Donations Policy
Helping Hand for Community Development (HHCD)
Effective Date: 01/10/2020
Last Updated: 30/09/2024
Headquarters: Nairobi, Kenya
Email: info@helpinghandfor.or.ke
Introduction
Helping Hand for Community Development (HHCD) recognizes the significance of donations in furthering its mission to alleviate poverty, promote access to quality education, and mitigate the impact of alcohol and drug abuse. This policy outlines the principles, guidelines, and processes governing the acceptance, use, and management of donations to ensure transparency, accountability, and alignment with HHCD’s goals.
1. Definition of Donation
A "donation" is defined as a voluntary contribution of monetary or non-monetary gifts to HHCD for which no return service, product, or benefit is expected. Donations may include:
- Monetary gifts (cash, bank transfers, mobile money, etc.)
- Gifts-in-kind (goods or services)
- Publicly traded securities or shares
- Bequests
- Life insurance policies
- Land or real estate
- Charitable remainder trusts or gifts of residual interest
2. Purpose of the Policy
This policy ensures that donations are solicited, accepted, and managed in a manner that aligns with HHCD’s mission while adhering to Kenyan laws, including regulations on anonymous donations. It also safeguards the rights and intentions of donors while upholding the organization’s integrity.
3. Forms of Donations
Donations may be accepted in the following forms:
- Cash or cash equivalents: Direct contributions in local or foreign currency, subject to conversion at the prevailing exchange rate.
- In-kind donations: Contributions of goods or services that support HHCD’s programs, such as supplies for education, health, or agriculture.
- Securities: Shares, bonds, or other publicly traded assets.
- Real estate: Land or property, subject to assessment of suitability and potential liabilities.
4. Anonymous Donations
HHCD accepts anonymous donations while complying with Kenyan laws regarding financial transparency and accountability. All anonymous donations will be recorded and reported in line with legal requirements, ensuring they are not from unlawful or unethical sources.
5. Donations Not Accepted
HHCD reserves the right to decline any donation that:
- Compromises its public image or reputation.
- Conflicts with its mission, vision, or values.
- Is linked to illegal, unethical, or controversial activities.
- Imposes unreasonable restrictions or conditions.
- Is impractical or costly to administer.
- Exposes HHCD to legal or financial risks.
6. Use of Donations
All donations will be used for the purpose for which they were made. In cases where specific terms or conditions are attached to a donation, HHCD will adhere to those terms to the best of its ability. Should circumstances prevent the use of a donation for its intended purpose, HHCD reserves the right to reallocate the funds or resources while respecting the donor’s original intent.
7. Donation Processing
- Donations will be processed in the currency selected by the donor at the time of contribution. If a donation is made in a foreign currency, it will be converted to Kenyan Shillings (KES) at the prevailing exchange rate.
- Donor information will be processed in accordance with HHCD’s Privacy Policy, ensuring confidentiality and compliance with data protection laws.
8. Refund and Cancellation Policy
Donations to HHCD are voluntary contributions and are generally non-refundable. However, refunds may be issued in the following exceptional cases:
- Errors in transaction processing.
- Duplicate donations.
In such cases, donors are required to notify HHCD within 14 days of the transaction. Refunds will be processed after verification of the claim.
HHCD reserves the right to cancel a donation in cases of suspected fraud, misconduct, or violation of this policy.
9. Recognition of Donations
HHCD values its donors and may publicly recognize their contributions through reports, publications, or events, unless the donor requests anonymity. Such recognition will comply with donor preferences and Kenyan laws.
10. Record Keeping
HHCD will maintain accurate records of all donations, including donor details, the purpose of the donation, and its usage. Records will be retained for audit and compliance purposes in accordance with applicable laws.
11. Solicitation Guidelines
- Donations will be solicited in a respectful and ethical manner, free from undue pressure or coercion.
- HHCD will provide clear, truthful, and accurate information about its programs and use of donations.
- Third parties seeking to fundraise on behalf of HHCD must obtain prior written authorization.
12. Administration of Donations
To support administrative costs associated with fundraising and program delivery, HHCD may apply an administration levy on donations. Donors will be informed of any applicable levies in advance.
13. Legal and Ethical Compliance
HHCD is committed to adhering to all legal and ethical standards governing donations, including anti-money laundering regulations, anti-corruption policies, and Kenyan laws on anonymous contributions.
14. Amendment of Policy
HHCD reserves the right to amend this Donations Policy to reflect changes in legal requirements, organizational priorities, or best practices. Updates will be posted on HHCD’s website, and the "Last Updated" date will be revised accordingly.
15. Contact Information
For inquiries regarding this Donations Policy, please contact:
Helping Hand for Community Development (HHCD)
Headquarters: Nairobi, Kenya
Email: info@helpinghandfor.or.ke
Thank you for supporting HHCD’s mission to transform lives and uplift communities.