Policies, expenses and procedures

Here you will be able to find all the information and necessary forms for our policies and procedures, including expenses.

GDPR training, policies and procedures

If you’ve been asked by us to complete additional GDPR training as part of your volunteer role, please read the GDPR training booklet. All volunteers may find the Essential guidance PDF a good introduction as to how this key piece of legislation applies to your work and this is sent to all new starters. Additionally there are several key data protection policies and procedures for your reference.

Expense policies and forms

Guide Dogs do not wish for any of our volunteers to be out of pocket due to their volunteer activities, so would encourage you to claim through your staff contact or Volunteer Manager.

Whistleblowing

Whistleblowing is the reporting of information which relates to suspected wrongdoing or dangers at work. This may include criminal activity, danger to health and safety, bribery, fraud, abuse (of people or animals). Whistleblowing should not be used for complaints relating to your own personal circumstances, such as the way you have been treated. In those cases, you should use the volunteer complaints procedure.

Gifts and hospitality

From time-to-time customers, suppliers or other persons including service users may offer a gift to an employee, volunteer or trustee, but as a charity and business we need to comply with the Bribery Act. Bribery is defined as the accepting of gifts, money, hospitality or other favours in return for providing something of value to the briber. Guide Dogs Procurement Team hold a gifts and hospitality register for all gifts and hospitality offered as well as received.

This could be a small item or something of considerable value. Other than “token” gifts such as advertising merchandise given by suppliers which amount to £5 or less (for example, branded pens, mugs, confectionery etc), all gifts, however small, must be reported to your volunteer manager. No gifts to the value of more than £50 may be accepted. If a gift is offered of more than £50 and refused, it must still be reported to your volunteer manager.

Under no circumstances can gifts of cash be accepted of any amount (this does not include vouchers which can be accepted up to a value of £50).

All volunteers are responsible for reporting any gifts or hospitality they have been offered and/or kept to your volunteer manager, as these must be recorded.

Other volunteer policies and procedures