NordVida — Code of Conduct for Members & Volunteers

1. Purpose

This Code of Conduct outlines the behaviour expected of all NordVida members and volunteers to ensure a safe, respectful, and mission‑aligned environment.

2. Core Principles

All members and volunteers agree to uphold NordVida’s values of respect, integrity, transparency, and compassion in all activities.

3. Expected Behaviour

All members and volunteers must:

- Treat all individuals with dignity and respect.

- Promote NordVida’s mission through responsible and ethical actions.

- Communicate respectfully with beneficiaries, partners, and colleagues.

- Follow safeguarding rules, especially when interacting with minors or vulnerable individuals.

- Maintain professional boundaries and avoid inappropriate conduct.

- Represent NordVida positively in all public settings and online.

4. Prohibited Behaviour

The following behaviours are strictly prohibited:

- Harassment, discrimination, or bullying.

- Any form of abuse or exploitation.

- Misuse of NordVida funds, resources, or brand.

- Sharing confidential information without authorization.

- Acting while under the influence of alcohol or drugs during official activities.

- Any behaviour that harms NordVida’s reputation or mission.

5. Safeguarding Commitment

Members and volunteers must follow NordVida’s Safeguarding Policy, report concerns immediately, and act in the best interest of children and vulnerable individuals.

6. Data Protection Responsibilities

Members and volunteers must handle all personal data according to the GDPR Policy—ensuring confidentiality, secure storage, and responsible use.

7. Conflict of Interest

Any personal, financial, or relational conflict that could affect judgement must be declared to the Board. Members must avoid decisions where conflicts exist.

8. Use of NordVida Resources

Resources may only be used for NordVida activities. Personal use without explicit permission is strictly forbidden.

9. Reporting Misconduct

Any violation of this Code of Conduct must be reported to the Board or Safeguarding Focal Person. Reports may be anonymous. Retaliation is not permitted.

10. Consequences of Violations

Consequences may include: verbal or written warnings, removal from volunteer duties, suspension of membership, or permanent exclusion depending on severity.

11. Agreement

By joining NordVida as a member or volunteer, individuals agree to uphold this Code of Conduct and support the association’s mission with integrity and respect.

NordVida — Data Protection (GDPR) Policy

1. Purpose

This policy ensures that NordVida complies with GDPR and protects personal data collected from members, volunteers, donors, partners, and beneficiaries.

2. Data Controller

NordVida’s Board acts as the Data Controller responsible for determining the purposes and means of processing personal data.

3. Personal Data Collected

NordVida may collect names, emails, phone numbers, addresses, membership information, donor details, volunteer applications, board information for CVR, and safeguarding reports where relevant.

4. Legal Basis for Processing

Data is processed based on consent, legitimate interest in administering the association, and legal obligations such as bookkeeping and CVR requirements.

5. Data Usage

Personal data is used for: communication, membership administration, donor coordination, governance, reporting, safeguarding, and compliance obligations.

6. Data Storage & Security

Data is stored securely in password‑protected systems with restricted access. Safeguarding data is stored separately with enhanced confidentiality.

7. Data Sharing

Data is only shared with authorities as required (e.g., CVR), banks for account administration, and with ImpulsaGuate for donor/project reporting. NordVida never sells personal data.

8. Rights of Individuals

Individuals have the right to access, correct, delete, restrict processing, withdraw consent, and file complaints with the Danish Data Protection Agency.

9. Data Retention

Financial records: 5 years. Membership data: active period only. Safeguarding records: stored according to legal/ethical requirements before secure deletion.

10. Data Breach Procedure

Any suspected breach must be reported immediately to the Board. A response assessment will be conducted, affected individuals notified, and authorities contacted if legally required.

11. Review

This policy is reviewed annually by the Board of NordVida.

NordVida — Policy Pack

Safeguarding • Finance • Volunteer

1. Safeguarding Policy

Purpose

NordVida is committed to ensuring the safety, dignity, and rights of all individuals involved in our programs—especially children, youth, and vulnerable adults connected to ImpulsaGuate initiatives. This policy sets expectations for prevention, reporting, and response to safeguarding concerns.

Scope

This policy applies to: Board members, volunteers, staff/contractors, partners and collaborators, and any person representing NordVida in Denmark or abroad.

Principles

• Zero tolerance for abuse, exploitation, neglect, or harassment.

• Everyone has the right to feel safe and respected.

• All concerns are taken seriously and acted upon promptly.

• Prevention through awareness, training, and safe practices.

Definitions

• Physical abuse

• Emotional or psychological abuse

• Sexual abuse or exploitation

• Neglect

• Discrimination and harassment

Responsibilities

Board

• Ensure safeguarding integration in all work.

• Appoint a Safeguarding Focal Person and approve procedures.

Volunteers & Staff

• Always follow this policy.

• Report concerns immediately to the Focal Person or Board.

Partners (including ImpulsaGuate)

• Follow equivalent safeguarding procedures aligned with this policy.

Safe Conduct Requirements

• Maintain professional boundaries and avoid 1‑on‑1 isolation with minors when possible.

• Use respectful, non‑discriminatory language always.

• Never engage in inappropriate communication or contact.

• Do not offer or accept gifts that create dependency or discomfort.

Reporting Safeguarding Concerns

• Report immediately to the Safeguarding Focal Person or a Board member.

• Anonymous reports are accepted; retaliation is prohibited.

Response Procedure

• Initial assessment and immediate protective actions as needed.

• Investigations may involve partner organisations.

• Records are documented securely and confidentially.

Review

This policy is reviewed annually by the Board.

2. Finance Policy

Purpose

To ensure transparent, ethical, and responsible financial management that advances NordVida’s public‑benefit mission.

Financial Principles

• Transparency to members and donors.

• Responsible use of funds for public‑benefit purposes.

• No private benefit or conflicts of interest.

• Accurate and timely record‑keeping.

Bank Accounts

• Maintain a dedicated association bank account.

• At least two board members have access rights.

• The Treasurer manages daily banking and reconciliations.

Income Sources

• Voluntary membership contributions (board exempt).

• Donations and grants.

• Partnerships and sponsorships.

• No commercial activities unless approved by the Board.

Membership Fees

• Membership fee is voluntary; amount chosen by the member.

• 100% of fees go to the NordVida Funding Pool supporting ImpulsaGuate.

• Board members are exempt from paying the membership fee unless the General Assembly decides otherwise.

Expenditure Rules

• All expenses must support NordVida’s mission.

• Two board approvals required for expenses above a threshold of 5,000 DKK.

• Receipts and documentation are mandatory.

Funding Pool Management

• Program contributions recorded transparently.

• Transfers to ImpulsaGuate documented and reported to donors.

Bookkeeping

• Basic bookkeeping kept by the Treasurer.

• Annual accounts reviewed by the Board and approved by the General Assembly.

Conflict of Interest

Board members must declare conflicts and abstain from related decisions.

Financial Reporting

• Annual financial report presented at the General Assembly.

• Donors receive transparent updates on fund allocation and impact.

3. Volunteer Policy

Purpose

To set clear expectations for volunteers supporting NordVida’s work and ensure a safe, respectful, and effective environment for all.

Volunteer Principles

• Volunteers contribute freely and are not paid.

• All volunteers act in the best interest of NordVida’s mission and beneficiaries.

• Respect, collaboration, and integrity guide all conduct.

Recruitment & Onboarding

• Volunteers may apply through membership or partnership channels.

• Orientation includes mission/values, safeguarding, code of conduct, and data protection.

Volunteer Rights

• Be treated with respect and without discrimination.

• Work in a safe environment with clear expectations.

• Decline tasks they are uncomfortable with.

• Report concerns without fear of retaliation.

Volunteer Responsibilities

• Follow NordVida’s Constitution, Safeguarding, and Data Protection policies.

• Respect confidentiality and handle data responsibly.

• Represent the association professionally.

• Communicate clearly with the Board or Program Director.

Reimbursement

Volunteers may be reimbursed for pre‑approved, reasonable expenses (e.g., local travel, materials). No honorariums or salaries are provided.

Ending Volunteer Engagement

• Volunteers may end their involvement at any time by notifying the Board or Program Director.

• NordVida may end a volunteer role if responsibilities are not respected or for safeguarding concerns.