VOLUNTEER CODE OF CONDUCT - Sai Seva Sangh

Effective Date: 11 March 2026

This Code of Conduct applies to all volunteers, interns, and program associates of Sai Seva Sangh, regardless of the duration, nature, or location of their engagement.

Sai Seva Sangh is deeply grateful to every individual who contributes their time, skills, and energy to our mission. Our volunteers are ambassadors of our values — compassion, dignity, integrity, and empowerment. This Code of Conduct sets out the standards we expect from everyone who volunteers with us, to ensure the safety of our beneficiaries and the integrity of our organization.

By volunteering with Sai Seva Sangh, you agree to read, understand, and abide by this Code in its entirety.

1. Core Values

All volunteers of Sai Seva Sangh are expected to embody and uphold the following core values:

Respect: Treat every individual — beneficiary, colleague, community member, or donor — with courtesy, dignity, and without discrimination.
Integrity: Be honest, transparent, and accountable in all actions and communications.
Compassion: Engage with empathy and cultural sensitivity, recognizing the unique circumstances of the communities we serve.
Confidentiality: Protect the privacy and personal information of all beneficiaries and stakeholders.
Child Safety First: Place the welfare of children above all other considerations at all times.

2. General Conduct

a) Professional Behaviour

Arrive on time and fulfill your committed responsibilities reliably.
Communicate proactively if you are unable to attend a scheduled activity.
Follow all instructions from your program coordinator or designated supervisor.
Represent Sai Seva Sangh honestly and accurately in all interactions.
Maintain a clean, appropriate appearance that respects the cultural context of our work.

b) Respectful Communication

Use respectful, inclusive language at all times — verbal and written.
Do not use language that is discriminatory, offensive, or disrespectful based on gender, caste, religion, economic background, disability, or any other characteristic.
Listen actively and respond with patience — particularly when engaging with children or families in vulnerable circumstances.
Never speak disparagingly about beneficiaries, other volunteers, staff, or the organization in any public or private forum.

c) Conflict of Interest

Disclose any personal, financial, or professional interest that may conflict with your volunteer role.
Do not use your volunteer position to seek personal gain, business opportunities, or personal relationships with beneficiaries.
Do not accept gifts, money, or personal favours from beneficiaries, their families, or program partners.

3. Conduct with Children & Beneficiaries

As an organization working with underprivileged girls, our highest duty is the protection and dignity of our child beneficiaries. All volunteers must adhere strictly to the following:

a) You Must Always

Treat every child with respect, patience, and kindness.
Ensure all interactions with children take place in open, visible settings with at least one other adult present.
Obtain prior written consent from guardians before photographing or filming any child.
Report any safeguarding concern, abuse, or inappropriate conduct immediately to the Designated Safeguarding Officer (DSO).
Support children to feel heard, safe, and valued.

b) You Must Never

Any violation of the following is a serious breach and may result in immediate removal and referral to law enforcement.

Never be alone with a child in a private or enclosed space.
Never engage in physical, sexual, emotional, or any other form of abuse toward a child.
Never use threatening, humiliating, or inappropriate language with children.
Never share personal contact details with child beneficiaries or their families for private communication.
Never administer medication, provide medical treatment, or make healthcare decisions for a child.
Never transport a child without written guardian consent and another authorized adult present.
Never publish, share, or post images or information about children on social media without authorization.

4. Use of Organizational Resources

Use organizational resources — including equipment, materials, vehicles, and digital tools — only for authorized program purposes.
Do not use the name, logo, letterhead, or branding of Sai Seva Sangh for personal purposes or unauthorized communications.
Return all organizational property promptly at the end of your engagement.
Report any damage to, or misuse of, organizational property immediately.

5. Confidentiality & Data Protection

All personal information about beneficiaries, donors, volunteers, and staff that you encounter during your engagement is strictly confidential.
Do not share, discuss, or disclose any such information outside of authorized channels — including with friends, family, or on social media.
Do not take photographs, copies, or records of confidential program documents.
Your confidentiality obligations continue even after your volunteer engagement with Sai Seva Sangh has ended.

6. Social Media & Public Communications

Volunteers are encouraged to share their positive experiences but must do so responsibly:

You may share general updates about your volunteering experience with the prior approval of a program coordinator.
Do not post photographs, names, or identifying details of child beneficiaries without written consent from the organization and the child’s guardian.
Do not make public statements — written or spoken — that could be attributed to or misrepresent Sai Seva Sangh’s positions or policies.
Do not post content that is defamatory, misleading, or damaging to the organization’s reputation.
If approached by media or journalists, refer all inquiries to the organization’s designated spokesperson.

Please refer to our Social Media & Photography Policy for full guidance.

7. Health, Safety & Well-Being

Comply with all health and safety guidelines provided during your induction and at program venues.
Report any health, safety, or security concern to your coordinator immediately.
Do not attend program activities if you are unwell in a manner that could affect others.
Notify your coordinator of any medical condition, allergy, or disability that may affect your participation.
Your personal well-being matters to us — if you feel uncomfortable, unsafe, or overwhelmed at any point, please speak to your coordinator without hesitation.

8. Anti-Discrimination & Inclusion

Sai Seva Sangh is an equal opportunity organization. We do not tolerate discrimination, harassment, or exclusion of any kind. This applies to interactions with beneficiaries, other volunteers, staff, donors, and community members — regardless of gender, religion, caste, economic background, disability, language, or ethnicity.

Any volunteer found to have engaged in discriminatory or harassing behaviour will be subject to immediate review and appropriate action.

9. Reporting a Concern or Complaint

If you have a concern — about a fellow volunteer, a staff member, a program practice, or your own safety — please:

Speak to your program coordinator in the first instance.
If the concern involves a child safeguarding matter, contact the Designated Safeguarding Officer (DSO) directly and immediately.
If the concern involves your coordinator, escalate directly to the organizational leadership.

Sai Seva Sangh will treat all concerns with seriousness and confidentiality, and will not retaliate against any volunteer who raises a concern in good faith.

Contact: saisevasangh99@gmail.com | Childline: 1098 | Police: 100

10. Breach of This Code

A breach of this Code of Conduct may result in:

A formal warning.
Suspension from volunteer activities pending investigation.
Immediate termination of the volunteer engagement.
Referral to law enforcement or relevant authorities (particularly in cases involving child safety).

The severity of the response will be proportionate to the nature of the breach. Sai Seva Sangh reserves the right to determine the appropriate course of action.

11. Declaration

By commencing your volunteer engagement with Sai Seva Sangh, you confirm that:

You have read and understood this Code of Conduct in full.
You agree to comply with all standards and obligations set out herein.
You understand that a breach of this Code may result in termination of your engagement and, where applicable, legal action.

Volunteer Name: _______________________________________________

Signature: _____________________ Date: _________________________

Program / Role: ________________________________________________

Sai Seva Sangh — Empowering Girls, Transforming Lives