Volunteer Policy / Volunteer Terms & Conditions

1. Purpose

Shyamsharanam Skills and Livelihood Foundation (“SSLF”, “Foundation”, “we”, “us” or “our”) welcomes individuals who wish to contribute their time, skills, knowledge and effort towards charitable and social-impact activities.

This Volunteer Policy / Volunteer Terms & Conditions (“Volunteer Policy”) sets out the general terms applicable to individuals who express interest in volunteering with SSLF through its website or other authorised channels.

This Policy is intended to establish a clear understanding of the nature of volunteering, volunteer responsibilities, expected conduct, information handling and other relevant conditions.

2. Nature of Volunteering

Volunteering with SSLF is intended to be a voluntary, non-employment engagement.

Unless expressly stated in a separate written agreement:

• a volunteer is not an employee of SSLF;
• volunteering does not create an employer-employee relationship;
• volunteering does not create a partnership, agency or joint-venture relationship;
• a volunteer is not entitled to salary or employment benefits merely because they volunteer;
• volunteering does not guarantee future employment with SSLF; and
• volunteer participation does not create any ownership or management rights in SSLF.

3. Volunteer Opportunities

Depending upon organisational requirements, SSLF may offer or facilitate volunteer opportunities in areas such as:

• education and digital literacy;
• skill development;
• AI and digital skills initiatives;
• employability and career-support activities;
• women empowerment;
• youth development;
• rural development;
• community outreach;
• social welfare activities;
• awareness campaigns;
• programme support;
• research and surveys;
• documentation and communication;
• events and community activities; and
• other lawful charitable activities undertaken by SSLF.

The availability, location, duration and nature of volunteer opportunities may vary.

4. Volunteer Application

Individuals interested in volunteering may be required to submit information through an SSLF website form, application process or other authorised channel.

Information may include:

• name;
• contact details;
• location;
• educational background;
• skills and experience;
• areas of interest;
• availability;
• resume/CV, where applicable; and
• other information reasonably required for volunteer assessment and coordination.

Submission of a volunteer application does not guarantee acceptance or selection.

5. Selection and Acceptance

SSLF may review volunteer applications based on factors including:

• programme requirements;
• volunteer skills;
• availability;
• location;
• experience;
• age or other eligibility requirements, where applicable;
• programme capacity; and
• other organisational considerations.

SSLF reserves the right to accept, decline, defer or place a volunteer application at its discretion, subject to applicable law.

6. Volunteer Eligibility

Eligibility requirements may differ depending upon the nature of the volunteer activity.

Certain activities may require:

• specific skills;
• minimum age;
• relevant experience;
• background or identity verification;
• educational qualifications;
• physical or other capabilities relevant to the activity; or
• additional documentation.

Where an activity involves children, vulnerable persons, sensitive information, field activities or other higher-risk circumstances, SSLF may apply additional requirements.

7. Volunteer Responsibilities

Volunteers are expected to:

• perform assigned responsibilities honestly and responsibly;
• follow reasonable instructions provided by authorised SSLF representatives;
• treat beneficiaries, staff, partners and other volunteers with dignity and respect;
• maintain appropriate professional and ethical conduct;
• protect confidential information;
• respect programme rules and procedures;
• use SSLF resources responsibly;
• avoid misrepresenting their authority or relationship with SSLF; and
• immediately report any serious concern, incident, safeguarding issue or suspected misconduct to SSLF.

8. Code of Conduct

Volunteers must not engage in conduct that may harm beneficiaries, SSLF, other volunteers, partners or the public.

Volunteers must not:

• harass, threaten or discriminate against any person;
• engage in abusive or inappropriate behaviour;
• misuse SSLF's name, logo or identity;
• collect donations without express authorisation;
• make unauthorised commitments on behalf of SSLF;
• misrepresent themselves as an employee, director or authorised spokesperson of SSLF;
• misuse confidential information;
• use programme information for unlawful purposes;
• engage in fraudulent activities; or
• engage in any other unlawful or seriously inappropriate conduct.

9. Representation of SSLF

A volunteer may represent themselves as a volunteer of SSLF only to the extent authorised by SSLF.

Volunteers must not independently:

• sign contracts on behalf of SSLF;
• make financial commitments on behalf of SSLF;
• issue official statements;
• make public policy statements on behalf of SSLF;
• collect donations;
• promise employment or programme benefits;
• commit SSLF to any partnership; or
• represent that they have authority they have not been given.

Only persons specifically authorised by SSLF may make official commitments or representations on behalf of the Foundation.

10. Donation and Fundraising Activities

Volunteers may not collect donations on behalf of SSLF unless expressly authorised by SSLF.

An authorised volunteer involved in fundraising must follow SSLF's applicable instructions and donation procedures.

Volunteers must not request donors to transfer funds to:

• personal bank accounts;
• personal wallets;
• unauthorised UPI IDs;
• unauthorised payment channels; or
• any other account not officially approved by SSLF.

Any suspected misuse of SSLF's name or donation process should be reported immediately.

11. Confidentiality

Volunteers may receive access to confidential or sensitive information relating to:

• beneficiaries;
• students or programme participants;
• donors;
• employees;
• partners;
• programme activities;
• internal communications; or
• other organisational information.

Volunteers must not disclose, copy, publish, misuse or distribute confidential information except as authorised by SSLF or required by law.

This obligation may continue after the volunteer's participation ends.

12. Personal Data and Privacy

Where volunteers have access to personal information, they must handle such information responsibly and only for authorised purposes.

Volunteers must not:

• copy personal information unnecessarily;
• share beneficiary or donor information without authorisation;
• store sensitive information on unauthorised personal systems;
• publish personal information on social media without permission; or
• use personal information for personal or commercial purposes.

The processing of personal information by SSLF is governed by SSLF's Website & External Privacy Policy and applicable law.

13. Photographs, Videos and Social Media

Volunteers may participate in activities where photographs or videos are taken for legitimate organisational, programme, documentation, awareness or communication purposes.

Volunteers must not independently photograph, record or publish identifiable beneficiaries, children, vulnerable persons or sensitive programme information without appropriate authorisation.

Volunteers should follow SSLF's instructions regarding photography, videography, social media and public communication.

14. Children and Vulnerable Persons

Certain SSLF programmes may involve children, women, persons with disabilities, elderly persons, rural communities or other vulnerable groups.

Volunteers participating in such activities are expected to maintain appropriate professional boundaries and respectful conduct.

Volunteers must not:

• engage in inappropriate physical or verbal conduct;
• exploit or abuse any beneficiary;
• request inappropriate personal information;
• establish inappropriate private relationships with beneficiaries;
• share beneficiary information without authorisation; or
• engage in any conduct that may place a beneficiary at risk.

Any safeguarding concern should be reported to SSLF immediately.

15. Health, Safety and Field Activities

Certain volunteer activities may involve travel, field visits, community interaction, training centres or other physical environments.

Volunteers are responsible for following reasonable safety instructions provided by SSLF.

Volunteers should inform SSLF in advance of any relevant accessibility or participation requirement that may affect their ability to safely perform a particular activity.

SSLF may modify, restrict or discontinue a volunteer assignment where reasonably necessary for health, safety, safeguarding or operational reasons.

16. Volunteer Expenses

Unless expressly agreed in writing, volunteers should not assume that SSLF will reimburse personal expenses incurred during volunteering.

Any reimbursement of:

• travel;
• accommodation;
• food;
• communication;
• materials; or
• other expenses,

shall be subject to prior approval, applicable procedures, availability of funds and submission of required supporting documents.

Unauthorised expenses may not be reimbursed.

17. Volunteer Certificate or Acknowledgement

Where SSLF chooses to provide a volunteer certificate, letter, acknowledgement or participation document, its issuance may depend upon:

• completion of the relevant volunteer activity;
• duration of participation;
• conduct;
• attendance;
• contribution; and
• other applicable requirements.

A volunteer certificate does not constitute an employment certificate unless expressly stated otherwise.

SSLF does not guarantee that every volunteer will receive a certificate.

18. No Employment Guarantee

Volunteering with SSLF does not guarantee:

• employment with SSLF;
• employment with any partner;
• internship;
• placement;
• salary;
• scholarship;
• certification; or
• any other future opportunity.

A volunteer may separately apply for employment or other opportunities where available and subject to the relevant selection process.

19. Use of SSLF Property and Resources

Where SSLF provides volunteers with access to:

• computers;
• equipment;
• documents;
• training materials;
• premises;
• accounts;
• software;
• identification materials; or
• other organisational resources,

such resources must be used responsibly and only for authorised purposes.

Volunteers may be required to return SSLF property when their volunteer engagement ends.

20. Intellectual Property

Materials created or provided by SSLF, including its:

• name;
• logo;
• training materials;
• programme documents;
• designs;
• publications;
• photographs;
• videos;
• reports; and
• other proprietary materials,

may be protected by applicable intellectual property laws.

Volunteers must not reproduce, commercially exploit, distribute or modify SSLF materials without appropriate authorisation.

Where a volunteer creates materials specifically for SSLF as part of an agreed volunteer assignment, ownership and permitted use may be determined by the applicable written arrangement.

21. Conflict of Interest

Volunteers should disclose any actual or potential conflict of interest that may affect their volunteer responsibilities.

Volunteers must not use their relationship with SSLF to obtain improper personal, financial or commercial benefit.

SSLF may take appropriate steps where a conflict of interest creates a risk to beneficiaries, programmes or the Foundation.

22. Volunteer Communication

SSLF may communicate with volunteers regarding:

• volunteer opportunities;
• assignments;
• training;
• programme activities;
• scheduling;
• meetings;
• updates;
• feedback; and
• other relevant matters.

Volunteers should maintain accurate contact information and respond to important programme communications within a reasonable period.

23. Attendance and Commitment

Where a volunteer agrees to participate in a particular assignment, the volunteer is expected to make reasonable efforts to honour the agreed schedule.

Where a volunteer cannot attend or complete an assigned activity, they should inform the relevant SSLF representative as soon as reasonably possible.

Repeated absence, non-responsiveness or failure to perform agreed responsibilities may result in the volunteer assignment being discontinued.

24. Suspension or Termination of Volunteer Engagement

SSLF may suspend or end a volunteer engagement where reasonably necessary, including where:

• the programme has ended;
• the volunteer's services are no longer required;
• the volunteer repeatedly fails to meet agreed responsibilities;
• the volunteer breaches this Policy;
• there is misconduct;
• there is a safeguarding concern;
• confidential information is misused;
• SSLF's name or resources are misused;
• the volunteer provides false or misleading information; or
• other circumstances make continued participation inappropriate.

A volunteer may also withdraw from volunteering by informing SSLF.

25. Return of Information and Property

Upon completion, withdrawal or termination of a volunteer engagement, the volunteer may be required to:

• return SSLF property;
• return documents;
• delete unauthorised copies of confidential information;
• stop using SSLF's name or identity for volunteer-related purposes; and
• complete any other reasonable exit requirements.

Confidentiality and other obligations that are intended to continue after volunteering shall remain applicable.

26. Volunteer Feedback and Complaints

Volunteers are encouraged to raise concerns regarding:

• volunteer assignments;
• programme activities;
• conduct;
• safety;
• safeguarding;
• accessibility; or
• other volunteer-related matters.

Concerns may be submitted to:

info@shyamsharanam.org

SSLF may review complaints and take appropriate action based on the circumstances.

27. No Unauthorised Fundraising or Commercial Use

Volunteers must not use their association with SSLF to:

• conduct unauthorised fundraising;
• sell products or services;
• promote personal businesses;
• obtain personal financial benefits;
• seek donations for unrelated activities; or
• create commercial opportunities without SSLF's express authorisation.

28. Third-Party Opportunities

Where SSLF refers volunteers to third-party organisations, employers, institutions or programme partners, the terms of the relevant third party may also apply.

SSLF does not guarantee the conduct, services, opportunities or decisions of independently operated third parties.

29. Volunteer Application Information

Information submitted through a volunteer application may be used for:

• assessing volunteer suitability;
• communication;
• volunteer coordination;
• programme administration;
• record keeping;
• compliance; and
• other legitimate organisational purposes.

Personal information will be handled in accordance with SSLF's Website & External Privacy Policy and applicable law.

30. No Guarantee of Continuous Volunteer Opportunities

SSLF does not guarantee that volunteer opportunities will always be available.

Opportunities may depend upon:

• programme funding;
• location;
• beneficiary requirements;
• volunteer capacity;
• programme schedules;
• partner requirements;
• organisational priorities; and
• other operational factors.

31. Changes to This Policy

SSLF may update this Volunteer Policy from time to time to reflect:

• changes in volunteer programmes;
• organisational requirements;
• applicable law;
• safeguarding requirements;
• data protection requirements; or
• improvements to volunteer procedures.

The “Last Updated” date indicates the latest revision.

32. Related Policies

This Volunteer Policy should be read together with SSLF's applicable policies, including:

• Website & External Privacy Policy;
• Website Terms & Conditions / Terms of Use;
• Website Disclaimer;
• Cookie Policy / Cookie Notice; and
• other applicable programme or safeguarding requirements.

33. Governing Law and Jurisdiction

This Volunteer Policy shall be governed by and interpreted in accordance with the laws applicable in India.

Subject to applicable law, disputes relating to this Policy shall be subject to the jurisdiction of the competent courts at Prayagraj, Uttar Pradesh, India.

34. Severability

If any provision of this Volunteer Policy is determined to be invalid, unlawful or unenforceable, the remaining provisions shall continue to remain effective to the extent permitted by applicable law.

35. No Waiver

Failure by SSLF to enforce any provision of this Volunteer Policy at any particular time shall not constitute a waiver of its right to enforce that provision subsequently.

36. Contact Information

For volunteer-related questions, applications, concerns or assistance:

Shyamsharanam Skills and Livelihood Foundation (SSLF)