Policies

AIM for Seva is committed to respecting the privacy of our donors.  With that in mind, we developed this Donor Privacy Policy to ensure and inform our donors about the way donor information is used.  We also provide our donors with the opportunity to remove their names from our mailing list and other publications.

What Personal Information Does AIM for Seva Gather?

We receive and store any information you enter into our website or give us in any other way including through email, by telephone, or in other communications.  We ask for personal information so that appropriate receipts and other important records may be generated and maintained.

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.

Sharing of Personal Information

AIM for Seva does not sell, rent, trade, or share any personal information with any other organization.  AIM for Seva does, however, occasionally publicize the names of donors and the general amount of their contributions (in the form of a dollar range) in donor recognition publications produced by the organization.  If donors do not wish to have their names appear in these publications, they may notify AIM for Seva at the phone number or address below.

AIM for Seva may also disclose personal 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.

Changes to the Privacy Policy

We reserve the right to change this Donor Privacy Policy from time to time.  When we do, we will note the last update at the top of this page.

Contacting Us

You may contact us at the following address to request that your name be removed from our mailing list, publications, or other materials, or with any other questions about this policy.

AIM for Seva
PO Box 639
Saylorsburg, PA 18353

Phone: 248-979-8900
Email: sriniv@aimforseva.org

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.​

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 

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.

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 248-979-8900 or email us at sriniv@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.​

FLORIDA: A COPY OF THE OFFICIAL REGISTRATION AND FINANCIAL INFORMATION MAY BE OBTAINED FROM THE DIVISION OF CONSUMER SERVICES BY CALLING TOLL-FREE 1-800-HELP-FLA OR ONLINE AT www.FloridaConsumerHelp.com. REGISTRATION DOES NOT IMPLY ENDORSEMENT, APPROVAL, OR RECOMMENDATION BY THE STATE. REGISTRATION #CH45377.

GEORGIA: A full and fair description of charitable programs and activities, and a financial statement consistent with the financial statement required to be filed with the Secretary of State pursuant to Code Section 43-17-5, will be sent upon request.

ILLINOIS: Contracts and reports regarding All India Movement (AIM) for Seva, Inc. are on file with the Illinois Attorney General.

MARYLAND: For the cost of postage and copying, documents and information filed under the Maryland charitable organizations laws can be obtained from the Secretary of State, Charitable Division, State House, Annapolis, MD 21401, 800-825-4510. A copy of the organization’s current financial statement is available on request.

MICHIGAN: MICS No. 51799.

NEW JERSEY: INFORMATION FILED WITH THE ATTORNEY GENERAL CONCERNING THIS CHARITABLE SOLICITATION AND THE PERCENTAGE OF CONTRIBUTIONS RECEIVED BY THE CHARITY DURING THE LAST REPORTING PERIOD THAT WERE DEDICATED TO THE CHARITABLE PURPOSE MAY BE OBTAINED FROM THE ATTORNEY GENERAL OF THE STATE OF NEW JERSEY BY CALLING (973) 504-6215 AND IS AVAILABLE ON THE INTERNET AT http://www.njconsumeraffairs.gov/charity/chardir.htm. REGISTRATION WITH THE ATTORNEY GENERAL DOES NOT IMPLY ENDORSEMENT.

NEW YORK: Upon request, a copy of the latest financial report filed with the Attorney General as well as a full description of the programs and activities supported by contributions can be obtained by contacting All India Movement (AIM) for Seva, Inc. at 651 Route 115, Saylorsburg, PA  18353. Financial reports can also be obtained from the charities registry on the Attorney General’s website or by writing the Charities Bureau at 28 Liberty Street, New York, NY 10005. For more information about charities, visit the Charities Bureau online at www.charitiesnys.com or call 212-416-8401.

NORTH CAROLINA: Financial information about this organization and a copy of its license are available from the State Solicitation Licensing Branch at 1-888-830-4989 (within North Carolina) or (919) 807-2214 (outside of North Carolina). The license is not an endorsement by the State.

PENNSYLVANIA: The official registration and financial information of All India Movement (AIM) for Seva, Inc. may be obtained from the Pennsylvania Department of State by calling toll-free, within Pennsylvania, 1-800-732-0999. Registration does not imply endorsement.

VIRGINIA: A financial statement is available from the State Office of Consumer Affairs in the Department of Agriculture and Consumer Services, P.O. Box 1163, Richmond, VA 23218.

WASHINGTON: The notice of solicitation required by the State Office of Consumer Affairs is on file with the Washington Secretary of State, and information relating to financial affairs of All India Movement (AIM) for Seva, Inc. is available from the Secretary of State, and the toll-free number for Washington residents: 800-332-4483.

WISCONSIN: A financial statement of All India Movement (AIM) for Seva, Inc. disclosing assets, liabilities, fund balances, revenue and expenses for the preceding fiscal year is available upon request.

CONTRIBUTIONS ARE DEDUCTIBLE FOR FEDERAL INCOME TAX PURPOSES IN ACCORDANCE WITH APPLICABLE LAW. REGISTRATION IN A STATE DOES NOT IMPLY ENDORSEMENT, APPROVAL, OR RECOMMENDATION OF All India Movement (AIM) for Seva, Inc. BY THE STATE.