Policies

1. Policy Statement

 

At Resurgence Air Sports, we are committed to providing high-quality services and support to veterans, their families, and wider armed forces community. We value feedback (positive or negative) as an opportunity to learn and improve.

 

We aim to ensure that any complaints are handled fairly, promptly, and sensitively. We welcome all complaints and concerns, and we treat them seriously, whether they come from beneficiaries, volunteers, partners, members of the public, or others.

 

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2. Purpose of This Policy

 

This policy outlines:

            •          How complaints can be made

            •          How we will respond

            •          The procedures for investigating and resolving complaints

            •          The rights of complainants to appeal or escalate

 

It applies to:

            •          All staff, volunteers, trustees, and representatives of the charity

            •          All individuals or organisations interacting with the charity, including service users, donors, contractors, and the public

 

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3. What Is a Complaint?

 

A complaint is any expression of dissatisfaction about any aspect of our work, including:

            •          The standard or quality of service provided

            •          The behaviour or conduct of staff or volunteers

            •          The handling of a previous complaint

            •          Decisions made by the charity or its representatives

 

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4. How to Make a Complaint

 

Complaints can be made:

            •          Verbally (in person or by phone)

            •          In writing (by email or post)

            •          Anonymously (though anonymous complaints may limit our ability to investigate)

 

Contact details:

 

Resurgence Air Sports

23 Burley Avenue

Killinghall

Harrogate 

HG3 2RX

Tel: 07944180631 or 07497141807

Email: resurgenceairsports@gmail.com

Website: resurgenceairsports.org

 

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5. Complaint Handling Procedure

 

Stage 1 – Informal Resolution

 

We encourage early, informal resolution where possible. If you are dissatisfied with any aspect of our service, please speak to a member of staff or volunteer. Many concerns can be resolved quickly at this stage.

 

Stage 2 – Formal Complaint

 

If the complaint is not resolved informally, or is of a more serious nature, it should be submitted formally in writing.

 

What happens next:

            •          We will acknowledge your complaint within 5 working days.

            •          A named member of staff (or manager) will investigate the matter.

            •          You will receive a written response within 15 working days, outlining the outcome of the investigation and any actions taken.

            •          If more time is required, we will inform you of the revised timeline.

 

Stage 3 – Appeal or Escalation

 

If you are not satisfied with the outcome, you can request an appeal. This will be reviewed by a senior manager or a trustee not previously involved in the investigation.

 

You will receive a final written response within 20 working days of your appeal being received.

 

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6. Taking Your Complaint Further

 

If the matter remains unresolved, you may escalate your concern to the Charity Commission if it relates to:

            •          Misuse of charitable funds

            •          Harm to beneficiaries

            •          Significant governance issues

 

Charity Commission Contact:

Website: https://www.gov.uk/complain-about-charity

 

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7. Confidentiality and Data Protection

 

All complaints will be handled in line with our confidentiality policy and data protection obligations. Personal information will only be shared where necessary to investigate and resolve the complaint.

 

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8. Learning from Complaints

 

Complaints help us improve. We will record complaints and use the information to:

            •          Monitor patterns and recurring issues

            •          Improve service delivery and staff training

            •          Report anonymised data to the Board of Trustees for review

 

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9. Unreasonable or Vexatious Complaints

 

We reserve the right to limit communication with individuals who behave in a way that is abusive, persistent, or unreasonable. This will only be done in exceptional cases and in line with our internal procedures.

 

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10. Review of Policy

 

This policy will be reviewed annually or following any major complaint, change in legislation, or regulatory guidance.

 

Date Approved: 23.07.2025

Next Review Date: 23.07.2026

Approved By: Chair of Trustees Thomas Henwood. 

1. Policy Statement

 

At Resurgence Air sports, we are committed to promoting equality, diversity and inclusion in everything we do. As a UK charity supporting veterans, we recognise and value the diverse experiences and backgrounds of those who have served in the armed forces and the broader communities in which we operate.

 

We are committed to ensuring that all veterans, employees, volunteers, service users, and stakeholders are treated with dignity and respect, and are not discriminated against on the basis of age, disability, gender reassignment, marriage or civil partnership, pregnancy and maternity, race, religion or belief, sex, or sexual orientation—in accordance with the Equality Act 2010. 

 

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2. Our Commitment

 

We aim to:

            •          Foster an environment that actively promotes equality and inclusion.

            •          Deliver services that are accessible and inclusive to all veterans and their families.

            •          Challenge discrimination and unfair treatment wherever it occurs.

            •          Promote diversity in our workforce and volunteer base.

            •          Monitor and review our practices to ensure continuous improvement in promoting equality.

 

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3. Scope of the Policy

 

This policy applies to:

            •          All employees and volunteers of Resurgence Air Sports

            •          Trustees and Board members

            •          Veterans and service users

            •          Partner organisations and contractors

 

It covers all aspects of our work, including:

            •          Recruitment and employment

            •          Service delivery

            •          Volunteer management

            •          Outreach and engagement

 

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4. Implementation

 

We will:

            •          Provide training and guidance to staff and volunteers on equality, diversity, and inclusion.

            •          Ensure job and volunteering opportunities are advertised widely and selection processes are fair and transparent.

            •          Make reasonable adjustments to ensure accessibility for disabled staff, volunteers, and service users.

            •          Use inclusive language and imagery in all communications.

            •          Regularly review policies and practices to ensure they are inclusive and up to date.

 

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5. Responsibilities

            •          Board of Trustees: Responsible for overseeing implementation and compliance with this policy.

            •          Senior Management: Accountable for ensuring the policy is implemented effectively across all functions.

            •          All Staff and Volunteers: Expected to adhere to this policy, treat everyone with respect, and report any concerns regarding discrimination or unfair treatment.

 

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6. Complaints and Breaches

 

Any breaches of this policy or incidents of discrimination, harassment or victimisation will be taken seriously and may result in disciplinary action, including termination of employment or voluntary involvement.

 

Service users or staff who feel they have been treated unfairly are encouraged to raise the matter with their line manager or a senior member of staff. Complaints will be handled sensitively and in line with our complaints procedure.

 

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7. Monitoring and Review

 

We will monitor the effectiveness of this policy and regularly review it to ensure it reflects changes in legislation and best practice. Feedback from staff, volunteers, and service users will be used to inform improvements.

 

Review Date: 25.07.2025

Next Review Due: 25.07.2026

 

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Approved by:

Chair of Trustees

Thomas Henwood

Date: 23.07.2025

Financial Policy

 

Resurgence Air Sports

(Including Anti-Bribery, Anti-Money Laundering, and Anti-Fraud Measures)

 

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1. Introduction

 

This Financial Policy sets out the framework for financial management, control, and accountability within Resurgence Air Sports a UK charity supporting veterans. It is designed to ensure that our resources are used effectively, transparently, and in compliance with the law and regulatory guidance from the Charity Commission, HMRC, and relevant financial crime legislation.

 

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2. Scope and Applicability

 

This policy applies to:

            •          All trustees, employees, volunteers, contractors, and agents of the charity.

            •          All financial activities including income, expenditure, banking, procurement, grant management, and donations.

            •          All operational locations, including remote or project-based work.

 

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3. Governance and Responsibilities

 

Role    Responsibilities

Board of Trustees; Overall accountability for financial integrity and compliance.

Treasurer; Oversees financial controls, budgeting, and reporting.

Finance Officer; Maintains day-to-day financial records, payments, and reconciliations.

All staff and volunteers must follow financial procedures and report irregularities or concerns.

 

 

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4. Financial Planning and Budgeting

            •          An annual budget must be prepared and approved by the Board.

            •          Expenditure must align with the approved budget unless specifically authorised.

            •          Financial performance will be monitored quarterly and reviewed by the Board.

 

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5. Banking and Financial Controls

            •          All bank accounts must be in the charity’s name and approved by the Board.

            •          A dual authorisation process will be in place for all payments above £500.

            •          Monthly bank reconciliations must be completed and reviewed.

            •          All transactions must be recorded promptly and supported by documentation.

 

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6. Income Management

            •          All income, including donations, grants, and fundraising, must be recorded and banked promptly.

            •          Restricted funds must only be used for their designated purpose.

            •          Gift Aid will be claimed in accordance with HMRC rules.

            •          Cash handling should be minimised and managed through clear procedures.

 

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7. Expenditure Control

            •          Expenditure must be reasonable, necessary, and in pursuit of the charity’s objectives.

            •          Supporting documentation (e.g. receipts, contracts, quotes) is required for all payments.

            •          All procurement must be transparent, with competitive quotes for significant purchases (>£1,000).

            •          No individual may approve their own expenses or payments.

 

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8. Anti-Bribery Policy

 

Resurgence Air Sports has zero tolerance for bribery or corruption. In line with the Bribery Act 2010:

            •          Staff and representatives must not offer, give, solicit, or accept bribes or improper payments.

            •          Hospitality, gifts, or donations must never influence decision-making or create a conflict of interest.

            •          All gifts over £25 must be declared to the designated manager or trustee.

            •          Suspected bribery must be reported immediately to the Chair or the Designated Safeguarding/Compliance Officer.

 

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9. Anti-Money Laundering Policy

 

We are committed to preventing money laundering under the Money Laundering, Terrorist Financing and Transfer of Funds Regulations 2017. We will:

            •          Verify the identity of significant donors or grant recipients where appropriate.

            •          Be alert to unusual or suspicious financial activity, particularly large or complex donations.

            •          Not accept anonymous donations over £1,000 in cash or kind.

            •          Report any suspicions to the National Crime Agency (NCA) via the nominated officer.

 

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10. Anti-Fraud Policy

 

Fraud is defined as deception intended to result in financial or personal gain. To prevent and detect fraud:

            •          Clear financial controls (segregation of duties, approval limits) are enforced.

            •          All staff and volunteers must report suspicions of fraud or irregularity.

            •          The Trustees will investigate all suspected incidents and report serious matters to the Charity Commission and/or the police.

            •          We maintain a Fraud Register and will implement corrective actions and improvements where fraud or error is identified.

 

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11. Whistleblowing and Reporting Concerns

 

We support a culture of openness and accountability. Anyone raising genuine concerns about fraud, bribery, or financial misconduct will be protected under our Whistleblowing Policy. Concerns can be reported confidentially to:

            •          The Treasurer

            •          The Chair of Trustees

            •          An independent safeguarding trustee or officer

 

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12. Record-Keeping and Retention

            •          Financial records will be kept for a minimum of six years in accordance with statutory requirements.

            •          All transactions will be traceable and supported by appropriate documentation.

 

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13. External Reporting and Compliance

            •          Annual accounts will be prepared in line with Charity Commission guidance (CC15d).

            •          Where required, an independent examination or audit will be arranged.

            •          Trustees will ensure timely submission of accounts and annual returns.

 

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14. Reserves and Risk Management

            •          The charity will maintain reserves to ensure financial stability.

            •          A Reserves Policy will define the level and purpose of retained funds.

            •          Financial risks will be monitored and managed as part of the charity’s overall risk framework.

 

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15. Review and Approval

 

This policy will be reviewed annually or sooner in the event of legislative changes, a serious financial incident, or strategic changes to the charity’s operations.

 

Date Approved: 23.07.2025

Next Review Due: 23.07.2026

Approved by: Chair of Trustees: Thomas Henwood.

Safeguarding Policy

 

Resurgence Air Sports

 

1. Policy Statement

 

Resurgence Air Sports is committed to safeguarding the wellbeing and human rights of all veterans, staff, volunteers, and any individuals we come into contact with through our services. We recognise that safeguarding is everyone’s responsibility and that veterans—particularly those who may be vulnerable due to physical or mental health, homelessness, addiction, or trauma—have the right to protection from abuse, neglect, exploitation and harm.

 

This policy sets out our approach to preventing and responding to safeguarding concerns in accordance with:

            •          The Care Act 2014

            •          Working Together to Safeguard Children (2018)

            •          Charity Commission guidance (CC3 and Protecting People and Safeguarding Duties for Charities)

            •          The Safeguarding Vulnerable Groups Act 2006

            •          The Equality Act 2010

 

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2. Definitions

            •          Safeguarding means protecting a person’s right to live in safety, free from abuse and neglect.

            •          Adult at risk refers to someone aged 18 or over who may be unable to protect themselves due to care and support needs (e.g., mental health, physical disability, substance misuse).

            •          Abuse can take many forms including physical, emotional, sexual, financial, neglect, institutional, and discriminatory abuse.

            •          Veteran means anyone who has served in the UK Armed Forces, regardless of age or length of service.

 

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3. Aims of This Policy

 

We aim to:

            •          Promote a culture of zero tolerance toward abuse or harm.

            •          Identify and minimise risks to vulnerable adults and children.

            •          Ensure staff and volunteers know how to recognise and report concerns.

            •          Respond swiftly and appropriately to any safeguarding concerns raised.

            •          Work in partnership with statutory services such as social care and the police.

 

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4. Scope

 

This policy applies to:

            •          All staff, trustees, volunteers, contractors and anyone acting on behalf of Resurgence Air Sports.

            •          All activities and services delivered by or on behalf of the charity

            •          All individuals who come into contact with the charity, including veterans, their families, and members of the public

 

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5. Roles and Responsibilities

            •          Designated Safeguarding Lead (DSL):

Founder/manager: Paul Goodwin.

Responsible for receiving, responding to escalating safeguarding concerns.

            •          Deputy DSL (if applicable):

Founder/chair: Thomas Henwood.

            •          Board of Trustees:

Responsible for ensuring safeguarding policies and practices are in place, up to date, and being followed.

            •          All Staff and Volunteers:

Must complete safeguarding training, be aware of signs of abuse, and report any concerns immediately.

 

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6. Safeguarding Procedures

 

If someone is at immediate risk of harm, call 999.

 

Otherwise:

            1.         Recognise: Know the signs and indicators of possible abuse.

            2.         Respond: Stay calm, listen carefully, do not promise confidentiality.

            3.         Report: Inform the DSL immediately. Document the concern in writing using a safeguarding form.

            4.         Record: Write a clear, factual account including dates, times, and names.

            5.         Refer: The DSL will decide if the concern should be referred to adult social care or the police.

 

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7. Safe Recruitment and Training

 

We will:

            •          Follow safer recruitment practices including references and DBS checks where appropriate.

            •          Provide induction and ongoing safeguarding training to all staff and volunteers.

            •          Ensure roles involving vulnerable adults are risk assessed and supervised accordingly.

 

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8. Confidentiality and Information Sharing

 

Safeguarding concerns will be handled with sensitivity and confidentiality, but information will be shared when necessary, with the appropriate authorities for the purpose of protection. We follow GDPR and data protection regulations, ensuring information is shared only on a need-to-know basis.

 

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9. Whistleblowing

 

We encourage staff, volunteers, and service users to speak out if they have concerns about misconduct or abuse. We are committed to protecting whistleblowers from retaliation. See our Whistleblowing Policy for more details.

 

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10. Policy Review and Monitoring

 

This policy will be reviewed annually or in response to changes in legislation or a significant safeguarding incident. Trustees will receive an annual safeguarding report to monitor compliance and improvements.

 

Date Adopted: 23.07.25

Policy Review Due: 23.07.26

Approved By: Chair of Trustees

      Thomas Henwood

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