This policy sets out what we expect from volunteers, ambassadors and fundraisers who represent Sneha Karma Foundation, and how we handle their information. It forms part of our Terms of Use and should be read with our Safeguarding Policy.
Scope and eligibility
This policy covers virtual and onsite volunteers, paid roles, ambassadors and community fundraisers. Volunteers must normally be 18 or older. Where a program includes supervised opportunities for minors, we require verifiable consent from a parent or guardian and additional safeguarding checks. We may decline or end a placement where it is not a good fit, where safeguarding requires it, or where these rules are breached.
Application data
We collect the information you provide in your application (contact details, location, skills, availability, CV or portfolio, and references), together with interview notes and, where lawful and relevant, screening results. We use it to assess your application, match you to a role, and keep you informed. We keep volunteer and ambassador records for 3 years after your last activity, unless a longer period is required for safeguarding or legal reasons.
Code of conduct
You agree to act lawfully, respectfully and in the best interests of the people we serve. Do not harass, discriminate, exploit or endanger anyone; do not make commitments on our behalf without authorisation; do not use your role for personal or political gain; and follow our policies, including on data protection, safeguarding, confidentiality and use of our brand. Raise any concern promptly with your contact or at [email protected].
Safeguarding
Anyone working with or near beneficiaries must follow our Safeguarding, Minors & Media Consent policy. Depending on the role, we may require identity checks, references, background screening where lawful, and signed acknowledgements. You must report any safeguarding concern immediately. We will not tolerate retaliation against anyone who reports a concern in good faith.
Confidentiality and intellectual property
You may receive confidential information about beneficiaries, donors, partners or our operations. Keep it confidential during and after your involvement, and use it only for your role. Work you create for us, including content, designs, code and materials, belongs to Sneha Karma Foundation, and you grant us all rights needed to use, adapt and publish it. You retain ownership of pre-existing work and grant us a licence to use it for our charitable purposes.
Use of our name and brand
You may describe yourself as a volunteer or ambassador only while you are active with us. You may not use our name, logo or program names in a way that suggests endorsement, partnership or fundraising authority unless we give written permission. Fundraising pages must use the tools and wording we provide and must make clear that funds go to Sneha Karma Foundation.
Expenses and status
Volunteering is unpaid. We do not reimburse expenses unless we agree in writing in advance. Nothing in this policy creates an employment, agency or partnership relationship. Paid roles are governed by their own offer terms.
Ending your involvement
Either you or Sneha Karma Foundation may end your involvement at any time. On ending, you must return or delete our confidential materials and stop using our brand. We may keep limited records as described above. Questions can be sent to [email protected].
Frequently Asked Questions
Virtual and onsite volunteers, ambassadors and community fundraisers. Volunteers must normally be 18 or older; supervised roles for minors require guardian consent and additional safeguarding checks. See Scope and eligibility.
We use your application, CV or portfolio, references, interview notes and, where lawful and relevant, screening results. We keep volunteer and ambassador records for 3 years after your last activity. See Application data.
Only with our written permission and within the brand rules in this policy. Do not imply that your views or activities are official SKF statements. See Use of our name and brand.
Follow our Safeguarding Policy and email [email protected]. Concerns are handled confidentially and in the best interests of the person affected. See Safeguarding.