Policies

Accident and Emergency Procedures

Ensure that the emergency services have been called.
Attend the scene and determine continuing danger
If safe to do so;
Assess the nature and extent of the injury
Administer first aid
Accompany the injured until the Emergency Services arrive
Ensure the accident is recorded.
If necessary arrange for transfer of the injured to sites of continuing care ( e.g. hospital out patients, at home with relatives, etc)
If appropriate during attendance
Interview any witnesses and take statements
Take photographs (still and or video)
Collect evidence. Inform next of kin.

Anti Bribery and Corruption Policy

Statement of Principle
We adopt a zero-tolerance approach to bribery and corruption and are committed to acting professionally, fairly and with integrity in all our global operations. We are committed to implementing and enforcing effective systems to counter bribery.

There are real risks for the charity if it is associated with bribery. The potential damage to reputation may be severe and could result in the loss of confidence and support from donors and the wider public. The UK Bribery Act 2010 also outlines penalties, including imprisonment and unlimited fines, for any breach of its provisions.
Bribery, as defined by the Charity Commission (Compliance Toolkit: Fraud & Financial Crime, June 2012), means offering, promising or giving someone a financial or other advantage to encourage them to perform their functions or activities improperly and includes where it is known or believed that the acceptance of the advantage in itself constitutes improper performance. It also means asking for or agreeing to accept a bribe.
The Bribery Act creates four criminal offences
Bribing another person
Accepting a bribe
Bribing a foreign official
Failing to prevent bribery (For a commercial organisation)
Bribery is more deeply embedded in some areas of the world, and it is important that we recognise the greater risk in these areas and do not lower our standards to conform to prevailing custom or local standards. We will refer to studies, such as Transparency International’s Corruption Perception Index, to assess the likely risk in the different countries in which we operate. Denmark with a score of 90 ranks as the least corrupt and Somalia, North Korea and Afghanistan with a score of 8 rank as the most corrupt in 2012. Uganda ranked 130 with a score of 29 and India ranked 94 with a score of 36, indicating a serious corruption problem.

Facilitation payments, for example, to government employees to speed up a service, are bribes and as such are an unacceptable and illegal. These payments should be resisted unless there are exceptional circumstances in which personal security and duress mean individuals are left with no alternative but to make payment. Clear documentation will be required for any payments made.
The Ministry of Justice sets out six principles to inform an organisation’s anti bribery policies which we will apply.

Proportionate Procedures:
An organisation’s procedures to prevent bribery by persons associated with it are proportionate to the bribery risk it faces and to the nature, scale and complexity of its activities.
Top Level Commitment :
The trustees and senior managers are committed to preventing bribery and foster a culture in which bribery is never acceptable
Risk Assessment:
The organisation assesses the nature and extent of the risks of bribery on its behalf by persons associated with it. The assessment is periodic, informed and documented.
Due Diligence:
The organisation applies due diligence, taking a proportionate and risk based approach, in respect of persons who perform services for or on behalf of the organisation to mitigate identified bribery risks.
Communication:
Bribery prevention policies are embedded and understood throughout the organisation through internal and external communication.
Monitoring and Review:
The organisation monitors and reviews procedures designed to prevent bribery and makes improvements where necessary.

Our board of trustees has overall responsibility for ensuring this policy complies with our legal and ethical obligations; is appropriate for the risks we face; and that all those under our control comply with it. The trustees will regularly monitor the effectiveness and review the implementation of this policy, regularly considering its suitability, adequacy and effectiveness.
This policy applies to everyone associated with Born to be Beautiful whether as employees, trustees, interns, or otherwise, and includes all agents, partners or other third party acting or performing services on our behalf.
Partners & Third Parties
Where we operate with a partner we will ensure that organisation’s aims and values are compatible with the charity. In particular, we will perform reasonable due diligence and reference checks on new partners; we will conduct a review proportionate to the circumstances of the manner in which a partner intends to act with us or on our behalf and to the country in which the business partner is located or does business; and we will confirm their understanding of applicable anti-bribery and corruption legislation. We will communicate our zero-tolerance approach to bribery and corruption to all third parties acting or performing services on our behalf at the outset of the relationship, and as appropriate thereafter.
Employees
Employees and trustees of the charity are personally responsible for compliance with this policy. The responsibility includes the prevention, detection and reporting of bribery and other forms of corruption. They must also avoid any activity that might lead to, or suggest, a breach of this policy.
Born to be Beautiful will provide appropriate education and training on the policy. We will confirm on an annual basis that all individuals covered by the policy are aware of the latest version of this document and, where appropriate, obtain explicit confirmation from such individuals that they acknowledge and understand the responsibilities it places on them.
The charity aims to encourage openness and will support anyone who raises concerns in good faith under this policy, even if the concerns turn out to be mistaken. Good faith does not mean that an individual has to be right, but it does mean that the individual believes the information provided is truthful.
Gifts and Hospitality
We will keep financial records and have appropriate internal controls in place which will demonstrate the justification for the hospitality and gifts, outside direct donations, we may receive. Born to be Beautiful will authorise only reasonable, appropriate and proportionate hospitality, gifts and entertainment expenditures.

Conflict of Interest Policy

This policy applies to Trustees

Trustees have a legal obligation to act in the best interests of Born to be Beautiful, and in accordance with the Born to be Beautiful governing document. To avoid situations where there may be a potential conflict of interest.
Staff and volunteers have similar obligations
Conflicts of interests may arise where an individual’s personal or family interests and/or loyalties conflict with those of Born to be Beautiful.
Such conflicts may create problems; they can:
• inhibit free discussion
• result in decisions or actions that are not in the interests of Born to be Beautiful
• risk the impression that Born to be Beautiful has acted improperly.
The aim of this policy is to protect both the organisation and the individuals involved from any appearance of impropriety
The Declaration of Interests
We are asking Born to be Beautiful trustees to declare their interests, and any gifts or hospitality received in connection with their role in the charity.
A declaration of interests form is provided for this purpose, listing the types of interest you should declare.
To be effective, the declaration of interests needs to be updated at least annually and also when any changes occur.
If you are not sure what to declare, or whether/when your declaration needs to be updated, please err on the side of caution
This register of interests shall also be used to record all gifts of a value over £100 received by the trustees and staff.
Interests and gifts will be recorded on the charity’s register of interests, which will be maintained by the charity secretary.
The register will be accessible by [level of access, noting any statutory requirements applicable.
Data Protection
The information provided will be processed in accordance with data protection principles as set out in the Data Protection Act 1998. Data will be processed only to ensure that trustees act in the best interests of the charity.
The information provided will not be used for any other purpose.
What to do if you face a Conflict of Interest if you are a user of the charity’s services, or the carer of someone who uses the charity’s services, you should not be involved in decisions that directly affect the service that you, or the person you care for, receives. You should declare your interest at the earliest opportunity and withdraw from any subsequent discussion.
The same applies if you face a conflict for any other reason. You may, however, participate in discussions from which you may indirectly benefit, for example where the benefits are universal to all users, or where your benefit is minimal.
If you fail to declare an interest that is known to the charity secretary and/or the chair of the board, the charity secretary or chair will declare that interest.
Decisions taken where a Trustee or Member of Staff has an Interest
In the event of the board having to decide upon a question in which a trustee or member of staff has an interest, all decisions will be made by vote, with a two thirds majority required.
A quorum must be present for the discussion and decision; interested parties will not be counted when deciding whether the meeting is quorate.
All decisions under a conflict of interest will be recorded by the charity secretary and reported in the minutes of the meeting.
The report will record:
• The nature and extent of the conflict;
• An outline of the discussion;
• The actions taken to manage the conflict.
Where a trustee benefits from the decision, this will be reported in the annual report and accounts in accordance with the current Charities SORP.
All payments or benefits in kind to trustees will be reported in the charity’s accounts and annual report, with amounts for each trustee listed for the year in question.
Where a member of the charity’s staff is connected to a party involved in the supply of a service or product to the charity, this information will also be fully disclosed in the annual report and accounts.
Independent external moderation will be used where conflicts cannot be resolved through the usual procedures.
Managing Contracts
If you have a conflict of interest, you must not be involved in managing or monitoring a contract in which you have an interest.
Monitoring arrangements for such contracts will include provisions for an independent challenge of bills and invoices, and termination of the contract if the relationship is unsatisfactory rate.
Interested board members may not vote on matters affecting their own interests
All decisions under a conflict of interest will be recorded by the charity secretary and reported in the minutes of the meeting.
The report will record:
• The nature and extent of the conflict;
• An outline of the discussion;
• The actions taken to manage the conflict.


Where a trustee benefits from the decision. 

This will be reported in the annual report and accounts in accordance with the current Charities SORP.
All payments or benefits in kind to trustees will be reported in the charity’s accounts and annual report, with amounts for each trustee listed for the year in question.
Where a member of the charity’s staff is connected to a party involved in the supply of a service or product to the charity, this information will also be fully disclosed in the annual report and accounts.
Independent external moderation will be use 
here conflicts cannot be resolved through the usual procedures.

Cultural Awareness Policy for Uganda

Culture is people’s ‘way of life’, meaning the way they do things.
It is the collective programming of the mind that distinguishes the members or a group of people from others.
It consists of the unwritten rules of the social game.

Cultural Awareness
An essential skill in the provision of culturally appropriate services, cultural awareness entails an understanding of how a person’s culture may inform their values, behaviour, beliefs and basic assumptions.
Cultural awareness recognises that we are all shaped by our cultural background, which influences how we interpret the world around us, perceive ourselves and relate to other people.
Uganda is a country made up of a diverse range of ethnic groups.
There are over 30 different African languages (referred to as the vernacular – the language or native dialect of a specific population)
Official languages are English and Swahili.
Most Ugandans, including children speak, write and understand English.
Social customs vary according to race, tribe and religion.
British social habits are acceptable everywhere.
People are generally friendly.
The usual modes of address are as used in the UK.
Arriving in Uganda for the first time
A foreigner may experience some culture shock’. Although Ugandans speak English, it has a distinct local flavour.  Ugandan English is influenced by accent, manipulating some words for euphonic purpose and peculiar cultural meaning and sometimes having had very little contact with native British speakers. e.g. I will eat your money ( spend it recklessly), She is putting on nice! (She is dressed well).  It is not considered polite for the visitor to laugh out loud at perceived mispronunciations or broken English of their hosts.  It is their version of English, and if they break it and made it work for their part of the world it’s more tactful to let it be.  Ugandans tend to resent being lectured to or condescended to by foreigners. Mimicking accents as a form of teasing or trying to fit in is not encouraged – they are a polite people, they never admit to deep dislike, but Ugandans are fiercely proud and do not respond well to perceived mockery.

When meeting people for the first time (home and corporate) a firm polite handshake for either gender is adequate.  In some ethnic groups, women may drop a slight curtsey as well which is a culture norm and should be taken as such.  Elders are venerated in Uganda – they are to be addressed in the honorific at all times (home and business) – unless they ask you not to.  In Uganda, some ethnic groups avoid direct eye contact with a person upon first meeting (it is a sign of disrespect or challenge in their culture to do so).  As the relationship thaws,   eye contact is established and maintained.  Guests should not take it as a sign of weakness or dishonesty.
Business
In business, Ugandans value forthrightness and honesty.  They are shrewd businessmen and can competently negotiate and deal at the same level as the Western. Decisions are often made by a group within the company where there is a premium on consensus.   Many Ugandans like to discuss business extensively, and usually seek external advice, before making decisions.   When negotiating, companies will respond to your approach in an equal manner.  Therefore, if a potential partner demonstrates flexibility and willingness to commit, they will gladly put the same effort into the partnership.  Personal contact with potential and existing partners/clients and regular visits to the market therefore of the utmost importance and it is natural for the business relationship to be built with time.  Ugandans want to get to know people with whom they are dealing and begin most meetings with introductory conversation about people’s backgrounds and families.  Ugandans are generally conservative and formal when making speeches to a group.  Greetings and acknowledgements invariably precede formal speeches in strict accordance with protocol.  They are however very proud people and sensitive to anyone implying their culture is backward (Western competitiveness may be seen as showing off), for a deal to be completed amicably refrain from odious comparisons.
In Homes
In homes children will kneel and clap rhythmically when greeting a visitor- a cultural form of respect to be accepted as such.  Children at times also kneel and clap when receiving gifts – a sign of appreciation in their culture.  Children in homes usually play in their own areas and at mealtimes, eat quietly, speaking only when addressed.  Ugandan society is close knit and has extended family.  Terms like cousin sister and cousin brother refer to first and second cousins usually.  It is normal for children adolescents and teens to do most of the household chores.  It is an accepted cultural norm.   They are training for married life to run their own homes.  Laziness, talking back and boldness are discouraged. Spanking is not a crime in Uganda, and all elders are allowed to swiftly discipline naughtiness. As a foreigner though, it is not wise to hit your hosts children or criticise them unless they have been extremely terrible.  Copying the Ugandan curtsey, clapping when receiving gifts usually is rewarded by indulgent smiles.  No one will be offended if you keep your Western culture.
Traditions
In traditional rites and rituals, should you be fortunate enough to attend, ask permission before taking pictures or joining their dances.  Africans are deeply religious and undue interference e.g. in a rain dance may offend them greatly.  In Uganda, people are friendly but because of bad press from some Western media they are wary of indiscriminating picture taking.  Please ask permission first.  Taking pictures of uniformed forces without their permission is never a good idea.

Discretion and Modesty
Public displays of affection in Uganda are not common.  They believe in discretion and modesty as true virtue of maturity.   Kissing, petting and fondling your spouse in public may be tolerated as foreign strange culture and it makes everyone very uncomfortable.  Please do not engage in this behaviour in front of children of your hosts, they would be justified in asking you to leave.  Sexual behaviour is a very private matter in Uganda- you may use your designated bedroom to be affectionate.
Family
When invited for a meal, one is not expected to bring a bottle or contribute to food.  If one wishes you may bring the hosts children small gifts or something for the whole family e.g. sweets for the children, a box of ice-cream for everyone to enjoy.  It is polite to complement the chef (usually your hostess) after the meal.  If you are a single male, please do not bring a gift for your married hostesses only; avoid kissing or hugging her unless you are sure her husband is fine with it. For your hosts- giving their children presents and buying a few groceries is acceptable. Giving or offering cash may hurt pride of people who genuinely felt happy to host you.  Perhaps if there is serious need you may leave an envelope when you leave. As an ice breaker, bringing along pictures of your family, where you live etc will help greatly.  Even in a business setup, a little background information puts everyone at ease.
Dress
It is not polite to appear in polite society in shabby ensemble.  Torn, dirty, un-ironed clothes are disrespectful.  For women, inappropriately short clothes, sleeveless clothes are informal and best avoided in formal company.
Tipping
Tipping service providers like waiters is very generous.  10 % of the bill is allowed. You may use foreign currency – (not coins) which is redeemable at banks.
Factors to consider
Be aware of your own cultural influences.
Be aware of judging other people’s behaviour and beliefs according to the standards of your own culture.
Be aware of making assumptions about cultural influences and applying generalisations to individuals.
Understand that the behaviour and beliefs of people within each culture can vary considerably.
Understand that the extent to which people adopt practices of their new country and retain those from their cultural background can vary within communities, even within families.
Understand that not all people identify with their cultural or religious background.
Understand that culture itself is a fluid entity, undergoing transformations as a result of globalisation, migration and the diaspora influence.
Increase your knowledge about different cultural practices and issues through cultural background information sessions and/or resources and cultural awareness training.
Understand the importance of appropriate communication.

Data Protection Policy

For the purpose of the Data Protection Act 1998.

Born to be Beautiful is committed to protecting and respecting your privacy.

This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed.  Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

Information we may collect from you

We, www.borntobebeautiful.org (our site), may collect and process the following data about you:

  • If you contact us, we may keep a record of that correspondence.
  • Details of Donors and donations that are carry out through our site like: Name, last name, telephone, address and email address.
  • CVS, which may include: name, last name, profession, education, professional and personal references, email, telephone number, address, hobbies, educational qualifications; and any other details of interest that you provide us in your CV.

Cookies

Our website uses cookies only to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse.

A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that are transferred to your computer’s hard drive.

We use the following cookies:

  • Strictly necessary cookies.These are cookies that are required for the operation of our website.

You block cookies by activating the setting on your browser which allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block the essential cookies you may not be able to access all or parts of our site.

Where we store your personal data

The data that we collect from you may be transferred to, and stored at, a destination in our serves. It may also be processed by staff operating outside/inside the EEA who works for us or for one of our suppliers. By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.

All information you provide to us is stored on our secure servers. Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Uses made of the information

We use information held about you in the following ways:

  • To manage the donation’s process in a proper way.
  • To manage the volunteers’ applications in a proper way.

 

Your rights

You have the right to ask us not to process your personal data.  You can exercise the right at any time by contacting:  info@borntobebeautiful.org

Access to information

The Act gives you the right to access information held about you. Your right of access can be exercised in accordance with the Act. Any access request may be subject to a fee of £10 to meet our costs in providing you with details of the information we hold about you.

Changes to our privacy policy

Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail.

Contact

Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to info@borntobeautiful.com

Changes to these policies

If we decide to change any of Policies, all changes will be communicated publicly through the policies above.

 

Equal Opportunities Policy

Statement of Principle
The aim of this policy is to communicate the commitment of the Trustees and members to the promotion of equality of opportunity at Born to be Beautiful.
It is our policy to provide equality of membership to all, irrespective of:
Gender, including gender reassignment.
Marital of civil partnership status.
Having or not having dependents.
Religious belief or political opinion.
Race (including colour, nationality, ethnic or national origins, being and Irish traveller).
Sexual orientation.
Age.
Physical and intellectual ability.
We are opposed to all forms of unlawful and unfair discrimination. All members of the organisation will be treated fairly and will not be discriminated against on any of the above grounds. Born to be Beautiful is committed to ensuring equal opportunity to all candidates on all courses, all the clients of the establishment and to the staff of Born to be Beautiful regardless of their role. Decisions and selection for office, training or any other opportunities will be made objectively, without unlawful discrimination, and based on aptitude and ability.
Equal opportunities will be integrated into all planning, procedures and course resourcing. All promotional material, course schemes and display items will not reinforce stereotypes and will reflect the diversity of society. Our equal opportunities policy will help members to develop their full potential and the talents and resources of all will be utilised fully to maximise the effectiveness of the organisation. We recognise that the provision of equal opportunities in all our activities will benefit the organisation.
We recognise that there is a statutory duty under the NI Act 1998, to implement an equal opportunities policy. This policy applies to applicants for employment and volunteers.
The requirements of the Sex Discrimination Act 1975, the race Relations Act 1976, the Employment (Disabled Persons) Acts of 1944 and 1948 and the Disability Discrimination Act 1995 will be respected and any amendments or extensions.
We are committed to the principles and practice of Equality.
We value the diversity of all populations. We want our services, facilities and resources to be accessible and useful to every citizen regardless of gender, age, ethnic origin, religious belief, disability, marital status, sexual orientation, or any other individual characteristic which may unfairly affect a person’s opportunities in life.
Equality Commitments
We are committed to:
Promoting equality of opportunity for all peoples.
Promoting a good and harmonious learning environment in which all men and women are treated with respect and dignity and in which no form of intimidation or harassment is tolerated.
Preventing occurrences of unlawful direct discrimination, indirect discrimination, harassment and victimisation.
Fulfilling all our legal obligations under the equality legislation and associated codes or practice.
Complying with our own equal opportunities policy and associated policies.
Taking lawful affirmative or positive action, where appropriate.
Breaches of our equal opportunities policy will be regarded as misconduct and could lead to termination of membership.
This policy is fully supported by the Chair and the Trustees and was adopted by the band on September 2011.
Implementation
The Chair and Trustees have specific responsibility for the effective implementation of this policy. We expect all members to abide by the policy and help to create the equality environment which is its objective.
In order to implement this policy we shall:
Communicate the policy to members by issuing an induction leaflet.
We will endeavour through appropriate training to ensure that it will not consciously, or unconsciously, discriminate in the selection or recruitment of applicants for membership of the group.
Incorporate specific and appropriate duties in respect of implementing the equal opportunities policy into roles and responsibilities of committee members.
Incorporate equal opportunities notices into general communications practices (e.g. announcements, annual report at annual general meeting, notices and newsletters).
This policy will be read out to all members at each annual general meeting.
Ensure that adequate resources are made available to fulfil the objectives of the policy.
Monitoring and Review
We will establish appropriate information and monitoring systems to assist the effective implementation of our equal opportunities policy. The effectiveness of the equal opportunities policy will be reviewed regularly (at least annually) and action taken as necessary.
Encouragement will be given to discuss any concerns over these issues when they occur. A process will be in place to allow these concerns to be fully and confidentially discussed. Support and advice will be available to help those concerned to understand the problems and take steps to resolve them.
Complaints
In the first instance any problems should be brought to the attention of the responsible person.
Members who believe that they have suffered any form or discrimination, harassment or victimisation are entitled to raise the matter through the agreed procedures. A copy of these procedures is available from Born to be Beautiful. All complaints of discrimination will be dealt with seriously, promptly and confidentially.
Every effort will be made to ensure that members who make complaints will not be victimised. Any complaint of victimisation will be dealt with seriously, promptly and confidentially. Victimisation will result in disciplinary action and may warrant dismissal.
Complaints from members of the public will be dealt with under agreed procedures a copy of these procedures is available from Born to be Beautiful.

Date: …………………………………….. Signature: …………………………….
Born to be Beautiful

Financial Controls Policy

“Internal financial controls are essential checks and procedures that help charity trustees: meet their legal duties to safeguard the charity’s assets; administer the charity’s finances and assets in a way that identifies and manage risk; and ensure the quality of financial reporting, by keeping adequate accounting records and preparing timely and relevant financial information.

If a charity is to achieve its aims then the trustees need to ensure that assets are properly used, that its funds are spent effectively and its financial affairs are well managed.” Charity Commission – Internal financial controls for charities 2011
Financial Controls
A key feature of internal financial controls is to ensure that no single individual will have sole responsibility for any single transaction from authorisation to completion and review.  As a general rule any financial transaction will be approved by at least two people, one of which is a trustee.

These will include:
Writing cheques from the charity bank account
Withdrawing cash from the charity bank account
Using a credit or debit card on the charity’s account
Setting up direct debits or standing orders on the charity’s behalf
Using electronic banking facilities
Transactions will be promptly recorded in the accounts. Access to the charity bank account is limited to named persons and all records, cards, cheque books, pins and passwords are kept secure.
Expenditure will be approved by at least one trustee.  Orders placed should be within an agreed budget and invoices will be checked confirming the price paid and the receipt of the goods or services ordered. Cash transactions will be kept to a minimum.  A cash float can be used for very small expenditures and its use recorded in a petty cash book.
Income in the post will be recorded and banked immediately.  Ideally post will opened in the presence of an unrelated person.  Collection boxes are numbered sealed, regularly opened and a record of their location and takings made.  Cash received is banked as soon as possible without deduction of expenses. Fundraising events will be conducted in accordance with the relevant legislative framework, as outlined in The Charity Commission’s guidance Charities and Fundraising (CC20)

The current scale of the charity means an external auditor is unnecessary, but instead financial activities will be regularly reported and monitored by the trustees.  The effectiveness of the charity’s internal financial controls will be reviewed at least annually. This will include an assessment of whether the controls are relevant to, and appropriate for, the charity and not too onerous or disproportionate.
Expenses

Expense claims will be authorised by someone other than the claimant and checked for accuracy before payment. Expense claims should contain a self-declaration that the claim is accurate and incurred in connection with the business of the charity.  Reimbursement will be made by cheque.

Restricted Donations

The charity does receive restricted donations which can be spent at the discretion of the trustees in furtherance of some particular aspect of the objects of the charity.  Restricted funds are recorded in the accounts and a record kept of how they are spent. Donations may be refused where conditions attached are unduly restrictive or are intended to exercise undue influence over the trustees or where the acceptance of the donation would be detrimental to the charity’s reputation.
Financial Reporting
The charity needs access to accurate and up-to-date financial information to make proper decisions. This can include the latest internal accounts or bank statements.  At the beginning of each year a budget will be prepared outlining planned income and expenditure for the period.  The trustees will review this regularly and the reasons for any changes explained.

We are also legally required to produce annual accounts for the Charity Commission.  These will be based on internal records of income and expenditure and will be reconciled against the bank statements and copies of invoices or receipts.  Someone other than the person who made the accounting entries will undertake reconciliation.

We keep a list of the charity’s fixed assets which will be regularly updated.
The assets will also be checked to ensure they are in good repair and of use to the charity.
The Trustees’ meetings will be used to communicate information concerning the finances and approve the accounts. All decisions by the trustees will normally be taken collectively and significant decisions and action points noted in writing.

Gift Aid

Wherever possible donations will be used for Gift Aid.  Secure records will be kept of amounts reclaimed and the donor’s authorisation and personal details as required by HMRC http://www.hmrc.gov.uk/charities/gift_aid/reclaim.htm

Tainted Donations

We have a legal requirement to identify tainted donations. These occur when a donor gets relief from tax only for the capital or a benefit from the donation to end up back in the hands of the donor. Although the regime is intended to affect the tax position of the donor, should the charity have claimed a repayment of tax on the gift, an income tax charge will arise on that repayment. The charity itself may be liable for this charge if the charity was a party to, or aware that, the main purpose or one of the main purposes of the arrangements was to provide financial advantage to the donor.

Financial Crime
The incidence of reported financial crime affecting charities is relatively small. However, when it does happen the impact can be great.   Financial crimes such as fraud, theft, and money laundering, or the loss of electronic data can result not only in significant loss of charitable funds but also in damage to the public trust and confidence in charities more generally.

The Charity Commission’s Compliance Toolkit:

Protecting Charities from Harm – Fraud and financial crime, identifies 13 areas of risk relating to fraud and financial crime to which charities may be susceptible:
Income-related fraud
Expenditure fraud
Property and investment fraud
Procurement fraud
Fraudulent fundraising in the charity’s name
Fraudulent invoicing and grant applications
Identity fraud/theft
Banking fraud
E-Crime (including ‘phishing’)
Gift aid fraud
Share purchase and investment fraud (boiler room fraud)
Mass Market fraud (letter or e-mail)
Section ‘419’ (payment in advance for promises of wealth) frauds
Trustees, employees and volunteers will all need to consider the risk of financial crime and report any suspicions. If trustees know or suspect an individual is misusing the charity for their own purposes or misappropriating charitable funds they should take immediate and appropriate action to resolve the issue.

If it is known or suspected that a charity is a victim of financial crime then this should always be reported to the police and as a matter of best practice to the Charity Commission immediately under the Serious Incident Reporting regime.
Data Protection

Through our fundraising and charitable work we have access to personal data including addresses.  This data is very valuable and its loss could expose the charity and others to the risk of theft, fraud, identity theft and loss.  Data is stored in locked filing cabinets or electronically.  The charity PC is password protected and access to that password is limited.  We use antivirus firewall and spyware software.  We do not share data with third parties without permission.
We have a separate policy on bribery and a separate policy on reserves and investments.

Health and Safety Policy

Born to be Beautiful is committed to providing a safe environment and will:
Provide guidance on safe working practices for staff and students.
Incorporate health and safety knowledge into all student activities.
Provide information, procedures and equipment for fire and emergencies.
Provide information, procedures and equipment for accidents.
Provide training and up-to-date information on health and safety to all concerned.
Promote a responsible attitude to health and safety throughout the centre.
Provide monitoring processes for the above.
Born to be Beautiful will ensure that its candidates:
Observe the centre’s health and safety regulations
Co-operate with others in keeping the environment safe.Take care to avoid injury to themselves or others by being appropriately dressed and not misusing or causing damage to equipment, materials or the premises.
Report any hazard to a responsible person immediately.

Health and Safety Policy Uganda

In Uganda there is a saying, “Health is Wealth.”

It is a good idea for anyone travelling to a foreign country to take necessary precautions to avoid the trauma and inconvenience of falling ill whilst in a foreign country.

Uganda is a large country with a lot of remote areas and a population of about 33 million. Although they have the best research institute in the world for treatment of haemorrhagic diseases like Ebola as well as other dangerous tropical diseases, the country was still ranked at 186 out of 191 in the health sector by the World Health Organisation (WHO) in 2012.  The Ugandan government and donor community would be highly commended if they would increase their health budget in the country.   Ironically, Uganda has a fully functional private hospital sector where medication is readily available, treatment is immediate and one can be referred out of the country if very ill.  Consultation and treatment may cost up to USD$20. (An astronomic amount to the man on the street)

In Uganda, the main serious diseases are Malaria, Diarrheal diseases, HIV, and traffic accident casualties.  Common health problems like headaches, colds, skin irritations, diarrhoea, and alcohol abuse may seem worse to the visitor than they really are because of environment changes. To allay these, in addition to using basic common sense, one should pack a simple medical kit when travelling.   Ugandans dress conservatively for formal occasions and therefore it is a good idea to follow their example.  It also helps to avoid insect bites especially mosquitoes causing malaria. They bite any time but especially at night, the best prevention is sleeping under a treated net and using insect repellent.
Most diarrheal diseases can be avoided by washing hands and fruit thoroughly and only drinking clean water.  In some tribes in Uganda, water is extremely sacred.  They will not conduct business or be comfortable with a guest without offering water to drink- it is polite to drink to show acceptance. (If you are suspicious of the source, smile politely and explain you are still adjusting to the climate and ask for boiling water instead). It is impolite to bring your own water to the table- both corporate and at home. If you are living with a family and you do not trust the water source, tactfully ask the hostess in private if you might purify the drinking water for everyone because your stomach has failed to adapt to the local water (do not let or ask her to pay for it- give her the pills or do it as she watches).  A better idea is to buy a family size bottle to use as a family.   In a corporate set up you are usually issued bottled water, which is safe to drink.
Uganda has a wide range of local homemade alcohol.   If you are planning to taste or attempt to drink it, please exercise due caution as a small amount is usually quite potent – especially to the foreign palate.  In some cases the ingredients have caused serious health problems- whether in allergic reaction or simple alcohol poisoning.  Imported alcohol and local Standard Approved brands are available and serve the same purpose.
Ugandans will not be offended if you fail to eat their native dishes, indeed they will happily offer you an alternative European one.  It is advisable to let your host family know any allergies or disease you may have so they adjust the menu appropriately.
In Uganda, like in any part of the world, traffic accidents are common and can be horrific. Keep your medical aid accessible so as to receive treatment quickly.   Air evacuation is available when necessary.  HIV is a real threat, if indulging in sexual activity with a stranger, native or fellow countrymen please use protection.
Rabies is also prevalent in Uganda and tourists are often the worst casualties.  Please do not pet strange animals (especially stray cats, dogs you may be feeling sorry for) tease them or unnecessarily snap your camera.  ALL animals can bite, and wandering deliberately into their territory to snap pictures or try to befriend them will usually end in tears- yours.
Uganda is safer for tourists than many other African countries, but the risks of foot travel during dawn and twilight must be emphasized. Boda boda’s are a very unsafe way to travel. Avoid the Kololo airstrip area — especially at dusk/after dark. Avoid the Yusuf Lule road that runs along the golf course by foot or boda boda at dusk/after dark.
Wearing Jewellery is also discouraged as it can put a barrier between you and the locals and make you into a target for thieves.

Money
Credit cards are not widely used and there have been reported incidents of credit card fraud, even in international hotels. Carry travellers’ cheques or cash in US dollars. Travellers’ cheques can only be cashed in major towns, often at a much lower rate of exchange. US dollars dated earlier than 2001 and notes smaller than US$50 are usually exchanged at a less favourable rate and in some cases not accepted at all.
Visas
British nationals need a visa to enter Uganda. You can get a visa from the Ugandan High Commission in London, or at Entebbe airport on arrival. For further information about entry requirements, visit the Ugandan Ministry of Internal Affairs website or email them atinfo@mia.gov.ug. If you’re arriving by road, it’s usually easier to get a visa before you travel.
Passport validity
Your passport should be valid for a minimum period of 6 months from the date of entry into Uganda.
Check the government web site below for further details.
https://www.gov.uk/foreign-travel-advice/uganda
References
www.who.int/csr/don/2012
www.bbc.co.uk/…/world-Africa
www.gaurdian.co.uk
www.futurechallenges.org
www.pcwiki.peacecorpsconnect.org

A basic First Aid kit recommended for Uganda – This list is by no means exhaustive.
Make sure someone in your team has Syringes and Sterile needles as in some hospitals they are reused.
Do not pack this kit in your hand luggage as your scissors will be confiscated at security!
Planning Your Vaccination Schedule

Some vaccinations, like that for rabies and Yellow Fever come in a series and you need to plan at least a few months ahead of your departure to fit them all in. Your regular doctor probably won’t be able to give you all the vaccinations you need, so you should contact the nearest travel clinic for an appointment. There are costs involved for some.
The health situation in most African countries requires visitors to be up to date with all common childhood vaccines. If you are travelling with children, make sure they have had all their shots. You may also need to get boosters for tetanus, diphtheria and measles if you haven’t had those in a while.

This includes

Diphtheria
Hepatitis B
Measles
Mumps
Polio
Rubella
Tetanus
Yellow Fever

The following vaccinations are also highly recommended for travel to every African country:
Hepatitis A
Meningococcal meningitis
Rabies
Typhoid

Monitoring and Evaluation

Training

All our projects will be throughly monitored and evaluated. We will use Housing indicators, characteristics, demographics, education, investments and savings assets and behavioural changes, to indicate the value and impact of our work.

Privacy policy

Data Protection Policy

For the purpose of the Data Protection Act 1998.

Born to be Beautiful is committed to protecting and respecting your privacy.

This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.  Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

Information we may collect from you

We may collect and process the following data about you:

  • Information that you provide by filling in forms on our site www.borntobebeautiful.org (our site). This includes information provided at the time of registering to use our site.
  • If you contact us, we may keep a record of that correspondence.
  • Details of donation amounts you carry out through our site but not credit card details
  • Details of your visits to our site including, but not limited to, traffic data, location data, weblogs and other communication data, whether this is required for our own purposes or otherwise and the resources that you access.
  • Any personal data collected through our web forms.
  • CV’s, which may include: name, surname, profession, education, professional and personal references, email, telephone number, address , hobbies, educational qualifications; and any other details of interest that you provide us in your CV

IP addresses

We do not collect your IP address

Cookies

Our website does not use cookies

Where we store your personal data

We do not store your  data

Links

Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates.  If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies.  Please check these policies before you submit any personal data to these websites.

Access to information

The Act gives you the right to access information held about you. Your right of access can be exercised in accordance with the Act. Any access request may be subject to a fee of £10 to meet our costs in providing you with details of the information we hold about you.

Changes to our privacy policy

Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail.

Contact

Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to info@borntobeautiful.com

Changes to these policies

If we decide to change any of Policies, all changes will be communicated publicly through the policies above.

 

Quality Assurance Policy

Quality Assurance Policy

Born to be Beautiful is a UK registered charity which has been providing beauty therapy training and skills to victims of abject poverty and modern day slavery since 2011. We continue to do this by delivering beauty therapy courses in India and Uganda.

Quality is fundamental to Born to be Beautiful’s aim to provide inclusive, high-quality learning opportunities to the poorest of the poor internationally.

We are committed to continuous improvement and quality management systems which provide a framework for measuring and improving our performance. The following systems and procedures are in place to support this:

  1. A monitoring and evaluating procedure encompassing all tutors and teaching assistants participating on our beauty therapy courses.
  2. Training and development of all our volunteers, and actively helping each one progress into employment.
  3. Ensuring that all our students are supplied with uniforms and equipment and products which are of a consistent quality and quantity.

Our internal procedures are reviewed regularly. The Born to be Beautiful Management Team monitor quality levels and management systems, making suitable changes to policy as considered appropriate.

Reserves and Investment Policy

Reserves are that part of a charity’s unrestricted funds that is freely available to spend on any of the charity’s purposes.

Trustees of every charity must ensure that the charity’s funds are used appropriately, prudently, lawfully and in accordance with the charity’s purposes for the public benefit. The general principle of trust law is that funds received as income should be spent within a reasonable period of receipt. (Charity Commission – Charities & Reserves 2010)

Given the nature of Born to be Beautiful’s work it is likely that the charity will hold reserves. Fund raising is ongoing through the year, but charitable activities, notably the teaching trips abroad, are concentrated expenditures and may not occur in the same year.

Born to be Beautiful will use reserves to:

Acquire assets to use in the charity’s work
Meet the day to day running costs of the charity
Cover any unforeseen emergency or unexpected need for funds

In setting a target level of reserves we have taken into account:

The reliability of each source of income and the prospects for developing new income sources
Forecasts for expenditure for the current and future years on the basis of planned activity
Analysis of any future needs, opportunities, commitments or risks, where future income alone is unlikely to be able to meet anticipated costs
Assessment, on the best evidence reasonably available, of the likelihood of each of those needs that justify having reserves arising and the potential consequences for the charity of not being able to meet them

Reserve levels will be monitored through the year and efforts made to spend or replenish them as appropriate.

The trustees will also ensure that the reserves policy continues to be relevant as the charity develops or changes its strategy and activities.

Reserves should not exceed £20,000
Reserves at year end 2012 were £12,000
Investment Policy
Born to be Beautiful is likely to hold surplus funds and it is appropriate to consider whether some or all of the reserves can be invested to obtain a financial return for the charity. As reserves, these funds must be available at short notice for expenditure and the preservation of capital is a primary concern.

Given the current scale of the charity it is appropriate for us to hold our surplus funds in a UK interest bearing bank account. These are currently held by Coutts. While we believe this a well regulated and solvent institution, it is prudent to consider diversification. Should the balance of the account exceed £85,000, the maximum repayable under the Financial Services Compensation Scheme, the trustees will consider an additional institution.

Should the reserves of the charity become significantly larger and the time frame for their expenditure lengthened, it may be appropriate to consider other investments such as equities or bonds. In this case it is likely we would adopt an ethical investment policy. While this may provide a lower rater of return than an alternative investment, it would ensure that our funds are invested in a way that reflects Born to be Beautiful’s values and ethos and does not run counter to its aims. In particular, areas such as human rights abuses, labour standards and the exploitation of women would be key concerns. We would expect an external manager to conduct screening to avoid companies whose activities run contrary to our values, but also to engage positively with managements to improve their corporate social responsibility and governance.

Security When Travelling

Criminals look for the easy target. Following the guidelines below will make you less likely to become a victim.

Social Media Safety

  • Remain vigilant about your social media security and privacy setting. Regularly check your privacy filters to ensure your network does not reset to a less stringent standard.
  • Do not post sensitive information about yourself or others.
  • Disable geotagging/ GPS and location tracking features on cameras and phones. Pictures and post on social sites that identify your location give criminals the ability to track your movements and chart likely times and locations to target you.

General Security Practices

  • Keep a low profile.  Your dress, conduct and mannerisms should not attract attention. Make an effort to blend into the local environment. Avoid publicity and do not go out in large groups. Stay away from civil disturbances and demonstrations.
  • Be unpredictable. Vary daily routines, such as your route to and from work and the time you leave and return home. Vary the way you dress. Do not exercise at the same time and place each day; never exercise alone, on deserted streets or country roads. Let people close to you know where you are going, what you will be doing and when you should be back.
  • Be alert for anything suspicious or out of place. Do not give personal information over the telephone. If you think you are being followed, go to a pre-selected, secure area such as a police station.
  • Avoid giving unnecessary personal details to anyone unless their identity can be verified.
  • Report all suspicious persons loitering near your place of work; attempt to provide a complete description of the person and/or vehicle to police or security personnel. Consider taking a photograph of the person if it can be done discreetly.
  • Advise associates or family members of your destination and anticipated time of arrival when leaving the office or residence.
  • Do not open doors to strangers and report unsolicited contacts to authorities. Refuse to meet with strangers outside your work place.
  • Memorize key phone numbers such as your office, home, police, security etc.
  • Travel in small groups as much as possible and vary movements. Do not be predictable.
  • Try to be inconspicuous when using public transportation and facilities. Dress, conduct and mannerisms should not attract attention and be generally similar to that of other people in the area.
  • Avoid spontaneous gatherings or demonstrations.
  • Stay away from known trouble, disreputable places or other high-risk areas. Visit reputable establishments.
  • Know emergency numbers  and how to use the local telephone system.
  • Ensure family members have a list of phone numbers they can carry with them at all times. The list should not outline office locations but should be usable during an emergency.
  • In country, get business card of hotel and any other phone numbers so they are at hand if you need them and your driver’s number.