Hope House Haiti (UK) Policies

​Privacy Policy  (see below)
Fundraising Policy (see below)
Reserves Policy (see below)
Organisation of Trips Policy (see below)
Click to see Safeguarding Policy
Click to see Data Protection Policy
Click to see Risk Assessment Policy

Privacy Policy

This privacy notice explains how Hope House Haiti (UK) uses and protects any information that you give Hope House Haiti (UK) each time you use the website. Hope House Haiti (UK) is committed to protecting your privacy. Should we ask you to provide certain information by which you can be identified when using this website, please be assured that it will only be used in accordance with this privacy statement.     Hope House Haiti (UK) may change this policy from time to time to update this page on our website . You should check this page on a regular basis to ensure that you are happy with any changes. The Policy is effective from May 2018.     Hope House Haiti (UK) will never pass your details on to a third party.

WHAT WE COLLECT.
We do not collect personally identifiable information about visitors to the website. The only time we might collect this information is if you decide to email us or fill in a contact form on the website. Your information will be treated in the strictest confidence and will never be published or shared with a third party.

WHAT WE DO WITH THE INFORMATION WE GATHER.
This may include periodically sending emails about new projects, or other information, which we think you may find interesting, using the email you have provided.

SECURITY.
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure we have put in place suitable physical electronic and managerial procedures to safeguard and secure the information we collect.

CONTROLLING YOUR PERSONAL DATA
We will only use your personal data for the specific purpose for which it was collected.  You may request details of personal information which we hold about you at any time, and you have the right to request your information be removed or deleted.  Please see our Data Protection Policy for more details.

If you believe that any information we are holding on you is incorrect or incomplete, please write or email us as soon as possible. We will promptly correct any information found to be incorrect.​

Fundraising Policy

PURPOSE
The purpose of this policy is to explain to existing and potential funders, donors, beneficiaries and other stakeholders how we will handle the funds raised by Hope House Haiti (UK).

TYPES OF FUNDING
​Unrestricted funds.  There are 3 types of unrestricted funds:
  • General funds - these are funds that Hope House Haiti (UK) can use for any purpose.
  • Fixed Assets - the way fixed assets are viewed is dependent on the charity's Statement Of Recommended Practice, although they are usually excluded.  Hope House Haiti (UK) has no fixed assets.
  • Designated funds - these are unrestricted funds which have been earmarked or designated for essential future spending by the Trustees, for example, for insurance.  All amounts are to be documented annually at a Trustee meeting.
Restricted funds.  These are funds whose use is for a particular purpose.   They are normally donations for a specific purpose and controlled by the Treasurer.

OUR COMMITMENT TO YOU
  • We are committed to ensuring that funds raised are used to support the mission of Hope House Haiti (UK).
  • We will use your money wisely, and keep our operating costs down to a minimum.
  • We will process your donation promptly so that it benefits Hope House Haiti as quickly as possible.
  • We will acknowledge receipt of your donation via letter or email whenever requested.
  • We respect your right to choose how you wish to be contacted by us.   Please email us if you would like to change the frequency or method of communications you receive from us.
  • We will respect your privacy and any requests to remain anonymous will be honoured.
  • We will keep your personal details safe and secure, protecting it as set out in our Data Protection Policy.
  • We will never share your information with third parties. 
  • We will never pressurise you into making a donations.
  • We do not cold call or take part in door-to-door fundraising. Our fundraising processes are accountable.
  • We are happy to answer all reasonable questions about our fundraising activities and Practices.
  • We will follow relevant Charity Commission guidance and any requirements and guidance from the Fundraising Regulator or such other body that replaces it.

ACCOUNTABILITY OF FINANCES
Hope House Haiti (UK) accounts are audited annually by an external examiner, and a financial statement is included as part of our annual report.  All roles in Hope House Haiti (UK) are voluntary, and expenses are only reimbursed when supported by invoices or receipts.

Thank you for supporting Hope House Haiti (UK).   If you have any questions about the way we raise funds or would like to alter the way we contact you, please contact us.​

Reserves Policy

PURPOSE

The purpose of this policy is to explain to existing and potential funders, donors, beneficiaries and other stakeholders why Hope House Haiti (UK) is holding a particular amount of funds in reserve.  A good reserves policy gives confidence to stakeholders that the charity's finances are being properly managed, and will provide an indicator of future funding needs and its overall resilience.

DEFINITION OF RESERVES

Reserves are that part of Hope House Haiti (UK)'s unrestricted funds that is freely available to spend on any of the charity's purposes subject to agreement by the board of Trustees.  Reserves will normally exclude tangible fixed assets such as land, buildings and other assets held for the charity's use.  It also excludes amounts designated for essential future spending.
Reserves also exclude funds which have restrictions on how they can be used.  Trustees should consider for what purpose restricted funds are beld and how they are being used in order to identify those resources that are freely available to spend.  A definition of the types fo funds raised can be found in the Fundraising Policy. 

SETTING THE LEVEL OR RANGE OF RESERVES

Trustees should consider:
  • The nature of funds received and held by Hope House Haiti (UK)
  • Risk level of Hope House Haiti (UK)
  • Strategic and operational plans for both Hope House Haiti (UK) and Hope Tree of Life Ministries
  • Operational cashflow required by Hope House Haiti (UK)

FREQUENCY OF REVIEW

The Reserves Policy is to be reviewed at least annually by Trustees, in consultation with the auditors of the Hope House Haiti (UK) accounts, at which time the level of free reserves should be compared to the level set in this policy.

CURRENT LEVEL SET

If the charity employed staff, or was subject to costs associated with renting premises or maintenance of a fixed asset, the Trustees would recommend setting a reserve level of 3 months operating expenditure.  However, Hope House Haiti (UK) is not subject to these sorts of costs, so Trustees propose setting the level of reserve at £3,000.00 (approximately 5% of total annual revenues) to provide financial cover for up to a year as follows:
  • £750 for essential administration costs: bank charges, domain registration, web hosting, DBA checks - based on level of spend observed over past 3 years.
  • £750 for insurance  - based on annual premium when missions have no been sent to Haiti.
  • £1,500 of emergency funding, held for release to Hope Tree of Life Ministries in the event of an emergency or natural disaster.

USE OF EMERGENCY FUNDS

Release of all or part of the £1,500 emergency funds will require approval of the Chairperson and Treasurer (or their delegate if away) plus one other Trustee.  The funds willbe provided to Hope Tree of Life Ministries via one of the following routes:
  • International Bank Transfer to Haiti
  • International Bank Transfer to HHH (USA)
  • Cash Transfer
Following release, the funds are to be recouped using general donations as well as through specific fund-raising activities as soon as is possible.

Documents and recommendations considered:
  • Charity Commission Guidance on Reserves Feb 16
  • Emma Beeson's article http://www.theguardian.com/voluntary-sector-network/2016/may/11/charity-reserves-how-much-too-much
  • Advice from auditors, UHY Hacker Young LLP, March 2018

Organisation of Trips Policy

All trips organised by Hope House Haiti (UK) are to be undertaken in accordance with this policy.   All enquiries for participation on Hope House Haiti organised mission trips will be managed and coordinated by the trip Administrator.   Lone visitors from the UK who have been invited by Yvrose Ismael Telfort and Pierre Richard Ismael to visit Hope House in Haiti should also contact the Hope House Haiti (UK) Administrator in order that the application form, DBS checks and two references can be processed.

TRIP INITIATION
To initiate a trip, the trip Administrator will provide to the Trustees a Trip Risk Assessment Form, laying out the trip objectives expected duration and dates, potential hazards and proposed control measures.  A trip is not to be promoted on the website or in newsletters until it has been agreed with the host in Hope House Haiti, and approved by the Hope House Haiti (UK) Trustees.   Once a trip is approved, the Administrator can promote the trip to invite volunteers to participate, and should complete a Trip Information Pack.

PROCEDURE FOR ACCEPTANCE OF TRIP APPLICANTS
Anyone registering an interest in attending a trip should be sent a Trip Information Pack, and Application Form, so they understand the purpose of the trip and what will be expected of them.  Anyone interested in going on a trip should either be invited to an information evening or should speak directly to a Trustee, so the objectives and risks associated with the trip can be discussed.
  1. To apply to go on a trip, an applicant must provide the Administrator a completed application form, DBS check and two references.   The Administrator will maintain a record of the name of each applicant, age, contact details, passport number and DBS which is valid for 3 years (see point 3).
  2. The Trustees will meet to discuss suitability for the team. If an applicant is not considered suitable a letter to that effect will be sent to the applicant from the Board.
  3. All applicant’s paper documents will be sent to the DCPP and securely stored in the locked box together with their up to date DBS, as detailed in the Safeguarding Policy.   These paper documents will be kept for a maximum of 5 years post completion of the trip, and thereafter shredded.
  4. Whether an individual can participate on subsequent mission trips will be at the discretion of the Board of Trustees, in line with the Code of Conduct requirements and team member requirements.  In accordance with GDPR, an individual can at any time request their data be erased from the records of Hope House Haiti (UK), as detailed in the Data Protection Policy.