Volunteer Policy

1. Purpose and status of volunteering

Volunteers are central to our work. This policy explains the standards we expect, the support we provide and the boundaries of the role. Volunteering is unpaid and voluntary. It does not create an employment, agency, partnership or independent-contractor relationship, and it does not entitle a volunteer to wages, leave, gratuity or other employment benefits.

2. Eligibility

Volunteers must be at least 18 years old, unless a programme specifically allows minors with guardian consent and enhanced safeguarding. Volunteers must be legally permitted to volunteer in India and must provide accurate identity and contact information.

3. Application and screening

We may ask for a short application, references, identity verification, a self-declaration or background checks for roles involving children, vulnerable adults, finances or sensitive data. Acceptance is at our discretion and depends on our needs, suitability and safeguarding requirements.

4. Induction and training

Accepted volunteers will receive an orientation covering our mission, the role, reporting lines, confidentiality, safeguarding, data protection, health and safety and our policies. Some roles require additional training before starting.

5. Code of conduct

• Be respectful, honest, reliable and punctual.
• Follow lawful instructions and stay within the agreed role.
• Protect the dignity and privacy of the people we serve.
• Keep confidential information secure and use it only for the agreed purpose.
• Follow safeguarding rules, including the two-adult rule and restrictions on private contact with minors.
• Do not discriminate, harass, bully or retaliate against anyone.
• Do not consume alcohol or illegal substances while volunteering.
• Do not make public statements on behalf of the Foundation without authorisation.
• Disclose any conflict of interest, arrest, safeguarding concern or risk that may affect your role.

6. Safeguarding

Volunteers working with children or vulnerable adults must read and follow our Child Protection & Safeguarding Policy. Any concern must be reported immediately. Failure to report a concern is itself a serious breach of this policy.

7. Confidentiality and data protection

Volunteers may see personal, financial or programme information. They must access only what is needed for their role, keep it secure, not copy it to personal devices or accounts, and not disclose it to anyone outside the authorised team. This obligation continues after the volunteer role ends.

8. Fundraising, social media and public communication

Volunteers may not raise funds, create crowdfunding pages, contact donors or speak to the media on our behalf without written authorisation. When posting about your volunteering, be accurate, protect privacy and make clear that views are your own unless authorised.

9. Expenses

Volunteering is unpaid. We may reimburse pre-approved, reasonable out-of-pocket expenses where funds allow and where the expense is directly related to the role. Receipts are required. Unapproved expenses may not be reimbursed.

10. Time and availability

We will agree the expected time commitment, schedule and mode of volunteering with you. Please tell us promptly if your availability changes so that we can plan. Consistent non-attendance or unreliability may lead to a role being reassigned.

11. Our commitments to volunteers

• A clear role, expectations and reporting line.
• A safe, respectful and inclusive environment.
• Orientation, relevant training and reasonable support.
• Accessibility accommodations where reasonably possible.
• Confidential handling of personal information and concerns.
• Recognition of contributions and a reference where appropriate.
• A route to raise grievances without retaliation.

12. Ending a volunteer role

You may stop volunteering at any time by telling your contact person. We may end or change a role if it is no longer needed, if conduct breaches this policy or our safeguarding policy, or if continuing would create a risk. In serious cases, we may suspend access immediately while a matter is reviewed.

13. Work product and intellectual property

Materials, content, designs, data or other work created by a volunteer for the Foundation in the course of their role belong to the Foundation, unless we agree otherwise in writing. You retain ownership of pre-existing work and grant us a licence to use it for the agreed purpose.

14. Grievances

Volunteers may raise concerns under our Grievance Redressal Policy. We will not tolerate retaliation for raising a concern in good faith.

15. Contact

Volunteer questions may be sent to contact@sangathya.org. Our Grievance Officer is yet to be appointed. Postal address: Registered address will be published once registration is complete.