Page updated November 2023
purposes for which the individual has given explicit consent, or
purposes that are in our group’s legitimate interests, or
contracts with the individual whose data it is, or
to comply with legal obligations, or
to perform public tasks.
This policy will be reviewed every two years
Page updated November 2023
These procedures will be reviewed every two years.
Policy adopted: March 2024
Date to be reviewed: March 2025
Transition Bude CIC (TB), recognises that children, young people and vulnerable adults have the right not to be abused. We recognise the need to ensure their welfare when they come into contact with the activities or projects we provide.
TB has a responsibility to promote the welfare of all of our beneficiaries, members, staff and volunteers, to keep them safe and to work in a way that protects them. Therefore, Safeguarding is everyone’s responsibility and TB has a commitment to ensure all members, staff and volunteers understand and adhere to the principles and procedures within this policy. On occasion, and as appropriate, members, staff and volunteers will be given more in depth training.
This policy applies to all TB directors, committee members, employees, volunteers, and those partner organisations who have a working relationship with the TB if they do not have their own safeguarding policies and procedures.
Directors, committee members, staff and volunteers who have either indirect or direct contact with children or vulnerable adults through the course of their role in TB activities or projects have a duty to safeguard and promote their welfare.
Under the Care Act 2014 adult safeguarding duties apply to an adult who:
has needs for care and support (whether or not the local authority is meeting any of those needs) and;
is experiencing, or at risk of, neglect or abuse; and;
as a result of those care and support needs is unable to protect themselves from either the risk of, or the experience of neglect or abuse.
Under normal circumstances a person is a "child" until they reach 18 years of age or until they get married.
This policy recognises that directors, committee members, employees and volunteers may also be vulnerable.
Partner organisations will be required to have their own safeguarding procedures.
The Policy will be reviewed every two years or immediately after any serious incident has occurred.
Policy adopted: March 2023
Date to be reviewed: March 2024
This policy outlines the core principles that underpin the relationship between Transition Bude (TB) and its volunteers. The purpose of this policy is to ensure the delivery of a high quality and inclusive volunteer programme across the organisation.
TB is committed to working with volunteers, supporting their interests and development whilst recognising the commitment and contribution they bring to helping the organisation in its aim to “support the creation of a thriving, healthy and resilient community in the face of climate change, where the needs of future generations as well as the present are brought together.”
This Volunteer Policy demonstrates our commitment to our volunteers, our consistency in our decision-making process and clarity on how volunteers can expect to be treated in their roles within TB.
It covers all volunteer roles under the umbrella of TB, from volunteers supporting the organisation’s projects to members of the Core Group. Copies of the policy will be given to all TB volunteers. It will be reviewed on a regular basis in order to meet the expectations and needs of Co-ordinators and volunteers. At minimum the policy will be reviewed every 3 years by the TB Core Group (see Appendix 1 for names).
Combined with the volunteer role description, the policy outlines any reasonable expectations that we have for volunteers and Co-ordinators managing volunteers. It’s not intended in any way to be a legally binding contract or an employment relationship with volunteers.
The volunteer policy is supported by other appropriate TB policies including;
Safeguarding Policy
Data Protection Policy
Transition Bude is a Community Interest Company which is part of the Transition Network. TB is fully owned and managed by the Directors of the Company and its main objective is to facilitate the creation of a series of projects aimed at reducing carbon emissions and improving local resilience in the face of climate change and economic turbulence. TB operates within the Bude Community Network Area.
TB has an open-door policy and welcomes everyone irrespective of race, gender, religion or lifestyle choice and has a commitment to supporting and addressing the needs of people with disabilities.
Volunteers are a vital part of the organisation, helping to support projects on the ground, fundraise and support the core operation of TB. TB recognises and values those who have a wide range of hands-on practical and inter-personal skills and experience and it relies on a committed team of volunteers to support delivery and maintain a high-quality service.
TB is committed to working with volunteers. It recognises that volunteers are an important part of our community work and service delivery and that volunteers:
Bring fresh enthusiasm and motivation to a variety of roles and projects
Contribute to the goals, aims and objectives of our vision
Bring new perspectives into the organisation
Help build links with local communities
Provide opportunities to develop new skills
Enable TB to support our local community
Enable TB to extend the services and projects we offer
Are ambassadors for the organisation
A volunteer is defined as someone who commits time and energy for the benefit of others, who does so freely, through personal choice and without expectation of financial reward.
At TB a volunteer is a person who makes a commitment to support the work and activities of TB in order to enhance the quality and scope of its services and projects with no financial recompense.
What volunteers can expect from us
TB aims to provide a supportive, interesting and enjoyable environment for volunteers. TB is keen to assist volunteers in developing their personal and professional skills where possible, whilst gaining valuable experience in a community environment.
Always treating volunteers with respect, consideration and appreciation
Promoting volunteer health and wellbeing, making sure volunteers can carry out their role in a safe, supportive and inclusive environment
Ensuring volunteers understand their responsibilities, including the length of time we’d like them to be involved (if this is relevant, but there is no obligation for volunteers to be involved for any defined period)
Giving volunteers information about the training and support available to help them carry out their role
Being clear about any obligatory requirements for volunteers, for example, specific training
Providing volunteers with support through a named contact who they should see/speak to on a regular basis
Offering fair, honest and timely feedback on a volunteer’s work
Updating volunteers about how their work is making a difference
Treating volunteers fairly, and ensuring we follow procedures and policies, for example, safeguarding and data protection
In return we ask volunteers to:
Adhere to TB policies and procedures, for example, safeguarding and data protection.
Always treat fellow volunteers with respect, consideration and appreciation
Act in a welcoming and professional way when representing us in public - volunteers are our ambassadors
Provide as much notice as possible to Co-ordinators or lead volunteer if unable to fulfil volunteering commitments, or no longer wish to be involved
Ask for guidance if they don’t fully understand the role and responsibilities
Take part in any training required to carry out the role
Offer fair and honest feedback to Co-ordinators and fellow volunteers, where appropriate
Volunteers are recruited through a variety of means including but not confined to: word of mouth, social media, website advertising, press releases or as the result of visiting a TB project.
New volunteers are invited to meet a member of the TB Core Group or lead volunteer within a project for an informal discussion and asked to give their contact details and information on the skills they can offer.
A full explanation of the volunteer role and requirements is provided. We strive to ensure that volunteers understand and are appropriately trained or supported in their role.
Equal Opportunities and Diversity
TB is committed to equal opportunities and aims to treat everyone with dignity and respect, and not to discriminate on grounds of race, colour, national origin, gender, sexual orientation, religion or belief, marital status, disability, long term conditions or age.
TB has a duty of care to avoid exposing its volunteers, visitors and customers to any risks which may affect their health, safety and well-being. The Emergency Contact information completed by all volunteers names a relative or friend who can be contacted in the event of an emergency.
All volunteers are expected to take responsibility for their own health and safety whilst on the premises and follow the correct safety procedures when fulfilling their TB roles.
Where suitable, TB welcomes children and vulnerable adults to attend activities. We don’t expect our volunteers to provide specialist care and support for people who have specialist needs, who are unable to care independently for themselves or children and young people under the age of 18.
Volunteers supported by Carers or Guardians are welcomed. Carers and Guardians will be treated as volunteers and expected to adhere to this volunteer policy.
TB volunteers are covered under the organisation’s Employers & Public Liability Insurance policy.
Should any personal property used for volunteering purposes become damaged, lost or stolen this is the volunteer’s liability and is not covered by TB insurance.
Unless notified to the contrary, volunteers’ personal email addresses are shared amongst the volunteer team. Emergency Contact details are never shared with other volunteers. All volunteer data is held according to the TB Data Protection Policy.
Depending on the volunteer role and activity we may ask volunteers to sign and adhere to TB’s confidentially agreement.
No volunteer should ever be out-of-pocket and reimbursement of any purchases or other expenses is made as soon as possible. Volunteers are asked to agree the expenditure prior to purchase with a member of the TB Core Group and to produce a receipt.
Motor mileage and subsistence expenses are paid when a volunteer is required to drive as part of their volunteer role. Mileage is paid at the HMRC rate of 45p per mile and a mileage request should be completed and emailed to the TB Treasurer as close to the date the mileage was undertaken as possible.
Volunteers should discuss with a TB Core Group member any specific tools, consumables or equipment they need.
Every volunteer will be supported in their role by a member of the TB Core Group or a lead volunteer. Volunteers will have regular review meetings and feedback sessions, to provide an opportunity to discuss how tasks have gone and what tasks are coming up.
While volunteering is largely a positive experience for everyone concerned, sometimes things do go wrong. Whatever the issue, whether it’s with a volunteer’s role or a complaint, volunteers should feel comfortable to raise it informally as soon as possible to allow the situation to be dealt with straight away.
In the event of a problem or concern, volunteers are asked to speak to a member of the TB Core Group or Project Lead Volunteer in the first instance. If the problem or concern involves a member of staff or another volunteer, volunteers are encouraged to discuss it with a member of the TB Core Group.
To ensure TB activities take place it’s important for volunteers to be reliable. However we understand that circumstances change and things come up, sometimes at short notice.
Sometimes personal circumstances change or things may arise which mean volunteers need to take a break from volunteering. Our aim is to be flexible and accommodating under these circumstances.
Volunteers can leave their role at any time at their own discretion and should inform a TB Core Group member or the Lead Volunteer of their decision. We’re committed to making sure all volunteer experiences are enjoyable and to making improvements where necessary. As such we request that volunteers feedback why they’re leaving. This may be through an informal chat or even a formal exit interview, both of which will remain confidential. Equally, sometimes a volunteer role is no longer required and this would be discussed with those volunteers concerned.