PERSONAL DETAILS STRICTLY CONFIDENTIAL
*Title
*Forenam
e
*Surname
*Address
*Post Code
Landline
*Start Date
*Mobile
Referred by
E-Mail
*D.O.B
*Age
*Gender
Male
Female
Other
Bank/Building Society Details
*Name of Bank/Building Society
*Branch
*Name of Account Holder
*Sort Code
*Account No
Next of KIN/Emergency Contact Details
Person 1*Name
Person 2 Name
*Address
Address
*Relationship
*Tel No
Relationship
Tel No
Reference 1
*Name
Number
E-Mail
*Company
*Position
Reference 2
*Name
Number
E-Mail
*Company
*Position
Criminal Conviction Disclosure
Do you have any unspent criminal convictions? If yes please expand (offence and length of sentence)
Smile Fundraising Ltd may use the above information to perform checks (including DBS) to ascertain your suitability
for your employment. Please sign and date to give us permission to do so, and to confirm all the information you have
given is true and correct to the best of your knowledge.
*Sign
© SMILE Fundraising Ltd
Personal Details
*Date
/
/
___________ ____________ ____________________
New Starter -
MOBILE PHONE & SOCIAL MEDIA POLICY
The use of personal mobiles within the workplace is permitted at the discretion of your Team Leader or Manager and
should be used with care and consideration at all times.
UNACCEPTABLE USES IN THE WORKPLACE
The following uses of mobile phones are considered unacceptable within the workplace:






Accessing the internet or any websites for none work purposes.
Text messaging, where it is considered excessive by the Team Leader or Manager.
Personal calls, where it is considered excessive by the Team Leader or Manager.
Using social media platforms such as Facebook, Twitter, Instagram and Snapchat.
To intimidate, harass or victimise any person or persons.
The use of apps or games which are not for work purposes.
PERSONAL CALLS
The use of mobile phones for personal calls while at work requires the removal of charity kit. This ensures any
personal conversations that take place do not bring the charity or the company into disrepute. Failure to do this will
result in a cancelled shift and possible disciplinary action.
SOCIAL MEDIA
The use of social media platforms which brings either the charity, the company or a member of staff into disrepute
will result in disciplinary action.
Employee Name
Employee Signature
Date
...............................
...............................
...............................
The Code of Fundraising Practice
This code outlines the standards expected of all charitable fundraising organisations across the UK.

Fundraisers MUST NOT denigrate other individuals or organisations.

I) Fundraisers MUST take all reasonable steps to treat a donor fairly, enabling them to make an informed
decision about any donation. This MUST include taking into account the needs of any potential donor who
may be in a vulnerable circumstance or require additional care and support to make an informed decision.
II) Fundraisers MUST NOT exploit any vulnerable circumstance of any donor at any point in time.
III) If a fundraiser knows or has reasonable grounds for believing that an individual lacks capacity to make a
decision to donate, a donation MUST NOT be taken.

Fundraisers MUST NOT engage in fundraising which is an unreasonable intrusion on a person’s privacy; is
unreasonably persistent; or places undue pressure on a person to donate. Any requests to leave must be
obeyed and approaches should be terminated in a polite manner.

Fundraisers MUST NOT encourage existing donors in any way to change an existing charitable donation to
another fundraising organisation.

If an appeal is being run for a particular purpose, fundraisers MUST include a statement indicating what will
happen to funds received if the total funds raised are insufficient or exceed the target.

Fundraisers MUST ensure that there is evidence to prove all claims, whether direct or implied, are capable of
objective substantiation. Particular care MUST be taken to avoid causing offence on the grounds of race, age,
religion, sex, sexual orientation or disability. This will vary according to the context, medium, audience,
product and prevailing standards of decency.

Collectors MUST avoid causing obstruction, congestion and nuisance to the public.

Collectors MUST ensure that they wear appropriate clothing, which includes ensuring any provided clothing
showing the name of the Fundraising Organisation is clearly identifiable.

Collectors MUST NOT smoke or fundraise under the influence of alcohol or illegal drugs.

Fundraisers MUST NOT solicit regular donations, such as Direct Debits, from under 18s.

Collectors MUST be able to give the public information on how to make a complaint. Once they have made a
complaint it must be followed up within a reasonable amount of time.

Collectors MUST be courteous at all times.

Collectors MUST NOT cold call in a “No Cold Calling Zone”.

Fundraisers MUST NOT knock on any door of a property that displays a sticker or sign which includes the
words ‘No Cold Calling’.
I can confirm that I understand and will abide by the rules and practices set in this document.
Name: ……………………………..……………………….. Signed: ………………………..…….…..…………………… Date: ………………………….……
SMILE Vulnerability Policy
Intro
SMILE make all possible efforts to protect vulnerable people whilst also continuing our fundraising
in a commercially viable way.
It is vital that our fundraising activity is managed in a manner which is fair, open and sensitive to
the needs of the public. Doing so ensures we are operating responsibly.
Policy
Our Policy is as follows:
 We dedicate a part of our initial training to vulnerability and how to protect these kinds of
people. This is listed in the vulnerability section below.
 Training on the door needs to happen and to do this Fundraisers will have to be supervised
at times. We do not allow more than 2 people on a door at any time to avoid pressurising
people.
 Fundraisers are instructed never to ask to enter someone’s house. If they are invited in,
they may do so. If they do not feel comfortable they are under no obligation to do so.
 Fundraisers are instructed to never knock Sheltered Accommodation, Nursing Homes or
other places which may house vulnerable people. It is accepted that Fundraisers may knock
on ISL (Independent Supported Living) households which are not signed. When they are
made aware of this, fundraisers must cease their work immediately, say thank you very
much and move on.
 Fundraisers are instructed to ask if everyone is able to give for at least 12 months. Any
fundraiser who signs someone up knowing that it is more than likely that they won’t be able
to give for 12 months, even if they say otherwise, will face disciplinary proceedings.
 All supporters must be at least 21 (dependant on the charity) and under 90.
 Fundraisers must not knock on a door which displays a sticker that explicitly states “No Cold
Calling.”
 No door to door cold calling activity is to take place after 2100hrs. This may be shorter if
charities request so.
 All fundraisers will know and comply fully with any rules or regulations sets by the Institute
of Fundraising (IoF), Fundraising Regulator or Charity Commission.
Complaints that arise will be dealt with internally with the fundraiser/s involved within 48 hours or
24 hours if a more serious matter. A response will be issued to the charity within 2 business days.
If it is upheld then fundraisers will face disciplinary procedures, which could end in termination.
Vulnerability
Vulnerability can be caused by a number of factors, not all of which are immediately obvious and
can be temporary or permanent. It is inevitable that from time to time we will come into contact
with people who may find themselves in vulnerable circumstances. Therefore we need to give
ourselves the best training in dealing with those circumstances.
There are many reasons why people could be considered vulnerable. These are including but not
limited to:
• Recent bereavement/job loss/ traumatic circumstance
• Incapacity due to illness or disability
• Age-related confusion
• Learning difficulties
• Language competence- make sure they have a good enough grasp of the English
language.
• Financial competence- do you think they will make payments for at least 12 months?
• Times of stress and / or anxiety
•
•
•
•
Intoxication through drugs or alcohol
Any other circumstance where capacity is reasonably in doubt
Concussion or signs of mental strain
Conditions that cause drowsiness and confusion
As well as this, there are numerous ways in which we may spot vulnerability. Again these include
but are not limited to:
• Asking irrelevant and unrelated questions
• Signs of forgetfulness
• Unable to read and understand the thank you pack and other information
• Fidgeting and unusual movements
• Responding with “yes” without clearly understanding- cutting you off in the question
• Taking time and difficulty in responding
• Repeating questions
• Waffling and going massively off the subject
• Saying they’re not well
• Breathlessness, light-headedness, heavy coughing and signs of ill health
• People commenting that someone else deals with finances
• Donating an unexpectedly large gift for no apparent reason
• Slurring words or looking under the influence of drugs and/or alcohol
If it becomes apparent that one of our fundraisers has signed up a vulnerable person, the sign up
will be cancelled. We will also send a no cold calling sticker if requested to make sure we do not
knock that house again.
At every point we will continue to check to make sure we avoid signing up anyone who could be
considered vulnerable. Fundraisers will take care to make everyone completely aware of what they
are signing up for. Welcome callers will then take care to make sure that the donor isn’t
vulnerable.
Procedures
It is important that you report any concerns to a line manager straight away. We always urge
caution but if you can’t pinpoint anything specific that warrants not signing someone up then it is
important we know about it.
Report it immediately.
From then we can note it down and at every point of contact we can make our own judgements on
if the member of public is vulnerable.
Should there be any indications that the person is vulnerable, we can show that you have acted
correctly and ethically in flagging any potential problems.
I can confirm that I understand and will abide by the rules and practices set in this document.
Name: ……………………………………………………………..
…………………... Date: ….……………………………..
Signed: ………………….……………..
Fraud Policy
Reputation and trust are everything to our clients and to us. If fraud is committed, both are seriously undermined. To
protect both, SMILE Fundraising Ltd operates a zero tolerance to fraud.
Fraud can take many forms, not just monetary. Any attempt to deliberately circumvent SMILE Fundraising Ltd’s
processes or policies for personal benefit or gain is regarded by SMILE Fundraising Ltd’s Management as fraud.
Examples of fraud are as follows:








A fundraiser signing up him/herself, family, friends or neighbours to support a charity.
Encouraging another canvasser to sign up to support a charity.
Encouraging a supporter to change their DOB in order to meet the age qualification criteria.
Encouraging a supporter to sign up for less than 12 months.
Encouraging a supporter to cancel an existing charity donation in order to clinch a new sign up.
Collecting cash.
Manufacturing fictitious information, or altering information without the express permission of the
supporter, on a pledge form.
Repeated misrepresentation of a charity’s cause in order to secure a sign up.
The above list is not exhaustive and because of the seriousness of the above offences Smile Fundraising Ltd will insist
on the immediate termination of the contract of any fundraiser who we regard as being responsible for or party to
any incidence of fraud. The Charity will also be notified within 48 hours of the allegation first coming to light or
immediately after any investigation has taken place that takes longer than 48 hours.
In addition, to minimise the potential financial liability that could arise from an incident of fraud, SMILE Fundraising
Ltd reserves the following rights:




To withhold all further payments to the offending fundraiser, and where relevant the sub-contracted agency,
for all verified supporters who have been signed up by the offending fundraiser, but have not been
processed through SMILE Fundraising Ltd invoicing systems.
To take legal action to recover any monies which have been previously paid as a result of fraudulent activity
conducted by a fundraiser.
To report the fundraiser to the police in order to instigate criminal proceedings.
Zero tolerance to fundraisers intentionally not assisting or hindering in the investigation process.
Employee Name
Employee Signature
Date
...............................
...............................
...............................
Complaint Policy
Complaints definition
Level 1: FR has unintentionally misinformed a member of the public.
Level 2: FR has unintentionally caused annoyance to member of the public.
Level 3: FR has intentionally misinformed a member of the public without meaning to cause harm.
Level 4: FR has reacted badly, or purposely given a bad attitude to a member of the public without
meaning to cause harm.
Level 5: FR has maliciously misinformed a member of the public, fully understanding the
consequences of their actions.
Level 6: FR has maliciously caused distress to a member of the public, fully understanding the
consequences of their actions.
Actions Taken
Level 1: Any breaches will result in a conversation between the FR and their line manager,
retraining with management and a review from management to stop the incident becoming a
regular occurrence. Any 3 breaches of the same issue will be upgraded to a Level 3 complaint.
Level 2: Any breaches will result in a conversation between the FR and their line manager,
retraining with management and a review from management to see if the behaviour can be
changed. Any 3 breaches of the same issue will be upgraded to a Level 3 complaint.
Level 3: Any breaches will result in appropriate disciplinary action ranging from a verbal warning to
a final written warning. Repeat offences of these will be upgraded to Level 5 complaint.
Level 4: Any breaches will result in appropriate disciplinary action ranging from a verbal warning to
a final written warning and a review from management to see if the behaviour can be changed.
Repeat offences of these will be upgraded to a Level 6 complaint.
Level 5: Any breaches will result in dismissal unless there are severe extenuating circumstances
involved.
Level 6: Any breaches will result in dismissal unless there are severe extenuating circumstances
involved.
I can confirm that I understand and will abide by the rules and practices set in this document.
Name: ……………………………………………………………..
…………………... Date: ….……………………………..
Signed: ………………….……………..
PRIVACY NOTICE
SMILE Fundraising Ltd is committed to protecting the privacy and security of your personal information and we will
always treat you and your data with the respect you deserve.
This Privacy Notice covers how we collect, use, store and disclose the data that you supply to us and your rights
about data that we hold about you. It applies to current and former employees, workers, volunteers, interns and
contractors and does not form part of any contract of employment or other contract to provide services. For more
information please contact the Data Protection Manager – David Yearnshire who will provide you with our Data
Protection Policy.
THE INFORMATION WE COLLECT FROM YOU
Personal individual information means any information about an individual from which that person can be
identified. It does not include data where the identity has been removed (anonymous data). We will collect, store,
and use the following categories of personal information about you:
PC - Personal contact details such as name, title, addresses, telephone numbers, and personal email addresses.
DOB - Date of birth.
G - Gender.
MSD - Marital status and dependants.
NOK - Next of kin and emergency contact information.
NI - National Insurance number.
FI - Bank account details, payroll records, travel logs and expenses and tax status information.
EB - Salary, annual leave, pension and benefits information.
SD - Start date.
WL - Location of employment or workplace.
DVLA - Access to your DVLA portal.
RI - Recruitment information (including copies of right to work documentation, passport, references and other
information included in a CV or cover letter or as part of the application process).
ER - Employment records (including job titles, work history, working hours, training records and professional
memberships).
COM - Compensation history.
PER - Performance information.
DG - Disciplinary and grievance information.
CCTV - CCTV footage and other information obtained through electronic means such as swipecard records.
ICS - Information about your use of our information and communications systems.
P - Photographs.
We may also collect, store and use “special categories” of more sensitive personal data which require a higher
level of protection:
HR - Information about your health, including any medical condition, health and sickness records (including
Occupational Health records).
A - Absence notes.
TU - Trade union membership.
GI - Genetic information and biometric data.
CC - Information about criminal convictions and offences.
How the information is collected
We collect personal information through the application and recruitment process, either directly from candidates or
sometimes from an employment agency. We may sometimes collect additional information from third parties
including former employers or other background check agencies. We may collect additional personal information in
the course of job-related activities throughout the period of you working for us.
When we will use your personal information
We need all the categories of information identified above primarily to allow us to perform our contract with you[*]
and to enable us to comply with legal obligations[**]. In some cases we may use your personal information to pursue
legitimate interests of our own or those of third parties[***] (provided your interests and fundamental rights do not
override those interests). We will process your personal information as follows, the asterisks show the purpose for
processing:
Purpose
Making a decision
appointment.
Type of data
PC, RI, ER
Lawful basis
***
Determining the terms on which you work for us.
EB, SD, PC, RI, ER
***
Checking you are legally entitled to work in the UK.
PC, DOB, NI, DVLA
**
Paying you and, if you are an employee, deducting tax
and National Insurance contributions.
PC, NI, FI, SD
** *
Liaising with your pension provider.
PC, DOB, NI, EB, SD
*
Administering the contract we have entered into with
you.
PC, NOK, NI, FI, EB,
SD, WL, PER, DG
*** *
Business management and planning, including
accounting and auditing.
PC, DOB, G, NI, FI, EB,
SD, WL, PER, DG, ICS,
HR, TU
PC, EB, SD, WL, PER,
DG, CCTV, ICS
***
PC, FI, EB, SD, WL, RI,
ER, PER, DG, CCTV, ICS
PC, RI, ER, PER, DG
*** *
PC, PER, DG, CCTV, ICS
*** *
about
your
recruitment
or
Conducting performance reviews, managing
performance and determining performance
requirements.
Making decisions about salary reviews and
compensation.
Assessing qualifications for a particular job or task,
including decisions about promotions.
Gathering evidence for possible grievance or
disciplinary hearings.
*** *
*** *
Making decisions about your continued employment or
engagement.
PC, PER, DG, CCTV, ICS
Making arrangements for the termination of our
working relationship.
Education, training and development requirements.
Dealing with legal disputes involving you, or other
employees, workers and contractors, including
accidents at work.
Ascertaining your fitness to work and managing sickness
absence.
PC, NI, FI, EB, PER, DG
*** *
PC, ER, PER, DG
PC, FI, EB, COM, PER,
DG, CCTV, ICS, P, HR,
A, GI
PC, DOB, G, MSD, NOK,
WL, PER, DG, CCTV,
ICS, P, HR
PC, NOK, WL
*** *
***
PC, NI, FI, DVLA, RI,
ER, GI
PC, CCTV, ICS
***
PC, CCTV, ICS
***
PC, DOB, G, MSD, HR
***
Complying with health and safety obligations.
To prevent fraud.
To monitor your use of our information and
communication systems to ensure compliance with our
IT policies.
To ensure network and information security, including
preventing unauthorised access to our computer and
electronic communications systems and preventing
malicious software distribution.
To conduct data analytics studies to review and better
understand employee retention and attrition rates.
*** *
** *
***
Please refer to our Data Protection Policy, in the Team Handbook which provides more detail on how we collect your
data, the basis on which we hold it and how we store, use and destroy it.
Failure to provide information
If you fail to provide certain information when requested, we may not be able to perform the contract we have
entered into with you (such as paying you or providing employee benefits), or we may be prevented from complying
with our legal obligations (such as to ensure the health and safety of our workers).
SENSITIVE PERSONAL INFORMATION
“Special categories” of particularly sensitive personal information require higher levels of protection. We may
process special categories of personal information in the following circumstances:
1. In limited circumstances, with your explicit written consent.
2. Where we need to carry out our legal obligations and in line with our Data Protection Policy.
3. Where it is needed in the public interest, such as for equal opportunities monitoring, and in line with our Data
Protection Policy.
4. Where it is needed to assess your working capacity on health grounds, subject to appropriate confidentiality
safeguards.
Less commonly, we may process this type of information where it is needed in relation to legal claims or where it is
needed to protect your interests (or someone else’s interests) and you are not capable of giving your consent, or
where you have already made the information public. We may also process such information about employees or
former employees in the course of legitimate business activities with the appropriate safeguards.
Our obligations as an employer
We will use your particularly sensitive personal information in the following ways:
•
We will use information relating to leaves of absence, which may include sickness absence or family related
leaves, to comply with employment and other laws.
•
We will use information about your physical or mental health, or disability status, to ensure your health and
safety in the workplace and to assess your fitness to work, to provide appropriate workplace adjustments, to
monitor and manage sickness absence and to administer benefits.
•
We will use information about your race or national or ethnic origin, religious, philosophical or moral beliefs,
or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting.
•
We will use trade union membership information to pay trade union premiums, register the status of a protected
employee and to comply with employment law obligations.
Your duty to inform us of changes
It is important that the personal information we hold about you is accurate and current, so please let us know if
your information changes.
DISCLOSURE/DATA SHARING
We may have to share your data with third parties, including third-party service providers (including contractors and
designated agents); other entities in the group; in the context of a sale of the business; or with a regulator or to
otherwise comply with the law; our insurers and/or professional advisers to manage risks legal disputes. The following
activities are carried out by third-party service providers: payroll, pension administration, and HR services.
We do this where required by law; where it is necessary to administer the working relationship with you; or where
we have another legitimate interest in doing so.
We require third parties to respect the security of your data and to treat it in accordance with the law.
DATA RETENTION
We must store most of your HR data for a period of at least 6 years following the termination of your employment;
some personal financial data will be destroyed after 2 years; Health and Safety information must be held for a
minimum of 40 years.
YOUR RIGHTS
Your rights in connection with personal information
Under certain circumstances, by law you have the right to:
•
•
•
•
•
•
Request access to your personal information (commonly known as a “data subject access request”). This enables
you to receive a copy of the personal information we hold about you and to check that we are lawfully processing
it. Please refer to our DSAR Procedure for more information.
Request correction of the personal information that we hold about you. This enables you to have any
incomplete or inaccurate information we hold about you corrected.
Request erasure of your personal information. This enables you to ask us to delete or remove personal
information where there is no good reason for us continuing to process it. You also have the right to ask us to
delete or remove your personal information where you have exercised your right to object to processing (see
below).
Object to processing of your personal information where we are relying on a legitimate interest (or those of a
third party) and there is something about your particular situation which makes you want to object to processing
on this ground. You also have the right to object where we are processing your personal information for direct
marketing purposes.
Request the restriction of processing of your personal information. This enables you to ask us to suspend the
processing of personal information about you, for example if you want us to establish its accuracy or the reason
for processing it.
Request the transfer of your personal information to another party.
Right to withdraw consent
In the limited circumstances where you may have provided your consent to the collection, processing and transfer of
your personal information for a specific purpose, you have the right to withdraw your consent for that specific
processing at any time. Please contact the person responsible for Data Protection in our Company.
COMPLAINTS & QUESTIONS
If you have any questions about this privacy notice or how we handle your personal information, please contact the
person responsible for Data Protection in our Company. If we have breached our duty of care, we will take appropriate
action.
If you are not satisfied by our response you also have the right to make a complaint at any time to the Information
Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (Email: casework@ico.org.uk)
CHANGES TO THIS PRIVACY NOTICE
We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice
when we make any substantial updates. We may also notify you in other ways from time to time about the processing
of your personal information.
I have read and understood the above notice:
Signature
Name
Date
……………………………………………………………… ……………………………………………………………………… ……………………………………