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Conflict of Interest Policy

Policy Name:           4.36 Conflict of Interest Policy

 

Version Control:

Current version

V.1

Filepath

"C:\Users\Cleo Smith\Age UK Hythe and Lyminge\Age UK Hythe and Lyminge Team Site - Documents\Business Documents\Policies\ORGANISATIONAL Policies\4.36 Conflict of interest Policy.docx"

Approved by

The Board of Trustees

Approval date

 

Next review date

 

 

Version History:

Version

Date

Main Changes

Changed by

1.0

July 24

New Policy

Cleo Smith

 

 

 

 

 

Conflict of interest Policy

Purpose

This Conflict of Interest Policy aims to ensure that all staff, volunteers, facilitators, and Trustees act in the best interest of Age UK Hythe, Lyminge, and Ashford. This policy aims to protect the integrity of our decision-making processes and ensure transparency and fairness in all our operations.

Scope

This policy applies to all staff, volunteers, facilitators, and Trustees of Age UK Hythe, Lyminge, and Ashford.

Policy

  1. Definition of Conflict of Interest A conflict of interest occurs when an individual’s personal, financial, or other interests interfere with, or appear to interfere with, their ability to act in the best interests of Age UK Hythe, Lyminge, and Ashford. This includes, but is not limited to:
    • Personal or family financial interests that could be affected by decisions made by Age UK Hythe, Lyminge, and Ashford.
    • Relationships with vendors, contractors, or other third parties that could influence decisions.
    • Receiving gifts, favours, or hospitality that could influence decision-making.
    • Holding other employment or engagements that conflict with the interests of Age UK Hythe, Lyminge, and Ashford.
  2. Disclosure All staff, volunteers, facilitators, and Trustees must disclose any potential or actual conflicts of interest as soon as they arise. Disclosures should be made in writing to the Team leader, Chief Officer, Service manager, or Trustees.

 

  1. Procedures for Managing Conflicts of Interest
    • Upon disclosure, the Team leader, Chief Officer, Service manager, or Trustees.  will review the potential conflict and determine the appropriate course of action.
    • The individual with the conflict may be asked to abstain from decision-making processes related to the conflict.
    • If necessary, the Team leader, Chief Officer, Service manager, or Trustees.  will work with the individual to resolve the conflict, which may include altering duties or reassigning responsibilities.
  1. Prohibited Activities Staff, volunteers, facilitators, and Trustees must not engage in any activities that:
    • Compromise or appear to compromise their ability to perform their duties impartially.
    • Benefit them personally at the expense of Age UK Hythe, Lyminge, and Ashford.
    • Use Age UK Hythe, Lyminge, and Ashford’s resources or information for personal gain.
  1. Consequences of Violating the Policy Violations of this policy may result in disciplinary action, up to and including termination of employment, volunteer status, facilitation role, or Trustee position. The severity of the action will depend on the nature and impact of the conflict.

 

  1. Review and Monitoring
    • This policy will be reviewed annually by the board of Trustees to ensure its effectiveness.
    • Regular training and communication will be provided to ensure all staff, volunteers, facilitators, and Trustees understand and comply with this policy.