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Volunteer Agreement

Induction information

Thank you for being a member of Karmabank!

We believe everyone can make positive impact simply by “banking their karma” in their community. Whether you are volunteering, a refugee, an asylum seeker, or a local resident supporter, you are all equal members of our community – equally capable of making “Sustainable change…one human at a time.”

Please read the following carefully, SIGN, SCAN, PRINT, & RETURN TO US. And please contact us if you need any help understanding anything.

Who’s who at Karmabank (London):

What do I need to know?

1. Safeguarding considerations – Keep Safe and look after our surroundings & the other members

Do No Harm.  All those working with vulnerable persons, whether local residents or homeless people coming to our projects, or refugees and asylum seekers (see below for definitions of both), need to be alert to their safeguarding responsibilities in undertaking this work. 

Refugees and asylum seekers have a precarious status – your actions could harm their right to stay.  Refugees have often been on extremely difficult journeys, and have left for traumatic reasons. Many have PTSD, and are receiving counselling, but may present as very stable on the surface. Same goes for homeless or low income members, or those with disabilities.

2. Project Space Responsibilities – Please look after any project spaces we use.

Respect privacy. Do not post any photos, clips or post anything about anyone in our spaces without consent and thinking first what is in the best interest of the person in my care?

The project spaces we work in are for members (including you) to feel safe, improve quality of life, and offer tools for self-expression and health. Sharing private details is by choice.

We run activities for sports, cooking and well-being that could result in injuries if care is not taken. Always Follow Best Practice. We can help you obtain certification for new skills. 

3. Safeguarding

Please read our safeguarding policy. Link on our website.

4. Health and Safety

We aim to work in a healthy and safe environment. Please ask for a copy of our policy.

5. Privacy Policy and your Data

Karmabank is committed to safeguarding your privacy. We only process your personal data in accordance with our privacy policy which is available here: ​ Anything you tell us will be held in strictest confidence by the Karmabank team.

If we have an event where people may take photographs or film you, or any work that you create, we will ask your permission before the event. We will not show your face, or use your name, if you do not want us to.

We hope that this information is useful and please do ask a member of our team if you need any further information or if you need any help.

We are very happy to have you join our community 🙂

Vulnerable Adult Definition

The Department of Health defines a vulnerable adult as a person aged 18 or over who may need community care services because of a disability (mental or other), age, or illness.

A person is also considered vulnerable if they are unable to look after themselves, protect themselves from harm or exploitation or are unable to report abuse.

Who is a refugee?

The UN Convention Relating to the Status of Refugees definition:

Any person who owing to well-founded fear of being persecuted for reasons of race, religion, nationality, membership of a particular social group or political opinion, is outside the country of his nationality and is unable or, owing to such fear, is unwilling to avail himself of the protection of that country; or who, not having a nationality and being outside the country of his former habitual residence as a result of such events, is unable or, owing to such fear, is unwilling to return to it.

By definition, refugees are likely to have suffered torture, or cruel, inhuman or degrading treatment or punishment. Refugees and asylum seekers may have reported such areas of abuse on their asylum claim.


In the UK, the term ‘refugee’ is used to describe a person who has had their claim for asylum approved by the UK Home Office. They are permitted to live and work in the UK, subject to the length of visa they have been given.

Asylum Seeker:

In the UK, an asylum seeker is someone who has claimed asylum upon arrival in the UK, and is still awaiting approval (or rejection) of their asylum claim by the UK Home Office. They are usually supported through the National Asylum Support Service (NASS) and are not generally allowed to work or claim benefits in the UK. They can volunteer.

Volunteer Agreement

This Volunteer Agreement is a description of the arrangement between us, Karmabank CIC, and you, in relation to your voluntary work. We appreciate your volunteering with us and we are committed to do the best we can to make your volunteer experience with us a positive and rewarding one.

Part 1 Karmabank CIC

We, Karmabank, accept the voluntary service of _______________________________. beginning ____________________. Your role as a volunteer is to help coordinate special events. This work helps us manage charitable events with our partners.

We commit to the following:

1. Induction and training

To provide induction on the work of Karmabank, its staff, your volunteering role and the training necessary to assist you in meeting the responsibilities of your volunteering role. Please see the attached Volunteer information, and read the impact report for details of our work (link on our website).

2. Supervision, support and flexibility

To define appropriate standards of our services, to communicate them to you, and to encourage and support you to achieve and maintain them as part of your voluntary work. We will arrange a DBS check for you if you do not have a current one..

3. Expenses

To reimburse expenses incurred by you in doing your voluntary work in accordance with procedures agreed for each project, ie: Travel to and from home and during your work as necessary

4. Health and safety

To provide adequate training and feedback in support of our health and safety policy, and in particular safeguarding of vulnerable adults and children. Please read our Safeguarding policy, link on our website.

5. Insurance

To provide adequate insurance cover for volunteers whilst undertaking voluntary work approved and authorised by us.


6. Equal opportunities

To ensure that all volunteers are treated in accordance with our equal opportunities policy, a copy of which is available on request.

7. Problems

To endeavour to resolve in a fair and just manner any problems, grievances or difficulties which may be encountered while you volunteer with us

Part 2 The volunteer

I, ………………………………………………………………………………………. (Full name in capitals), agree to be a volunteer with Karmabank CIC and commit to the following:

  1. To help Karmabank fulfil its charitable project work with partners .
  2. To perform my volunteering role to the best of my ability
  3. To adhere to the organisation’s rules, procedures and standards, including health and safety and safeguarding procedures and its equal opportunities policy in relation to its staff, volunteers and clients.
  4. To maintain the confidential information of the organisation and of its clients, per our Data Privacy and GDPR policies (available on our website).
  5. To meet the time commitments and standards undertaken, other than in exceptional circumstances, and provide reasonable notice so that alternative arrangement can be made.
  6. To provide referees, as agreed, who may be contacted, and to agree to a DBS check being carried out.

This agreement is binding in honour only, is not intended to be legally binding contract between us and may be cancelled at any time at the discretion of either party.

Agreed to: ………………………….
Volunteer signature On behalf of Karmabank CIC

Date: ______________________________
Volunteer role:  Coordinator, Special Projects