Annex A, Gifts and Hospitality 

to Conflicts of Interest policy, section 4.3 

Document control Version: 1.0

Owner: Board of Trustees 

Approved by: Board of Trustees 

Next review: annual 

Applies to: Trustees, staff, volunteers, contractors, and anyone acting for Weston Ark 

Document hierarchy 

This procedure is Annex A to Conflicts of Interest policy, section 4.3. It is binding for trustees, staff and volunteers. All gifts and hospitality must be recorded in the Gifts and Hospitality Register (SharePoint Forms list).

1. Purpose 

To prevent undue influence or the appearance of impropriety by setting clear rules for offering, accepting, approving, and recording gifts and hospitality. 

2. Scope and definitions 

Scope. Trustees, staff, volunteers, contractors, and anyone acting for Weston Ark. Gift. Any item, service, discount, or benefit given or received without charge or at a preferential rate not available to the general public. Hospitality. Food, drink, travel, accommodation, entertainment, or admission to events provided to or by a person acting for Weston Ark. 

3. Rules for receiving gifts and hospitality 

3.1 Do not solicit gifts or hospitality. 3.2 Do not accept cash or cash equivalents such as vouchers. 3.3 During tenders, contract or grant decisions, or recruitment processes, do not accept any gifts or hospitality from interested parties. 3.4 Thresholds for acceptance and declaration 

• Under £25 value: may be accepted. If repeat items from the same source total £25 or more in a 12 month period, declare and record. 

• £25 to £100 value: may be accepted but must be declared and recorded in the Gifts and Hospitality Register. 

• Over £100 value: refuse, unless accepting on behalf of the charity with prior Trustee approval. Record either way. 3.5 Items refused because they would breach this procedure should be noted in the Register as refused. 

  
  

4. Rules for giving gifts and hospitality on behalf of Weston Ark 

4.1 Must be modest, infrequent, and linked to a legitimate Weston Ark purpose such as volunteer recognition or partner engagement. 4.2 Approvals follow the Financial Controls. Prior Trustee approval is required for gifts to public officials or regulators. 4.3 Alcohol must not be purchased with charity funds unless specifically approved by the Trustees. 

5. Recording and oversight 

5.1 The Gifts and Hospitality Register is kept as a Forms list securely in SharePoint. The Technology and Systems Lead maintains the Register and controls access, reporting annually to the Trustees. and reports annually to the Trustees. 5.2 Make entries within 10 working days of offer or receipt. The Register records: date, name, role, gift or hospitality, description, value, from or to whom, purpose, accepted or refused, approver, notes. 5.3 The Trustees review the Register at least annually, using a SharePoint report or export. 5.4 Records are retained for 6 years in line with the Data Protection policy and any SharePoint retention settings. 

6. Conflicts and data protection 

6.1 If a gift or hospitality could create a conflict of interest, declare it and withdraw from related decisions in line with the Conflicts of Interest policy. 6.2 Personal data in the Register is handled under the Data Protection policy. Access to the SharePoint list is restricted to authorised personnel only. 

7. Reporting concerns 

Report any concerns or possible undue influence to the Centre Manager or the Chair of Trustees. Serious concerns may be escalated to the full Board. 

8. Related documents 

Conflicts of Interest policy. Financial Controls. Data Protection policy. 

This policy sets out our commitment to the transparent and proportionate management of gifts and hospitality at the Hughenden Centre. We will safeguard the charity’s independence and integrity, prevent undue influence and conflicts of interest, and ensure any gifts or hospitality are modest, for a legitimate purpose, properly approved, and recorded in line with UK law and Charity Commission expectations.

Policy Approved by Board of Trustees - September 14 2025