Our policies

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Openfolk CIC – Governance and Operational Policies

These policies set out how Openfolk Community Interest Company (CIC) operates, is governed, and delivers community benefit in accordance with the Companies Act 2006, the Community Interest Company Regulations 2005 (as amended), and relevant UK law.

1. Purpose and Community Benefit Policy

1.1 Purpose

Openfolk CIC exists to operate for the benefit of the community rather than for private profit. The Company’s activities are designed to address social, cultural, educational, or environmental needs and to promote public benefit.

1.2 Community Benefit

• All activities must demonstrably benefit the community served by Openfolk CIC.
• Profits and surpluses will be reinvested into the Company or used to support community projects aligned with its objects.
• Openfolk CIC will operate transparently and be accountable to the communities it serves.

1.3 Public Accountability

Openfolk CIC will report annually on how its activities have benefited the community, in line with CIC reporting requirements.

2. Governance and Directors’ Responsibilities

2.1 Legal Duties

Directors of Openfolk CIC must comply with their duties under the Companies Act 2006, including the duties to:

• Act within their powers
• Promote the success of the Company for community benefit
• Exercise independent judgment
• Exercise reasonable care, skill, and diligence
• Avoid conflicts of interest
• Not accept benefits from third parties
• Declare interests in proposed transactions or arrangements

2.2 Collective Responsibility

The Board of Directors is collectively responsible for:

• Strategic direction and oversight
• Ensuring community benefit remains central to decision-making
• Legal and regulatory compliance
• Financial stewardship
• Risk management

2.3 Conduct

Directors must act with integrity, transparency, and accountability and uphold the values of Openfolk CIC at all times.

3. Membership Policy

3.1 Membership Structure

Openfolk CIC may have members if provided for in its Articles of Association. Membership is open to individuals or organisations who support the Company’s objects.

3.2 Rights and Responsibilities

Members are expected to:

• Support the purpose and values of Openfolk CIC
• Act respectfully and in good faith
• Comply with the Articles and relevant policies

Members may have voting rights as defined in the Articles of Association.

3.3 Termination of Membership

Membership may be suspended or terminated where conduct is inconsistent with the aims or values of Openfolk CIC, following a fair and transparent process.

4. Conflicts of Interest Policy

4.1 Definition

A conflict of interest arises when a personal, financial, or other interest could interfere with a director’s or member’s duty to act in the best interests of Openfolk CIC.

4.2 Declaration

• All directors must declare any actual or potential conflicts of interest.
• A register of interests will be maintained and reviewed regularly.

4.3 Management of Conflicts

• Individuals with a conflict must not participate in related discussions or decisions.
• All conflicts and actions taken will be recorded in meeting minutes.

5. Safeguarding Policy

5.1 Commitment

Openfolk CIC is committed to safeguarding and promoting the welfare of children, young people, and vulnerable adults.

5.2 Responsibilities

• Safeguarding is the responsibility of all directors, staff, volunteers, and contractors.
• A designated safeguarding lead will be appointed where appropriate.

5.3 Reporting Concerns

Concerns about safeguarding must be reported promptly and handled in accordance with statutory guidance and local safeguarding procedures.

6. Equality, Diversity and Inclusion (EDI) Policy

6.1 Commitment

Openfolk CIC is committed to equality, diversity, and inclusion and will not tolerate discrimination, harassment, or victimisation.

6.2 Legal Framework

This policy aligns with the Equality Act 2010 and protects individuals from discrimination based on protected characteristics.

6.3 Inclusive Practice

• Openfolk CIC will promote equal opportunities in governance, employment, volunteering, and service delivery.
• Reasonable adjustments will be made to support accessibility and inclusion.

7. Financial Management Policy

7.1 Financial Responsibility

The Board of Directors is responsible for ensuring sound financial management and sustainability.

7.2 Controls and Transparency

• Accurate financial records will be maintained.
• Appropriate internal controls and authorisation procedures will be in place.
• Annual accounts will be prepared and filed in accordance with legal requirements.

7.3 Use of Funds

Funds must be used solely to further the objects of Openfolk CIC and for community benefit.

8. Data Protection (GDPR) Policy

8.1 Compliance

Openfolk CIC will comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

8.2 Principles

Personal data will be:

• Processed lawfully, fairly, and transparently
• Collected for specified, legitimate purposes
• Adequate, relevant, and limited to what is necessary
• Accurate and kept up to date
• Stored securely and retained only as long as necessary

8.3 Rights

Individuals have the right to access, correct, or request deletion of their personal data, subject to legal requirements.

9. Complaints and Disputes Policy

9.1 Commitment

Openfolk CIC aims to handle complaints fairly, promptly, and respectfully.

9.2 Procedure

• Complaints should be submitted in writing where possible.
• Complaints will be acknowledged and investigated objectively.
• Outcomes will be communicated clearly to the complainant.

9.3 Disputes

Where disputes arise, Openfolk CIC will seek resolution through dialogue and, where appropriate, mediation.

10. Asset Lock and Dissolution Policy

10.1 Asset Lock

As a Community Interest Company, Openfolk CIC operates an asset lock. Assets and profits must be used for community benefit.

10.2 Transfer of Assets

Assets may only be transferred for full consideration or to another asset-locked body, as permitted by CIC legislation.

10.3 Dissolution

In the event of dissolution, any remaining assets will be transferred to another asset-locked body with similar objects, in accordance with the Articles of Association and CIC regulations.

9A. Risk Management Policy

9A.1 Purpose

Openfolk CIC is committed to identifying, assessing, and managing risks that may affect its ability to deliver community benefit, maintain compliance, or ensure the safety of people and assets.

9A.2 Responsibilities

• The Board of Directors has overall responsibility for risk management.
• Risks will be reviewed at least annually, or more frequently where appropriate.
• Staff, volunteers, and contractors must report risks or emerging concerns.

9A.3 Risk Identification and Assessment

• Strategic, operational, financial, reputational, safeguarding, and data protection risks will be recorded in a Risk Register.
• Risks will be assessed based on likelihood and impact.

9A.4 Risk Controls

• Suitable controls and mitigation measures will be implemented and reviewed.
• Incident reporting procedures will be established where relevant.

9A.5 Monitoring and Review

The Risk Register will be reviewed regularly by the Board, with updates reported in board minutes.

9B. Social Media Policy

9B.1 Purpose

This policy ensures that Openfolk CIC’s use of social media is responsible, professional, and aligned with its values and legal obligations.

9B.2 Principles

• Social media should be used to promote community benefit, transparency, and positive engagement.
• Communications must be respectful, accurate, and not bring Openfolk CIC into disrepute.

9B.3 Official Accounts

• Only authorised individuals may post on behalf of Openfolk CIC.
• Login credentials will be stored securely.

9B.4 Personal Use

• Staff, directors, and volunteers must not imply they are speaking on behalf of Openfolk CIC when posting from personal accounts.
• Confidential information must never be shared.

9B.5 Conduct

Content must not include discriminatory, defamatory, or harmful material. All posts must follow safeguarding and GDPR requirements.

9C. Code of Conduct

9C.1 Purpose

The Code of Conduct outlines the standards of behaviour expected of all directors, staff, volunteers, and contractors representing Openfolk CIC.

9C.2 Principles

• Act with integrity, honesty, respect, and transparency.
• Treat all individuals fairly and without discrimination.
• Uphold the values and reputation of Openfolk CIC.
• Maintain confidentiality and protect personal data.
• Declare and avoid conflicts of interest.

9C.3 Professional Behaviour

• Communicate respectfully and constructively.
• Follow all organisational policies and legal obligations.
• Use resources responsibly and for legitimate purposes.

9D. Volunteer Policy

9D.1 Purpose

This policy ensures that volunteers are welcomed, valued, and supported in their role within Openfolk CIC.

9D.2 Recruitment and Induction

• Volunteers will be selected based on skills, experience, and alignment with the organisation’s values.
• All volunteers will receive an induction appropriate to their role.

9D.3 Rights and Responsibilities

Volunteers can expect:

• A safe, inclusive, and supportive environment.
• Clear role descriptions and guidance.
• Reimbursement of approved out-of-pocket expenses.

Volunteers are expected to:

• Act in accordance with Openfolk CIC policies and Code of Conduct.
• Maintain confidentiality and respect boundaries.
• Represent the organisation positively.

9D.4 Safeguarding and Checks

Where required, volunteers may need to undergo DBS checks or additional screening.

9E. Environmental and Sustainability Policy

9E.1 Commitment

Openfolk CIC is committed to reducing its environmental impact and promoting sustainable practices across its operations.

9E.2 Principles

• Comply with relevant environmental legislation.
• Use resources efficiently and minimise waste.
• Encourage reuse, recycling, and sustainable procurement.
• Reduce carbon emissions where possible.

9E.3 Sustainable Working Practices

• Favour digital communication over print where appropriate.
• Reduce energy consumption in workplaces and e

These policies are approved by the Board of Directors of Openfolk CIC and will be reviewed regularly to ensure ongoing compliance and relevance.