Constitution
ABNA (UK) CIO Governance & Operations
ABNA (UK) CIO Governance & Operations
1. Trustees’ Decisions
Decisions by trustees are valid even if a trustee was disqualified, retired, or not entitled to vote—provided a majority of eligible trustees made the decision at a quorate meeting.
Trustees cannot personally benefit from decisions that would otherwise be invalid, and must always comply with conflict-of-interest rules.
2. Executing Documents
Documents can be signed by at least two trustees or sealed (if a seal is used).
Use of a seal must follow legal requirements and be authorised by trustees.
3. Electronic Communications
Members and trustees can communicate electronically with the CIO.
Documents sent electronically must be provided in hard copy on request within 21 days.
Notices and proposals may also be shared online, with hard copies for those who request them.
4. Registers & Records
The CIO maintains accurate registers of members and trustees.
Trustees must keep minutes of meetings, decisions, and appointments.
Minutes must include names of attendees, decisions made, and reasons when relevant.
5. Financial Reporting
Trustees comply with the Charities Act 2011, maintaining accounts and annual reports.
Accounts and reports must be submitted to the Charity Commission within 10 months of the financial year-end.
Any changes to CIO details must be reported to the Commission within 28 days.
6. Rules & Bye-laws
Trustees may create rules for smooth governance, provided they don’t conflict with the constitution.
Copies are available to members on request.
7. Resolving Disputes
Members should first attempt mediation to resolve disputes before taking legal action.
8. Amending the Constitution
Amendments require either:
Written agreement of all members, or
75% majority vote at a general meeting.
Certain changes (e.g., objects, winding up, or trustee benefits) need prior Charity Commission approval.
Amendments take effect once recorded by the Commission.
9. Dissolution
The CIO can be dissolved by member resolution:
75% majority at a general meeting, or
Unanimous written resolution.
Remaining assets must go to similar charitable purposes.
Trustees must notify the Charity Commission, members, and employees.
10. Voting & Meetings
Members may vote in person, by proxy, or via postal/email ballots.
Postal/email votes are overseen by independent scrutineers.
Results are declared only after all votes are counted.
Trustees must ensure fair, secure, and transparent voting procedures.
11. Key Definitions
Connected Person – family members, business partners, or controlled institutions related to trustees.
Poll – any counted vote, in person, postal, or electronic.
General & Dissolution Regulations – statutory rules for CIO governance and winding up.
General Data Protection Regulation (GDPR)
Effective Date: 12/09/2025
- Full name, address, and contact details (email, phone number)
- Date of birth (for age verification or scholarships)
- Membership information and records
- Donation history
- Event participation details
- Any other information voluntarily provided
- Managing memberships and communications
- Processing donations and financial transactions
- Sending newsletters, updates, and event invitations
- Promoting ABNA initiatives, programs, and educational opportunities
- Compliance with legal obligations and reporting
- Consent: Individuals have given consent for ABNA to process their data.
- Contractual necessity: Processing is necessary to fulfil membership, donation, or service agreements.
- Legal obligation: ABNA must comply with applicable laws and regulations.
- Legitimate interests: To run ABNA efficiently and effectively, including website management and outreach.
- ABNA does not sell or rent personal data.
- Personal data may be shared with trusted third parties only for the purpose of supporting ABNA’s activities (e.g., event management, payment processors, or IT support).
- All third parties are required to comply with GDPR and maintain appropriate security standards.
- Personal data is stored securely on password-protected systems, servers, and cloud platforms.
- Access is limited to authorised ABNA staff, volunteers, and contractors.
- ABNA implements appropriate technical and organisational measures to prevent unauthorised access, loss, or disclosure.
- ABNA will retain personal data only as long as necessary for the purposes it was collected.
- Membership records may be kept for up to 5 years after membership expiry, unless otherwise required by law.
- Donor and financial records are retained for 7 years for compliance with tax regulations.
- Right to access their personal data
- Right to rectify inaccurate data
- Right to erase data (“right to be forgotten”)
- Right to restrict processing
- Right to data portability
- Right to object to processing
- Right to withdraw consent at any time
- ABNA may use cookies and other tracking technologies on its website to improve user experience.
- Users are informed about cookies and may manage or disable them via their browser settings.
- Any personal data breach must be reported immediately to ABNA’s Data Protection Officer (DPO) or designated staff.
- ABNA will notify affected individuals and relevant authorities as required by GDPR.
- This policy will be reviewed annually or as required by changes in legislation or ABNA activities.
- Updates will be communicated to members, volunteers, and website users.
ABNA (UK) Safeguarding Policy
Effective Date: 12/09/2025
- All members, volunteers, and staff of ABNA (UK)
- Activities organised or facilitated by ABNA (UK)
- Online and digital platforms, including the website and social media
- Promote the welfare and safety of all participants.
- Take all reasonable steps to prevent harm, abuse, and neglect.
- Ensure that all staff and volunteers understand their safeguarding responsibilities.
- Respond promptly and appropriately to any safeguarding concerns.
- Physical abuse: Hitting, shaking, or causing physical harm.
- Emotional abuse: Bullying, humiliation, or persistent neglect of emotional needs.
- Sexual abuse: Any sexual activity involving a child or vulnerable adult.
- Neglect: Failure to provide basic needs, such as food, shelter, medical care, or supervision.
- Online abuse: Cyberbullying, sharing inappropriate content, or misuse of digital platforms.
- Treat everyone with respect and dignity.
- Follow ABNA (UK) procedures for reporting safeguarding concerns.
- Avoid situations where they are alone with children or vulnerable adults without appropriate safeguards.
- Ensure online interactions are safe and monitored, especially during events, virtual workshops, or website-based activities.
- Any safeguarding concern must be reported immediately to ABNA (UK)’s designated Safeguarding Officer.
- The Safeguarding Officer will take appropriate action and, if necessary, report to relevant authorities.
- Confidentiality will be maintained, and information will only be shared with those who need to know.
Email: info@abnauk.org
Phone: [Insert ABNA Contact Number]
- All staff and volunteers working with children, young people, or vulnerable adults must undergo appropriate background checks (DBS or equivalent).
- ABNA (UK) will provide safeguarding training to all relevant personnel.
- All digital platforms, including the website and social media, must be monitored to prevent abuse or exploitation.
- Members and users must adhere to ABNA (UK)’s Social Media and Online Conduct Guidelines.
- Personal data will be protected according to GDPR and ABNA (UK)’s data protection policies.
- This policy will be reviewed annually or whenever required by changes in legislation or organisational activities.
- Updates will be communicated to all members, volunteers, and staff.
ABNA (UK) Trustee Code of Conduct
Effective Date: 12/09/2025
- Act in the best interests of ABNA (UK) at all times.
- Be independent, exercising their own judgment free from undue influence.
- Maintain integrity, honesty, and transparency in all dealings.
- Comply with all legal and regulatory requirements, including the Charity Commission and Data Protection laws.
- Ensure ABNA (UK) uses its resources effectively, efficiently, and for the purposes intended.
- Attend meetings regularly and actively participate in discussions and decisions.
- Prepare adequately for meetings, reviewing documents and reports in advance.
- Declare any conflicts of interest immediately and withdraw from discussions or decisions where appropriate.
- Maintain confidentiality of sensitive information about ABNA (UK), its members, staff, or beneficiaries.
- Support and challenge the executive team constructively.
- Monitor organisational performance to ensure objectives are being met and risks are managed.
- Act responsibly when representing ABNA (UK) publicly.
- Trustees must declare any personal, financial, or professional interest in matters affecting the organisation.
- Trustees should not benefit personally from the organisation, except for reasonable expenses agreed in advance.
- All declarations must be recorded in the register of interests maintained by ABNA (UK).
- Trustees must treat fellow trustees, staff, volunteers, members, and partners with respect and fairness.
- Discrimination, harassment, or bullying will not be tolerated.
- Trustees must listen to diverse perspectives and make decisions collaboratively and constructively.
- Trustees are collectively responsible for the governance of ABNA (UK).
- Trustees must act in accordance with the organisation’s mission and values.
- Trustees must be open to scrutiny and provide information requested by members, auditors, or regulators.
- Trustees must ensure ABNA (UK)’s resources, including finances, property, and digital assets, are used responsibly.
- Trustees must not misuse or misappropriate organisational resources for personal gain.
- Alleged breaches of this Code will be reviewed by the trustee board.
- Trustees found in serious breach may be asked to resign or be removed in accordance with ABNA (UK)’s constitution and applicable law.
