Ambassador Code of Conduct

She Sharp Charitable Trust

New Zealand Registered Charity No. CC57025

Website: shesharp.org.nz
Contact: governance@shesharp.org.nz

Purpose: This Code of Conduct informs volunteers and ambassadors on the standards of conduct required when representing She Sharp.

Agreement

The purpose of this Code of Conduct is to inform volunteers on the standards of conduct required. Volunteers are expected to act honestly, conscientiously, reasonably and in good faith at all times when carrying out their duties and in their relationships or interactions with other people.

Effective Date: This agreement is effective from the date of joining our organisation.

Expected Behaviours

At all times, we expect volunteers to:

Professional Standards

• Be present at the agreed times and tell us if you are not able to volunteer
• Carry out duties and responsibilities in a safe, efficient and competent way
• Maintain a good standard of dress and attire
• Comply with lawful and/or reasonable direction, instructions and policies

Confidentiality & Resources

• Respect the privacy of individuals and the organisation and only use confidential information for the purposes for which it was intended
• Neither use, nor allow the use of, our organisation's property, resources, information, intellectual property or funds other than for authorised purposes
• Maintain the confidentiality of any information obtained while volunteering

Safety Procedures

• Keep yourself and others safe at all times
• Notify the organisation about hazards or potential hazards in the working environment and event venues
• Notify the organisation about any accident, incident or property damage
• Comply with New Zealand laws and regulations

Prohibited Behaviours

Volunteers will not:

Organisational Integrity

• Create any liability for our organisation without authorisation
• Act in a way that may bring our organisation into disrepute (including use of brand, IP, email, social media, data, and other internet sites, engaging with media etc.)
• Seek or accept any offers, gifts, rewards or benefits

Personal Conduct

• Engage in any activity that may or causes physical or mental harm of another person (such as verbal abuse, physical abuse, assault, sexual or racial harassment, bullying)
• Be affected by alcohol, medication or non-prescription drugs while volunteering
• Provide a false or misleading statement, declaration or claim

Property & Legal Compliance

• Falsify or change any documents or records
• Engage in any activity that may damage both our tangible and intangible property
• Have unauthorised possession of property belonging to anyone else
• Engage in criminal activity in our workplace and event venues

Conflicts of Interest

Volunteers should avoid situations that may lead to conflicts of interest (potential, actual or perceived) by:

• Consulting with your director/trustee/manager/supervisor before undertaking other roles in organisations whose goals, purposes or activities conflict with our organisation
• Making sure your other commitments do not conflict with the performance of your duties at our organisation
• Advising your director/trustee/manager/supervisor immediately if a conflict of interest exists, occurs or could possibly occur
• Notifying the organisation where personal interests or obligations conflict with responsibilities of the position, meaning independence, objectivity or impartiality may be questioned

Important: Failure to disclose conflicts of interest may result in investigative and disciplinary action.

Data Protection

We all have a responsibility to ensure individuals and other organisations can trust us. Through our roles you may come into contact with information about people and our organisation that we need to keep confidential.

How organisations collect, manage and work with people's information is covered by the Privacy Act 1993, which has been subsequently strengthened by the Privacy Act 2020.

In your role as a Volunteer, you will have contact with Personally Identifiable Information ('PII') and Sensitive Personal Information ('SPI').

Key Principles

• Information should only be gathered from individuals that are specifically needed for any given purpose
• Those who collect data need robust procedures to ensure it is held in a safe and secure format
• We owe a duty of confidentiality to the people we hold information about
• Access to information is restricted to those who 'need to know'

When in doubt: Please speak to the organisation director/trustee/manager/supervisor about data protection procedures and requirements.

Breaches of the Code of Conduct

We expect all of our staff and volunteers to follow this Code of Conduct, and the standards and behaviours contained within it.

Potential Consequences

• Notification of unacceptable behaviour and warning
• Immediate end to volunteer services
• Disciplinary action up to and including dismissal
• Required and reasonable legal action

Should any staff member or volunteer fail to comply with this Code of Conduct, prompt steps will be taken to resolve the matter. Any breach of these requirements may be subject to disciplinary action.

Declaration

I have read and understand the information in this document, and I agree to follow the Code of Conduct. I commit to helping safeguard the rights and dignities of all people, organisations and stakeholders I encounter during my volunteer service.

Next Steps: Please scan & send the completed form to governance@shesharp.org.nz so that we have both the paper & electronic copies of the signed form in our records for compliance with the due diligence and governance of our registered charitable trust.

Thank you for joining our team.