Privacy Notice

1. Preamble and Parties

This Volunteer Agreement ("Agreement") is entered into between WE THE LEADERS FOUNDATION, a Non Profit Organization registered in India and operating under the vision "Empowering Youth | Nurturing Leaders, Building Positive Change Together" (hereinafter referred to as "THE FOUNDATION") having its registered office at the address stated above, and the individual whose particulars are provided during online registration (hereinafter referred to as "THE VOLUNTEER").

This Agreement sets out the terms, responsibilities, protections and policies that govern the Volunteer's engagement with the Foundation including the Volunteer Protection Policy, Safeguarding Policy, Prevention of Sexual Harassment (POSH) Policy, Women Empowerment Commitment, Training and Capacity-Building Programme and Non-Disclosure Agreement (NDA) Policy described in the schedules below.

By completing online registration and ticking the confirmation checkbox, the Volunteer acknowledges having read, understood and agreed to be bound by all clauses and schedules contained herein.

2. Nature of the Relationship

• The Volunteer offers their time, skills and services to the Foundation on a voluntary, unpaid basis in furtherance of the Foundation's mission of Youth Empowerment and Leadership Development.
• This Agreement does not create an Employer–Employee relationship, Contract of Service, or Contract of Agency between the Foundation and the Volunteer. No wages, salary or other employment benefits shall arise from this Agreement.
• The Volunteer may be reimbursed for pre-approved, reasonable and documented out-of-pocket expenses incurred in the course of volunteering where the Foundation's reimbursement policy permits.
• Either party may terminate this Agreement in accordance with Clause 17 (Termination).

3. Volunteer Role, Duties and Working Arrangements

The Volunteer's specific role, duties, reporting line, expected working hours and duration of engagement shall be as set out during online registration and as communicated to the Volunteer by the Foundation (see Schedule A).

The Foundation reserves the right to reasonably modify the Volunteer's role in consultation with the Volunteer having regard to organizational needs and the Volunteer's skills and availability.

• The Volunteer shall perform assigned duties with diligence, honesty and in keeping with the Foundation's values and Code of Conduct (Schedule B).
• The Volunteer shall not be assigned tasks beyond their training, competence or stated capabilities and may raise concerns about role-fit with the designated Volunteer Coordinator.
• The Volunteer shall comply with applicable Foundation policies, supervisory instructions and safety protocols at all times.

4. Rights and Responsibilities of the Volunteer

4.1 Rights of the Volunteer

• To a safe, respectful and non-discriminatory environment in which to volunteer.
• To clear information about their role, duties and expectations.
• To appropriate induction, training and supervision.
• To raise concerns, grievances or complaints without fear of retaliation.
• To confidentiality regarding their personal data, subject to Clause 11 (Data Protection).
• To recognition of their contribution and where applicable, a certificate of volunteering service.

4.2 Responsibilities of the Volunteer

• To act with integrity, respect and professionalism in all interactions with beneficiaries, staff, fellow volunteers, donors and the public.
• To maintain confidentiality of sensitive information as set out in Schedule E (NDA Policy).
• To comply with the Foundation's Code of Conduct, Safeguarding Policy, POSH Policy, and health and safety instructions.
• To attend mandatory induction and training sessions relevant to their role.
• To promptly report any safety hazard, incident, suspected misconduct or safeguarding concern.
• Not to act or purport to act on behalf of the Foundation beyond the scope of their assigned role without prior written authorization.

5. Code of Conduct

All volunteers are expected to uphold the following standards of conduct, which form Schedule B of this Agreement:

• Treat all beneficiaries, colleagues and stakeholders with dignity, courtesy and respect, irrespective of gender, caste, religion, disability, sexual orientation or socio-economic background.
• Maintain zero tolerance for any form of abuse, harassment, exploitation, discrimination or bullying.
• Avoid conflicts of interest; disclose any personal, financial or familial interest that may affect impartiality.
• Refrain from the use of alcohol, tobacco or any intoxicating substance while performing volunteering duties.
• Use Foundation property, funds and resources responsibly and solely for authorized purposes.
• Refrain from making unauthorized statements to media or on social media on behalf of the Foundation.
• Immediately disclose any criminal charge, investigation or conviction that may be relevant to their volunteering role, particularly where the role involves contact with children or vulnerable persons.

6. Safeguarding Policy

Given that the Foundation's programs are centered on Youth and may involve engagement with Children, Young People, Women and other vulnerable groups, all volunteers are bound by the following Safeguarding Policy (Schedule C):

• Prevention of Harm: Volunteers must never engage in any act of physical, emotional, sexual or verbal abuse, exploitation or neglect of any beneficiary, particularly minors and vulnerable individuals.
• One-on-One Contact: Wherever practicable, volunteers should avoid being alone with a minor beneficiary in an unsupervised, closed setting; programs should be designed with visible, open and accountable supervision arrangements.
• Safe Recruitment: Volunteers working directly with children or vulnerable adults shall undergo identity verification, reference checks and where appropriate and legally permissible, police verification prior to commencing such roles.
• Risk Assessment: A risk assessment shall be conducted for activities involving vulnerable groups, fieldwork or travel and appropriate mitigation measures put in place before the activity commences.
• Reporting Obligation: Any volunteer who witnesses, suspects or receives a report of abuse or safeguarding concern must report it immediately to the Foundation's designated Safeguarding Officer, in writing to info@wetheleader.org, using the procedure in Schedule F (Grievance and Reporting Mechanism).
• Photography and Media: Images or stories of beneficiaries, particularly children, shall only be used with appropriate consent and in a manner that protects their dignity and privacy.
• Non-Retaliation: No volunteer shall be penalized, demoted or removed for raising a good-faith safeguarding concern.

7. Prevention of Sexual Harassment (POSH) Policy

In keeping with the spirit of the Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Act, 2013, the Foundation extends the protections of its POSH Policy (Schedule D) to all volunteers, recognizing that the Act's definition of "workplace" may extend to volunteering activities and locations.

• Zero Tolerance: The Foundation maintains a Zero-Tolerance Approach to Sexual Harassment in any form, whether Physical, Verbal, Non-Verbal, or Online, occurring during volunteering activities at Foundation premises, during the fieldwork or arising out of or in the course of the Foundation-organized events.
• Definition: Sexual Harassment includes unwelcome sexually determined behaviour such as Physical Contact, Demands or Requests for Sexual Favours, Sexually Coloured Remarks, Showing Pornography and any other Unwelcome Physical, Verbal or Non-Verbal Conduct of a sexual nature.
• Access to Internal Committee: Volunteers shall have access to the Foundation's Internal Complaint Committee (ICC) constituted under the POSH Act, or an equivalent designated complaints mechanism, to report incidents of sexual harassment. Complaints may be submitted to info@wetheleader.org for confidential routing to the Committee.
• Confidential Complaint Process: All complaints shall be handled confidentially with a fair, time-bound inquiry and appropriate disciplinary action taken against persons found responsible which may include termination of the volunteering relationship.
• Protection from Retaliation: No volunteer who raises a complaint in good faith or who participates in an inquiry shall face retaliation, victimization or adverse treatment.
• Awareness and Training: All volunteers shall undergo mandatory POSH awareness training as part of induction, covering rights, responsibilities and the complaint procedure.

8. Women Empowerment Commitment

Consistent with the Foundation's mission of nurturing leaders and building positive change, the Foundation is committed to advancing Gender Equality and Women's Empowerment through its volunteering programme:

• Equal Opportunity: Women volunteers shall have equal access to leadership roles, training opportunities, decision-making positions, and recognition within the Foundation, on par with their male counterparts.
• Safe Participation: The Foundation shall ensure safe transportation, appropriate facilities, and supervision arrangements to enable women volunteers to participate fully in fieldwork and outreach activities.
• Capacity Building: The Foundation shall, where resources permit, provide targeted leadership and skill-development programs for women and girl beneficiaries and volunteers in furtherance of its youth empowerment mission.
• Representation: The Foundation shall endeavour to maintain fair representation of women in its Volunteer Coordination team, Internal Complaint Committee (ICC) and Safeguarding structures.
• Non-Discrimination: No volunteer shall be denied a role, opportunity or benefit on the basis of gender, marital status or pregnancy.

9. Health, Safety, and Wellbeing

• The Foundation shall conduct Risk Assessments prior to volunteer activities, particularly fieldwork, and shall communicate identified risks and mitigation measures to volunteers.
• Necessary safety equipment, instructions and supervision shall be provided for activities that carry inherent risk.
• The Foundation shall maintain basic first-aid facilities at events and activities it organizes, and shall establish emergency response and evacuation procedures.
• Safe transportation arrangements shall be made for fieldwork or off-site activities organized by the Foundation.
• Volunteers undertaking fieldwork or remote assignments shall provide emergency contact details, follow check-in protocols and adhere to communication procedures established by the Volunteer Coordinator.
• Volunteers are encouraged to disclose any medical condition relevant to their safety during volunteering activities, on a confidential basis.
• Where appropriate to the nature and risk of the role, the Foundation may arrange or recommend Personal Accident, Medical, Public Liability or Travel Insurance Cover for volunteers.

10. Training and Capacity-Building Programme

As part of its commitment to nurturing leaders, the Foundation shall provide a Structured Training Programme (Schedule G), which shall ordinarily include:

• Induction Training: covering the Foundation's mission, values, Code of Conduct, Safeguarding Policy, and POSH Policy, mandatory for all volunteers prior to commencing field activities.
• Role-Specific Training: skills training relevant to the volunteer's assigned duties, including Youth Mentoring, Event Facilitation, or Program delivery as applicable.
• Safety and Emergency Training: covering first aid awareness, emergency response, and field safety protocols.
• Leadership Development Training: workshops and modules aimed at Nurturing Leadership, Communication and Team-Building Skills among volunteers and youth beneficiaries.
• Data Privacy and Confidentiality Training: covering handling of personal data and adherence to the NDA Policy.
• Refresher Training: Periodic Refresher Sessions, particularly on safeguarding and POSH, at intervals determined by the Foundation.

The Foundation shall maintain records of each volunteer's induction and training attendance.

11. Data Protection and Confidentiality

• The Foundation shall collect only such personal information from volunteers as is necessary for the purposes of Volunteer Management, Safety and Compliance.
• Volunteer records shall be stored securely with access restricted to authorized personnel on a need-to-know basis.
• The Foundation shall obtain the Volunteer's consent before using their photograph, story, or testimonial for promotional purposes and the Volunteer may withdraw such consent at any time prospectively.
• The Foundation shall comply with applicable Indian Data Protection and Privacy Laws in handling personal data of volunteers and beneficiaries.

12. Non-Disclosure Agreement (NDA) Policy

This Clause and Schedule E together constitute the Non-Disclosure Agreement binding the Volunteer:

• Confidential Information means all non-public information disclosed to or accessed by the Volunteer in the course of volunteering including but not limited to beneficiary personal data and case histories, donor and funder information, internal financial and strategic information, unpublished program designs and any information expressly designated as confidential.
• The Volunteer agrees to hold all Confidential Information in strict confidence and not to disclose it to any third party, whether during or after the term of this Agreement, except as required by law or with the Foundation's prior written consent.
• The Volunteer shall use Confidential Information solely for the purpose of performing their volunteering duties and not for personal gain or benefit of any third party.
• Beneficiary-related information, particularly concerning minors and vulnerable persons, shall be treated with heightened confidentiality and shall not be shared, photographed or discussed outside authorized reporting channels.
• This confidentiality obligation shall survive the termination of the volunteering relationship and shall continue indefinitely except for information that lawfully becomes public through no fault of the Volunteer.
• Breach of this NDA Policy may result in immediate termination of the volunteering relationship and, where the breach causes harm to the Foundation or a beneficiary, may be pursued through appropriate legal remedies available under law.

13. Grievance Mechanism and Reporting

Volunteers shall have access to a confidential, fair and timely grievance process, set out in Schedule F:

• Concerns or complaints, including safeguarding and POSH-related complaints, may be raised in writing to info@wetheleader.org or verbally with the Volunteer Coordinator, Safeguarding Officer or Internal Committee, as appropriate to the nature of the complaint.
• All complaints shall be acknowledged promptly and investigated fairly, with confidentiality maintained to the extent possible.
• Volunteers raising complaints in good faith shall be protected from retaliation.
• The Foundation shall communicate the outcome of the grievance process to the complainant within a reasonable timeframe.

14. Background Verification

Where the Volunteer's role involves direct, regular, or unsupervised contact with children or other vulnerable persons, the Foundation may, prior to commencement of such role, request identity verification, references, proof of relevant qualifications, and, where appropriate and permitted by law, police verification. The Volunteer agrees to cooperate with such reasonable verification requests.

15. Insurance

Where the nature of the volunteering activity warrants it, the Foundation shall use reasonable efforts to arrange or recommend appropriate insurance cover, including personal accident, medical, public liability, or travel insurance, as applicable. The Volunteer acknowledges that volunteering inherently carries certain risks and agrees to follow all safety instructions to minimize such risks.

16. Intellectual Property

Any materials, content, training modules, or work product created by the Volunteer specifically for and in the course of their volunteering activities for the Foundation shall belong to the Foundation, unless otherwise agreed in writing.

17. Termination

• Either the Volunteer or the Foundation may terminate this Agreement at any time, with reasonable notice where practicable, without the relationship being treated as a dismissal or resignation from employment, since no employment relationship exists.
• The Foundation may terminate this Agreement with immediate effect in cases of serious misconduct, breach of the Code of Conduct, Safeguarding Policy, POSH Policy or NDA Policy, or where continued engagement poses a risk to beneficiaries, staff or the Foundation.
• Upon termination, the Volunteer shall return all Foundation property, documents and materials in their possession and shall continue to be bound by the confidentiality obligations under Clause 12.

18. Governing Law and Jurisdiction

This Agreement shall be governed by the laws of India. Subject to applicable law, the courts at the location of the Foundation's registered office shall have jurisdiction over any disputes arising out of or in connection with this Agreement.

19. General Provisions

• Entire Agreement: This Agreement, together with its Schedules, constitutes the entire understanding between the parties regarding the volunteering relationship.
• Amendment: The Foundation may update its policies referenced herein from time to time; volunteers shall be notified of material changes.
• Severability: If any provision of this Agreement is found unenforceable, the remaining provisions shall continue in full force and effect.
• No Waiver: Failure to enforce any provision of this Agreement shall not constitute a waiver of that provision.

Schedule A: Volunteer Particulars

The Volunteer's particulars — including name, contact details, assigned role, duties, reporting line, expected working hours and duration of engagement — are those provided by the Volunteer through the Foundation's online registration form and, together with any subsequent written communication from the Foundation, form part of this Agreement.

Schedule B: Code of Conduct Acknowledgement

Summary of standards detailed in Clause 5: respect and dignity for all; zero tolerance for abuse, harassment, exploitation or discrimination; avoidance of conflicts of interest; no intoxicants while volunteering; responsible use of Foundation resources; no unauthorized media statements; disclosure of relevant criminal proceedings where the role involves contact with minors or vulnerable persons.

Schedule C: Safeguarding Policy Summary

Summary of protections and obligations detailed in Clause 6: prevention of abuse and exploitation of children and vulnerable persons; safe, supervised and accountable engagement with beneficiaries; safe recruitment including background checks where appropriate; mandatory risk assessments for relevant activities; immediate reporting of concerns to the designated Safeguarding Officer (at info@wetheleader.org); responsible use of images and stories of beneficiaries; protection from retaliation for good-faith reporting.

Schedule D: POSH Policy Summary

Summary of protections detailed in Clause 7: zero tolerance for sexual harassment in any form during volunteering activities; access to the Internal Committee or equivalent complaints mechanism (reachable at info@wetheleader.org); confidential, fair and time-bound inquiry process; protection from retaliation; mandatory POSH awareness training for all volunteers.

Schedule E: Non-Disclosure Agreement (NDA) Acknowledgement

The Volunteer acknowledges and agrees to the confidentiality obligations detailed in Clause 12, including the obligation to protect Beneficiary Data, Donor Information and Internal Foundation Information both during and after the volunteering relationship.

Schedule F: Grievance and Reporting Mechanism

Summary of the process detailed in Clause 13: complaints may be raised in writing to info@wetheleader.org, or with the Volunteer Coordinator, Safeguarding Officer or Internal Committee; complaints are acknowledged promptly, investigated fairly and confidentially, and outcomes communicated within a reasonable time; retaliation against good-faith complainants is prohibited.

Schedule G: Training Programme Summary

Summary of the training modules detailed in Clause 10: Induction Training; Role-Specific Training; Safety and Emergency Training; Leadership Development Training; Data Privacy and Confidentiality Training; periodic Refresher Training, particularly on safeguarding and POSH.

Online Acceptance and Confirmation

By ticking the confirmation checkbox during online registration, I confirm that:

I have read and understood this Volunteer Agreement, including all Schedules (Code of Conduct, Safeguarding Policy, POSH Policy, Women Empowerment Commitment, Training Programme and NDA Policy), and I agree to be bound by its terms for the duration of my engagement with WE THE LEADERS FOUNDATION.

The date and time of acceptance and the registration details submitted by the Volunteer are recorded electronically by the Foundation and, together with this checkbox confirmation, constitute the Volunteer's acceptance of this Agreement. No physical signature is required.