply our complaints procedure if there is any problem.
I agree to serve as a volunteer and commit to the following:
1. To perform my volunteer duties reliably to the best of my ability and help HHUGS fulfil its duty of care towards its beneficiaries, donors and supporters in my locality.
2. To adhere to the charity's rules and procedures, including record-keeping requirements and confidentiality of charity and client/donor information.
3. To meet time and duty commitments which have been mutually agreed to, except in exceptional circumstances, or to provide adequate notice so that alternative arrangements can be made.
This agreement is binding in honour only, is not intended to be a legally binding contract between us and may be cancelled at any time at the discretion of either party. Neither of us intends any employment relationship to be created, either now or at any time in the future.
HHUGS offers a confidential support service to families resident in the UK who have been affected by anti-terror legislation. Any such family member is termed a ‘beneficiary’ of HHUGS.
HHUGS requires that strict confidentiality be maintained with respect to all information obtained by volunteers concerning the charity, as well as its beneficiaries, other volunteers and donors. Thus the volunteer shall not disclose any information obtained in the course of his/her volunteer placement to any third parties without prior written consent from the charity. This includes, but is not limited to, information – whether held manually or electronically - pertaining to financial status and operations such as budget information, donations of money or gifts in kind, salary information, contact details, data and documentation pertaining to beneficiaries, staff, donors or other volunteers. Such data is not to be discussed outside of the internal work environment or with personnel who are not connected with the care of the beneficiary.
HHUGS does not collaborate with any external agencies, including the police and judicial authorities, except in the case of serious harm or fatal injury being caused to anyone related to HHUGS, for example, sexual abuse, rape or murder; or where we are legally obliged to disclose information that may lead to a terrorist offence, under the Prevention of Terrorism Act 1984, The Terrorist Act 2000 and the Anti-Terrorism, Crime & Security Act 2001. If you have been privy to any information which raises a concern to you - for example, a child protection issue – then you will be expected to share this with your volunteer manager.
As a volunteer of HHUGS, I understand that I may have access to confidential information, both verbal and written, relating to beneficiaries, volunteers, donors or staff and the charity, as outlined above.
I understand, and agree, that all such information is to be treated confidentially and discussed only within the boundaries of my volunteer position at this charity and with the relevant authorized personnel.
I will not in any way divulge, copy, release, sell, loan, review, alter or destroy any confidential information/data except as properly authorized within the scope of my volunteer position. I will be responsible for any misuse or wrongful disclosure of confidential information and for any failure to safeguard confidential information. I will not be careless with such information nor disclose my computer password or any other authorization that allows access to confidential information/data.
I understand that the aforementioned terms continue to apply if I cease at any time to be a volunteer of HHUGS and I agree, in such an event, not to retain any copies of confidential documentation or contact information related to the charity.
I further understand that breach of this agreement shall constitute grounds for and may result in termination of my volunteer status with the charity.
I declare that:- I do not belong, or profess to belong to, nor invite support for a proscribed organisation- I have not and will not arranged, managed or assisted in arranging or managing a meeting in the knowledge that the meeting is to support or further the activities of a proscribed organisation, or was to be addressed by a person who belongs or professes to belong to a proscribed organisation); or address a meeting if the purpose of the address is to encourage support for, or further the activities of, a proscribed organisation - I do not raise funds or donate money to a proscribed organisation
For a full list of organisations currently proscribed please visit:https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/509003/20160318proscription.pdf
I hereby agree to fully adhere to the terms outlined above.