Objective: To ensure transparency and objectivity in all activities, projects and structures of Australian Marist Solidarity Ltd.
Scope: This policy applies to all Directors, staff, contractors, partners, agents and volunteers that operate under the auspices of Australian Marist Solidarity Ltd.
AMS is committed to protecting and respecting the private information of all stakeholders involved in the activities and projects of the organisation. .AMS is bound by the Privacy Act 1988 (Commonwealth), which sets out a number of principles concerning the privacy of individuals. Should there be, in a specific case, any inconsistency between this policy and the Act, this statement shall be interpreted, in respect of that case, to give effect to, and comply with the legislation.
As an international development agency that raises funds through donations, AMS is committed to protecting the privacy of donors. AMS will only use relevant personal information within the internal processes of the organisations for the purposes of processing donations, providing information or any purpose related to the work of AMS. AMS will not share the personal information of donors to any party without the express or implied permission of the individual, or where sharing is otherwise required or permitted by law, or where this is necessary on a temporary basis to enable our contractors to perform specific functions. Permission will be sought on each occasion that information is requested to be shared. AMS takes reasonable steps to ensure that these external parties are bound by confidentiality and privacy obligations in relation to the protection of your personal information.
AMS stresses the importance of ensuring that the use of images and messages portraying women and men, boys and girls in the communications and publications of AMS respects the dignity, values, history, religion and culture of the people portrayed. Images and messages of women and men, boys and girls will be presented in a dignified, respectful manner, portraying people as equal partners in the development process. Images and messages will honestly portray the diversity of local people including age, disability and other marginalised groups. Images and messages will honestly convey the context and complexity of the situations in which local people live. Key figures in images will be informed of what the image is being used for and if possible, their permission obtained. Origins of any images used will be known and any necessary permissions, including copyright releases, be held. Care will be taken to ensure that the identification of or use of images of local people will not endanger the people the images portray.
AMS employs appropriate technical, administrative and physical procedures to protect personal information from unauthorised disclosure, loss, misuse or alteration. AMS limits access to personal information to individuals with a business need consistent with the reason the information was provided. AMS keeps personal information only for as long as it is required for business purposes or by the law.
AMS acknowledges the right of individuals to access their personal information, subject to exceptions allowed by law. From time to time, AMS may use customer information for new, unanticipated uses not previously disclosed in the privacy notice. If information practices change at some time in the future AMS will use for these new purposes only, data collected from the time of the policy change forward will adhere to the updated practices.
Objective: To incorporate feedback and complaints in an effective, collaborative manner into the activities, projects and structures of Australian Marist Solidarity Ltd.
Scope: This policy applies to all Directors, staff, contractors, partners, local people, agents and volunteers that operate under the auspices of Australian Marist Solidarity Ltd or are beneficiaries of AMS work in countries where AMS operates. This Policy is intended to apply to any complaint, regardless of who makes the complaint.
This policy is made available on the AMS website and in hard copy when requested. All Directors, staff, contractors, partners, local people, agents and volunteers that operate under the auspices of Australian Marist Solidarity Ltd or are beneficiaries of AMS work are made aware of this policy by AMS staff or through the local AMS liaison.
AMS operates in a collaborative manner, and seeks the informed and meaningful feedback internally and externally. At times, this feedback can take the form of a complaint. A complaint is the expression of dissatisfaction about the operations, interactions, practices and programs of AMS, as well as the professional conduct of parties associated with AMS. A complaint may be submitted verbally or in writing by any person to whom AMS projects and activities impact and/or affect either directly or indirectly. All forms of feedback, including complaints, are considered respectfully, and valued as meaningful ways to affect positive and continuous improvements to AMS.
Complaints can be made in any reasonable form, either verbally or in writing. Anonymous complaints can be received, but their nature limits the ability of AMS to investigate and respond. Feedback and complaints can also be made via the AMS website.
Complaints, once received, will be responded to within five working days of the receipt of such complaints. For complaints that are not resolved within five days, the complaint will be acknowledged by AMS either by telephone or in writing. A timeframe of thirty days for the complete resolution of complaints is set, with an obligation to update the complainant after thirty days if the complaint has not been resolved within this timeframe. Complaints will be considered closed once the complainant is satisfied with the resolution, or in the case of an unsatisfying resolution, the Board of AMS, as the governing body of the grievance process, is satisfied with the outcome.
Complaints will be handled according to the severity of the complaints and the individual circumstances of the complaint. The response may range from direct verbal contact to formal written response. All complaints will be presented to the Executive Director, who decides on the action and response to complaints in accordance with the Trustees of the Marist Brothers Province of Australia Grievance Policy (approved September, 2009). For complaints involving the Executive Director, the Board of AMS shall direct and coordinate the action and response. For complaints involving the Board, or if internal grievance procedures have been exhausted, external appeal can be made to the ACFID Code of Conduct Committee; the Human Rights and Equal Opportunity Commission; or a Court or Industrial Tribunal.
In all cases of complaints, confidentiality will be maintained at all times. AMS respects the privacy of the complainant and the nature of the feedback. A confidential grievance register will be kept to record complaint files which will be reviewed annually by the Board of AMS.
Non-development Activity Policy
Objective: To ensure that Australian Marist Solidarity Ltd. (AMS) accurately represents its activities to the people AMS works with, its donors, and the public and to ensure funds raised for aid and development activities are not used for non-development activities.
Scope: This policy applies to all AMS activities and all Directors, staff, contractors, partners, local people, agents and volunteers that operate under the auspices of AMS.
AMS is a faith-based agency where development is understood as a process of transformation that leads to improvement in the whole of human life – materially, socially and spiritually. As part of its compliance with the ACFID Code of Conduct, AMS has committed to ensure that funds and other resources designated for the purpose of development will be used only for those purposes and will not be used for non-development activity.
This policy is a guide for AMS and it’s partners in making clear separations between development and non-development objectives and activities.
In order to make this separation AMS defines development activities by the following principles:
- Local capacity building approach, which encourages people and communities to create development solutions for themselves.
- Processes that seek to address the causes of poverty.
- Processes that seek to empower rights holders to claim their rights and ensure that duty bearers exercise their duties.
- Supporting systems and structures, which enable people to move out of poverty.
- Emergency relief, disaster recovery and meeting the immediate needs of refugees and internally displace people.
AMS does not provide support for non-development activity and defines non-development activity as including the following:
- Objectives relating to the promotion of religious adherence.
- Objectives relating to partisan political goals, which are those associated with facilitating or supporting specific political individuals to gain power.
- All forms of terrorism and terrorist activities.
AMS works with all partners to ensure adherence to this policy. AMS partner agreements include explicit reference to the separation of non-development activities, including clear definitions in order to ensure that this policy extends to partners and implementing organisations.
AMS does not engage in non-development activities and all fundraising materials and reports make this clear.
Fraud Risk Management Policy
Introduction: Not-for-profit organisations, like their commercial counterparts, may be subject to fraudulent activity and must therefore implement effective prevention strategies to minimise legal and financial exposure.
Fraud is defined as: The intentional, false representation or concealment of a material fact for the purpose of inducing another to act upon it to his or her injury.
It includes the following:
- Any dishonest or fraudulent act;
- Misappropriation of funds, securities, supplies or other assets;
- Impropriety in the handling or reporting of money or financial transactions;
- Disclosing confidential and proprietary information to outside parties;
- Accepting or seeking anything of material value from contractors or persons providing services or materials to AMS;
- Destruction, removal or inappropriate use of records, furniture, fixtures or equipment;
- Any similar or related irregularity;
- Providing false or misleading information;
- Bribery, corruption or abuse of office.
Purpose: The purpose of this policy is to provide all AMS stakeholders with information on what constitutes fraud, and to set out the responsibilities that are incumbent on staff members and project partners for the management and reporting of issues that may constitute fraud.
Scope: This policy applies to all board members, staff members, contractors, external consultants, agencies, volunteers and project partners who operate under the auspices of AMS.
Policy: AMS commits itself to minimising the risk of fraudulent activity and to promoting transparency within its operations according to the following guidelines.
- Provide a clear statement prohibiting illegal activity, including fraud, to all who operate under the auspices of AMS.
- Ensure that all stakeholders are aware of their obligation to act in an honest manner; to assist in the control of fraud; and to report any suspicious behaviour to the appropriate authority.
- Establish and maintain effective fraud prevention, control, detection and reporting measures.
- Provide assurance that any suspected fraudulent activity will be fully investigated
- Ensure that any suspected acts of fraud, misappropriation or other similar irregularity are investigated with impartiality and according to the principles of natural justice.
- Report any serious case of fraud to the police or other relevant authorities.
All donations for amounts of $2 or moreare tax deductible. Information provided to Australian Marist Solidarity Ltd us will be used to process your donation as the law permits or for other purposes explained in our policies.
Australian Marist Solidarity Ltd does not provide refunds for donations. We do not rent, sell or exchange information we hold.
If you have any questions about Australian Marist Solidarity Ltd please use the CONTACT US button.