All India Movement for Seva is committed to respecting the privacy of our donors. OUR Donor privacy policy ensures our donors that donor information will not be shared with any third party without the donor’s consent.
Awareness: All India Movement for Seva developed this Donor Privacy Policy to assure and inform our donors of the way donor information is used. We also provide our donors with the opportunity to remove their name from our mailing list.
Information Collected: Here are the types of donor information that we collect and maintain:
- contact information: name, address, phone number, email address;
- payment information: We do not retain credit card information. Donations are entered as cash, check or credit card.No Sharing of Personal Information: All India movement for Seva does not sell, rent, or lease any personal information. The identity of all our donors is kept confidential. Notwithstanding the above, All India Movement for Seva may disclose information when legally compelled to do so, or when the organization, in good faith, believes that the law requires it or otherwise for the protection of the organization’s legal rights.
Conflict of Interest Policy
I. Application of Policy
This conflict of interest policy for All India Movement (AIM) For Seva, Inc. (“AFS”) is intended to supplement, but not replace, federal and state laws governing conflicts of interest applicable to nonprofit corporations or trusts. It applies to the Board of Directors (collectively “Board” and individually “Director”), Board Committees, officers, and staff with significant decision-making authority. Persons covered under this policy, as well as their relatives and business associates, are hereinafter referred to as “interested parties.”
II. Conflict of Interest
A conflict of interest may exist when the interests or concerns of an interested party may be seen as competing with the interests or concerns of AFS. There are a variety of situations that raise potential conflicts of interest including, but not limited to, the following:
A. Financial Interests – A conflict may exist where an interested party directly or indirectly benefits or profits as a result of an action, policy, or transaction made by AFS (referred to as a “financial interest”). Nonexclusive examples include situations where:
- AFS contracts to purchase or lease goods, services, or properties from an interested party.
- AFS offers employment to an interested party.
- An interested party is provided with a gift, gratuity, or favor of a substantial nature from a person or entity that does business or seeks to do business with AFS.
- An interested party is gratuitously provided use of the facilities, property, or services of AFS.
- AFS adopts a policy that financially benefits an interested party.
A financial interest is not necessarily a conflict of interest. A conflict of interest exists only when the Board decides an interested party with a financial interest has a conflict of interest.
B. Other Interests – A conflict also may exist where an interested party obtains a non-financial benefit or advantage that he or she would not have obtained absent his or her relationship with AFS. Nonexclusive examples include:
- An interested party seeks to obtain preferential treatment by AFS or recognition for himself or herself or another interested party.
- An interested party seeks to make use of confidential information obtained from AFS for his or her own benefit (not necessarily financial) or for the benefit of another interested party.
- An interested party seeks to take advantage of an opportunity or enables another interested party or other organization to take advantage of an opportunity that he or she has reason to believe would be of interest to AFS.
- AFS adopts a policy that provides a significant non-financial benefit to an interested party.
A conflict of interest exists only when the Board decides an interested party with a non-financial interest has a conflict of interest.
III. Disclosure of Potential Conflicts of Interest
An interested party is under a continuing obligation to disclose any potential conflict of interest as soon as it is known or reasonably should be known.
An interested party shall complete the Conflict of Interest Disclosure Questionnaire attached as Appendix A to fully and completely disclose the material facts about any potential conflicts of interest. The disclosure statement and Conflict of Interest Affirmation of Compliance (Appendix B) shall be submitted upon his or her association with AFS and shall be reviewed annually thereafter. An additional disclosure statement shall be filed whenever a potential conflict arises.
In the case of Directors, officers and staff with significant decision-making authority, the disclosure statements shall be provided to the President of AFS. The President shall have the duty to disclose any potential conflicts he or she may have to the entire Board.
IV. Procedures for Addressing Conflicts of Interest
Where a potential conflict exists between the interests of AFS and an interested party with respect to a specific proposed action, policy, or transaction, the Board shall consider the matter during a meeting of the Board. AFS shall refrain from any action regarding the matter that involves the potential conflict of interest until such time as the proposed action, policy, or transaction has been approved by the disinterested Directors. The following procedures shall apply:
- An interested party who has a potential conflict of interest with respect to a proposed action, policy, or transaction of the corporation shall not participate in any way in, or be present during, the deliberations and decision-making vote of the Board with respect to such action, policy, or transaction. However, the interested party shall have an opportunity to provide factual information about the proposed conflict or action, policy, or transaction. In addition to other actions and duties, the Board may request that the interested party be available to answer questions.
- The disinterested Directors may approve the proposed action, policy, or transaction upon finding that it is in the best interest of AFS. The Board shall consider whether the terms of the proposed action, policy, or transaction are fair and reasonable to AFS and whether it would be possible, with reasonable effort, to find a more advantageous arrangement with a non-interested party.
- Approval by the disinterested Directors shall be by vote of a majority of disinterested Directors in attendance at a meeting at which a quorum is present. An interested party shall be counted for purposes of determining whether a quorum is present but shall not vote.
- The minutes of the meeting shall reflect that the conflict disclosure was made to the Board, the Board’s determination as to whether a conflict existed, the names of those present during the discussion and vote, the vote taken, and (where applicable) the abstention from voting and participation by the interested party. Whenever possible, the minutes should frame the action of the Board in such a way that it provides guidance for consideration of future conflict of interest situations. Copies of any reports, appraisals, or other written data presented at the meeting to analyze the conflict of interest or to vote on the proposed action, policy, or transaction shall be filed with the minutes. The minutes shall be prepared before the later of the next meeting of the Board or sixty (60) days after the final action is taken by the Board. The Board shall review the minutes within a reasonable period of time after their preparation.
V. Violations of Conflict of Interest Policy
If the Board has reason to believe that an interested party has failed to disclose a potential conflict of interest, it shall inform the person of the basis for such belief and allow the person an opportunity to explain the alleged failure to disclose.
If the Board decides that the interested party has in fact failed to disclose a possible conflict of interest, the Board shall take such disciplinary and corrective action as the Board shall determine.
Document Retention and Destruction Policy
Document Destruction
This Document Retention and Destruction Policy identifies the record retention responsibilities of staff, volunteers, members of the board of directors, and outsiders for maintaining and documenting the storage and destruction of the organization’s documents and records.
The organization’s staff, volunteers, members of the board of directors, committee members and outsiders (independent contractors via agreements with them) are required to honor the following rules:
a. Paper or electronic documents indicated under the terms for retention in the following section must be transferred to and maintained by AIM for Seva’s Executive Director and Bookkeeper.
b. All other paper documents should be destroyed after three years.
c. All other electronic documents will be deleted from all individual computers, data bases, networks, and back-up storage after one year.
d. No paper or electronic documents will be destroyed or deleted if pertinent to any ongoing or anticipated government investigation or proceeding or private litigation.
e. No paper or electronic documents will be destroyed or deleted as required to comply with government auditing standards.
Record Retention
| Type of Document | Minimum Requirement |
| Accounts payable ledgers and schedules | 7 years |
| Audit reports | Permanently |
| Bank reconciliations | 2 years |
| Bank statements | 3 years |
| Checks (for important payments and purchases) | Permanently |
| Contracts, notes, and leases (expired) | 7 years |
| Contracts (still in effect) | Contract period plus 7 years |
| Contributions/Gifts/Grants
Contribution Records Documents Evidencing Terms of Gifts Grant Records
|
Permanent Permanent 7 years after end of grant period |
| Corporate and Exemption
Articles of Incorporation and Amendments Bylaws and Amendments Minute Books, including Board & Committee Minutes Other Corporate Filings IRS Exemption Application IRS Exemption Determination Letter Licenses and Permits
|
Permanent Permanent
Permanent Permanent Permanent Permanent Permanent |
| Correspondence (legal and important matters) | Permanently |
| Deeds, mortgages, and bills of sale | Permanently |
| Depreciation schedules | Permanently |
| Employment applications | 3 years |
| Expense analyses/expense distribution schedules | 7 years |
| Year-end financial statements | Permanently |
| Insurance records, current accident reports, claims, policies, and so on (active and expired) | Permanently |
| Internal audit reports | 3 years |
| Inventory records for products, materials, and supplies | 3 years |
| Invoices (to customers, from vendors) | 7 years |
| Minute books, bylaws, and charter | Permanently |
| Patents and related papers | Permanently |
| Payroll records and summaries | 7 years |
| Personnel files (terminated employees) | 7 years after termination |
| Retirement and pension records | Permanently |
| Tax returns and worksheets | Permanently |
| Timesheets | 7 years |
| Trademark registrations and copyrights | Permanently |
| Withholding tax statements | 7 years |
Whistle Blower Policy
All India Movement (AIM) for Seva, Inc. is committed to operating in furtherance of its tax-exempt purposes and in compliance with all applicable laws, rules and regulations, including those concerning accounting and auditing. As representatives and employees of the organization, each individual is expected to act with honesty and integrity in fulfilling his or her responsibilities and at all times strive to comply with the laws and regulations that are applicable to the organization’s operations as a tax-exempt charitable organization.
The purpose of this policy is to establish procedures to ensure that the organization’s Board members, officers, employees and volunteers can report good faith suspicions of illegal, unethical or other inappropriate conduct without fear of retaliation. Individuals who believe in good faith that such conduct may have occurred should immediately report his or her concerns to Janet Falk, Executive Director. If the individual does not feel comfortable reporting the information to the Executive Director, or feels that the Executive Director has not responded appropriately, he or she should report his or her concerns to the Board President.
All reports will be followed up promptly, and an investigation conducted. AIM for Seva will treat all communications under this policy in a confidential manner, except to the extent necessary: (1) to conduct a complete and fair investigation; or (2) for review of the organization’s operations by an appropriate fact finder or the organization’s legal counsel. In conducting its investigations, AIM for Seva will strive to keep the identity of the complaining individual as confidential as possible, while conducting an adequate review and investigation.
AIM for Seva will not permit any negative or adverse actions to be taken against any Board member, officer, employee or volunteer who in good faith reports a possible violation of law, unethical conduct or conduct that is not otherwise in compliance with the organization’s charitable mission, including any concerns regarding questionable accounting or auditing matters, even if such a report is mistaken. Similarly, AIM for Seva will not permit any negative or adverse actions to be taken against any Board member, officer, employee or volunteer who assists in the investigation of a reported violation. Retaliation in any form will not be tolerated. Any act of alleged retaliation should be reported immediately to the appropriate person or persons as provided in this policy or as otherwise might be appropriate under the circumstances.
Supervisors will be trained on the proper implementation of this policy and be made aware of AIM for Seva’s prohibition against retaliation.
Donation Refund Policy
If you have made an error in making your donation or change your mind about contributing to All India Movement for Seva, we will honor your request for a refund made within 15 days of your donation.
To request a refund, call (570) 402-1244 or email us at janetf@aimforseva.org. Refunds are returned using the original method of payment. If you made your donation by credit card, your refund will be credited to that same credit card.