Policies

In all cases, the responsibility lies with the coordinators and partners to check this with the individual charity and keep adequate records, to ensure that they have insurance in place which covers the projects they are running; whether on their own premises or externally.

If you have any concerns or do not fall under any of the categories mentioned, please contact us via email here.

Mitzvah Day UK Charitable Trust is not responsible for ensuring that these checks have been made and bears no accountability for any failure on the part of the co-ordinators and/or partners to ensure the correct provision.

From Mitzvah Day 2023 onwards, when signing up to participate in Mitzvah Day, all coordinators, volunteers and partners who register will be asked to confirm that they have policies in place that are consistent with this policy or that they have read and will follow the principles of, this policy in connection with any involvement with Mitzvah Day. For this purpose, where we have referred to “staff” or “trustees” coordinators and partners should include themselves and their volunteers or employees (if any).

Names and addresses of employees, trustees, partners, coordinators, volunteers or donors that are not already in the public domain on Mitzvah Day’s website must not be given to any third party without their permission.

Personnel files and other personal information relating to employees, trustees, partners, coordinators, volunteers or donors should be stored in either a locked cabinet or confidential digital folder. Only authorised staff may have access to this information. All personal information stored will comply with staff the UK and European legislation, including the General Data Protection Regulation.

Mitzvah Day will not tolerate discrimination on the basis of:

• Race
• Colour
• Gender
• Sexual orientation or identity
• Ethnic or national origin
• Disability
• Partnership status or home responsibility
• HIV or AIDS status
• Age
• Political or religious belief
• Trade union activity
• Socio-economic background
• Refugee or asylum seeker status

Mitzvah Day will ensure all staff and trustees are aware of the seven protected characteristics and what constitutes discrimination (this will form part of induction training for all new employees).

As a provider of charitable services to the community, Mitzvah Day accepts the responsibility to promote equal opportunities and challenge discrimination wherever it occurs. This policy sets out the main consequences of this commitment and the action to be taken in order to achieve equal opportunities.

Mitzvah Day recognises that some users of its services may, because of their past or present circumstances, distress or illness, say or do things, which would otherwise be unacceptable and incompatible with this policy. Mitzvah Day will do all it can to challenge such behaviour. In cases where intervention is possible a sensitive approach will be adopted, where appropriate, which aims to alter attitudes and behaviour while maintaining support for the distressed party.

Mitzvah Day reserves the right to partner with any organisation that supports our aims and objectives. However, we will exclude those organisations that actively work against the development of equal opportunities over time, despite encouragement from us.

Mitzvah Day realises that a genuine commitment to equal opportunities must operate on all levels. Mitzvah Day will take all necessary steps to prevent unfavourable treatment, directly or indirectly, upon individuals from any group facing discrimination in its recruitment and deployment of human resources.  Where discrimination does occur, it will be dealt with through the procedures outlined in this policy.

Mitzvah Day will seek to prevent discrimination and ensure equal representation in our charity work, structure and practices.

From Mitzvah Day 2023 onwards, when signing up to participate in Mitzvah Day, all coordinators and partners who register will be asked to confirm that they have policies in place that are consistent with this policy or that they have read and will follow the principles of, this policy in connection with any involvement with Mitzvah Day. For this purpose, where we have referred to “staff” or “trustees” coordinators and partners should include themselves and their volunteers or employees (if any).

Mitzvah Day will not tolerate discrimination on the grounds of disability, and undertakes to:

• Provide disability awareness and equality training where appropriate;
• Consult and engage with disabled people as appropriate;
• Make reasonable adjustments for staff with disabilities to facilities, services and information including the provision of assistive devices;
• Regularly review the accessibility of goods, services, facilities and information;
• Make all employees aware of this policy; and
• Regularly review the implementation and effectiveness of this policy.

Improving Disability Access

Mitzvah Day is committed to ensuring that its workforce reflects the diversity of the communities it serves and to developing strategies to enable disabled people to make the most of their talents and abilities at work, including if an employee becomes disabled or if the impairment changes.

To make access a reality for disabled people, Mitzvah Day will do the following:

• Communicate to to current and future staff and trustees strategies for implementing the Equality Act 2010 across the organisation.
• Develop on-going training opportunities monitor and share examples of good practice; be aware that any change in operations might have an effect on disabled people.
• Audit current provision to ensure that the best opportunities are taken to improve physical access to premises and prioritise future works and refurbishments.
• In planning new buildings or refurbishment of existing buildings (if any), provision will be made, at all stages of the work including the design process, to incorporate the needs of employees and trustees with a disability.
• Use all available guidance and examples of good practice and of best value to ensure an appropriate provision.
• Ensure that disability issues are owned at board level.

Recruitment and selection

The selection process for employees is of crucial importance and must be carried out according to objective job-related criteria, which must be subject to regular review. Mitzvah Day will ensure, in so far as it is able, that employees and trustees making selection decisions do not discriminate whether consciously or unconsciously in making these decisions.

Training 

Equal opportunities must be integrated into all training concerned with selection skills, staff assessment, counselling, staff development and the management of staff.

Promotion 

It is in Mitzvah Day’s interest to provide equal opportunities for promotion to all employees. The CEO must continually assess the promotion potential of all employees and all promotion decisions must be made in accordance with objective selection criteria.

Mitzvah Day needs to collect and process certain information about people in order to run effectively. This information comes from employees, trustees, donors, partners, coordinators, suppliers and others with whom Mitzvah Day communicates.

It is likely that most employees will, at some time or another, process personal data. This policy describes both Mitzvah Day’s, an employee’s and a trustee’s general obligations to people whose data is processed; this includes an employee’s and a trustee’s rights in respect of which data Mitzvah Day processes.

The Responsible Person shall ensure that from Mitzvah Day 2023 when signing up to participate in Mitzvah Day, all coordinators and partners will be asked to confirm that they have policies in place that are consistent with this policy or that they have read and will follow the principles of this policy in connection with any involvement with Mitzvah Day. For this purpose, where we have referred to “staff” or “trustees”, coordinators should include themselves and their volunteers or employees (if any).

• processed lawfully, fairly and in a transparent manner in relation to individuals;
• collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes;
• adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
• accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;
• kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals; and
• processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.

Lawful purposes

All data processed by Mitzvah Day must be done on one of the following lawful bases: consent, contract, legal obligation, vital interests, public task or legitimate interests (see ICO guidance for more information).

Mitzvah Day shall note the appropriate lawful basis in the Register of Systems.

Where consent is relied upon as a lawful basis for processing data, evidence of opt-in consent shall be kept with the personal data.

Where communications are sent to individuals based on their consent, the option for the individual to revoke their consent should be clearly available and systems should be in place to ensure such revocation is reflected accurately in the Mitzvah Day’s systems.

Data Minimisation

Mitzvah Day shall ensure that personal data are adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.

Accuracy

Mitzvah Day shall take reasonable steps to ensure personal data is accurate. Where necessary for the lawful basis on which data is processed, steps shall be put in place to ensure that personal data is kept up to date.

Archiving / Removal

To ensure that personal data is kept for no longer than necessary, Mitzvah Day shall put in place an archiving policy for each area in which personal data is processed and review this process annually. The archiving policy shall consider what data should/must be retained, for how long, and why. 

Security

Mitzvah Day shall ensure that personal data is stored securely using modern software that is kept-up-to-date. Access to personal data shall be limited to personnel who need access and appropriate security should be in place to avoid unauthorised sharing of information. When personal data is deleted this should be done safely such that the data is irrecoverable. Appropriate back-up and disaster recovery solutions shall be in place.

Responsibility

No health and safety policy can be effective unless employees co-operate in accordance with the Act.

Every employee is expected to take reasonable care for the health and safety of themself and anybody else who may be affected by their acts or omissions, and to co-operate with Mitzvah Day in complying with any statutory provisions imposed on it in regard to health and safety welfare.

Under Section 8 of the Act, a duty is imposed on all persons not to interfere with or misuse anything provided by Mitzvah Day in the interests of health, safety and welfare in pursuance of its statutory obligations.

From Mitzvah Day 2023 onwards, when signing up to participate in Mitzvah Day, all coordinators and partners who register will be asked to confirm that they have policies in place that are consistent with this policy or that they have read and will follow the principles of, this policy in connection with any involvement with Mitzvah Day. For this purpose, where we have referred to “staff” or “trustees” coordinators and partners should include themselves and their volunteers or employees (if any).

Accident reporting

Should an accident occur and first aid be required, the person appointed in each location for the provision of first aid should be advised immediately. All accidents occurring at work should be reported to the CEO/ individual in charge of the project.

This policy also covers the actions of third parties such as suppliers, service providers, donors and partners, as well as our staff. If you are concerned about a third party, please also raise them with us before approaching anyone else. The CEO will be able to explain how you should proceed.

Mitzvah Day is committed to operating at all times, and in everything that we do, to the highest standards of integrity. However, all organisations can occasionally be affected by conduct that is dangerous, against the law or breaches ethical or professional codes. Please follow the procedure outlined in Part II of this policy to report immediately any concerns that you have about this kind of conduct, so that we can take the necessary action to address these concerns as fast as possible.

We will always take your concerns seriously and they will be thoroughly investigated by appropriate personnel. Most importantly, you should feel confident to follow the Part II procedure with confidence. There will be no reprisals for individuals who bring these concerns to our attention – we value and respect all such reports and those who make them to us. We all play an important role in ensuring that our business and everyone working in and with it acts professionally, lawfully and appropriately.

This policy is not part of your employment contract. Mitzvah Day may amend this policy at any time.

Please speak to the CEO if you are unsure whether something that you are concerned about is covered by this policy.

If your complaint is about the behaviour of others towards you, Mitzvah Day’s Workplace Anti-Bullying, Victimisation, Discrimination, Harassment and Sexual Harassment Policy contains the relevant guidance on how to proceed. These types of behaviour are not covered by this policy.

However, if you prefer to keep your identity anonymous, we will do all that we can to ensure that you retain your anonymity, and the confidentiality of your concerns, as far as possible. If we need to disclose your identity to others as part of the investigation, we will always discuss with you beforehand both our desire and our reasons for wishing to identify you.

We will protect you from reprisals, and you can read more about how we do this and what rights you have in the section immediately below.

• A criminal offence;
• Failure to comply with any legal obligation;
• Miscarriage of justice;
• Danger to health & safety of any individual;
• Danger to the environment; or

• Deliberate concealment of any of any of the above.

If at any time, you do not feel that you have been fairly or properly treated by us in the handling of your whistleblowing concern, you must inform us immediately. You should inform the CEO in the first instance; and if you are not satisfied with the outcome of that conversation, you should follow the process set out in Mitzvah Day’s Grievance Procedure.

We also protect whistleblowers from others, so where a whistleblower reports to us that they have been treated inappropriately by others, (including having received threats as a result of raising their concerns), we will take appropriate action against those individuals. The consequences of us taking this action could include dismissal of such individual(s) for gross misconduct. Whistleblowers may also be entitled to take legal action against those individuals.

If you would like more information about your rights as a whistleblower and how you are entitled to be protected, you can contact Public Concern at Work, which is an independent charity offering a confidential helpline on 020 7404 6609; www.pcaw.org.uk.