Amistad Worldwide has developed this Donor Privacy and Confidentiality to provide transparency as to Amistad’s practices, policies and procedures for the collection, use and protection of information that is provided to Amistad Worldwide  by donors and prospective donors (“Donor-Related Information”). The Policy applies to all Donor-Related Information received by Amistad Worldwide whether in electronic, paper or verbal format. The Policy also applies to all volunteers and agents of Amistad who have access to Donor-Related Information. 

 

Amistad Worldwide is committed to ensuring that your privacy is protected. This policy describes the basis on which we will process any personal data we collect from you in connection with this website (amistadworldwide.org).

 

If we should make any changes to this policy, we will post the changes here. This privacy and confidentiality Policy was last update October 25,2023.

 

What We Collect

You contact us through this website, amistadworldwide.org by scrolling down to the Sponsor link and clicking there. Then there is a form where we ask for your name, email address, and the program you are interested in. Currently, our website is for informational purposes only and we do not process donations online. This is for the purposes of attempting to keep our overhead costs low and ensuring that 100% of our donations go to those in need. Information also may be gathered from donor via phone, email, or in person. Information we gather includes..

*your name

*email address

*phone number

*home or business address

*the program (s) you are interested in

We collect donations through cash, checks, and automatic deposit.

This information is not shared with any other charities or anyone outside of Amistad Worldwide.

 

 

Policy for Document Destruction and Record Retention for Amistad Worldwide

Document Destruction

The Document Retention and Destruction Policy identifies the record retention responsibilities of volunteers and 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 volunteers, members of the board of directors, 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 will be transferred and maintained by Treasurer using Quick Book or other electronic platform  

b.​All other paper documents will be destroyed after three years;  

c.​All other electronic documents will be deleted from all individual computers, data bases and networks.

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 (check with legal counsel or the human resources department for any current or foreseen litigation if volunteers have not been notified); and  

e.​No paper or electronic documents will be destroyed or deleted as required to comply with government auditing standards (Single Audit Act).  

Record Retention

Accounts payable ledgers and schedules

7 years

Audit reports

Permanently

Bank reconciliations                                                                                                                          

                       7 years

Bank statements

7 years

Checks (for important payments and purchases)

Permanently          

Contracts, mortgages, notes, and leases (expired)

7 years

Contracts (still in effect)

Contract period

   Correspondence (general)

7 years

Correspondence (legal and important matters)

Permanently

Correspondence (with donors and vendors)

7 years

  Depreciation schedules

Permanently

  Duplicate deposit slips

7 years

Volunteer  applications

7 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

7 years

Inventory records for products, materials, and supplies

7 years

Invoices (to donors)

7 years

Minute books, bylaws, and charter

Permanently

  Past Volunteer files

7 years

  Tax returns and worksheets

Permanently


Conflict of Interest Statement for Board Members of Amistad Worldwide 

No board member or board committee member, or any member of his/her family should accept any gift, entertainment, service, loan, or promise of future benefits from any person who either personally or whose employees might benefit or appear to benefit from such board or committee member’s connection with Amistad Worldwide unless the facts of such benefit, gift, service, or loan are disclosed in good faith and are authorized by the board. Board and committee members are expected to work out for themselves the most gracious method of declining gifts, entertainment, and benefits that do not meet this standard. 

 

No board or committee members should perform, for any personal gain, services to any Amistad Worldwide supplier of goods or services, as employee, consultant, or in any other capacity which promises compensation of any kind, unless the fact of such transaction or contracts are disclosed in good faith, and the board or committee authorizes such a transaction. Similar association by a family member of the board or committee member or by any other close relative may be inappropriate.

 

 No board or committee member or any member of his/her family should have any beneficial interest in, or substantial obligation to any Amistad Worldwide supplier of goods or services or any other organization that is engaged in doing business with or serving Amistad Worldwide unless it has been determined by the board, on the basis of full disclosure of facts, that such interest does not give rise to a conflict of interest. This policy statement is not intended to apply to gifts and/or similar entertainment of nominal value that clearly are in keeping with good business ethics and do not obligate the recipient. Any matter of question or interpretation that arises relating to this policy should be referred to the president for decision and/or for referral to the board of directors for decision, where appropriate. 

Fiscal Management Policy for Amistad Worldwide

 The purpose of this Fiscal Management policy in the operation of all Amistad Worldwide activities is to fulfill the organization’s mission in the most effective and efficient manner and to remain accountable to donors, clients, volunteers, and all business, civic, and church related partners. In order to accomplish this, Amistad Worldwide is committed to providing accurate and complete financial data for internal and external use by the President and the Board of Directors.

 

Responsibilities

 The Board of Directors is ultimately responsible for the financial management of all activities. The Treasurer is authorized to act on the Board’s behalf on financial matters when action is required in advance of a meeting of the Board of Directors.

  • The President in cooperation with the Treasurer, is responsible for the day-today financial management of the organization. The Board authorizes the President to receive funds through checks and donations, maintain bank accounts, and maintain various fees and overhead costs, which are paid from private funds, not donor funds.

  • The President takes donations to the bank monthly and is provided photocopies of every check as well as receipts for any deposit, withdrawal, or foreign wire. These copies are then given to the Treasurer.

  • The President is authorized to enter into contracts for activities that have been approved by the Board as a part of budgets or plans. Any requests for funds to be used for projects and support from partners must be met with Board approval put to a vote.

  • The Board of Directors must approve any funds transferred from the Savings account to the main Checking account.

  • The treasurer will prepare all the needed financial reports and bring to every quarterly board meeting. She gives an oral report as well as printed copies of Profit and Loss statements, profit and loss by class (categories of projects).

  • The Treasurer, with the help of other professional accountant who works with non-profits, completes all reports required for the State and IRS in a timely manner.

In order to ensure that planned activities minimize the risk of financial jeopardy and are consistent with board-approved priorities, long-range organization goals, and specific five-year objectives, the President shall:

  • Submit operating and capital budgets to the Finance Committee in time for reasonable approval by the Board prior to each fiscal year.

  • Use responsible assumptions and projections as background, with the general goal of an unrestricted surplus.

 

Gift Acceptance

Amistad Worldwide shall accept contributions of goods or services other than cash that are related to the programs and operations of Amistad Worldwide

Any other contributions of non-cash items must be reviewed and approved by the Board of Directors.

 

Protection

 In order to ensure that the assets of Amistad are adequately protected and maintained, the President shall:

  • Insure against theft and casualty losses to the organization and against liability losses to Board members, volunteers, or the organization itself to levels indicated in consultation with suitable professional resources.

  • Avoid actions that would expose the organization, its board, or its volunteers to claims of liability.

  • Protect intellectual property, information, and files from unauthorized access, tampering, loss, or significant damage.

  • Receive, process, and disburse funds under controls that are sufficient to maintain basic segregation of duties to protect bank accounts, income receipts, and payments.

  • Amistad’s financials are available to the public upon request.

 


Whistleblower policy for Amistad Worldwide

 

I.                    The organization will not retaliate against a whistleblower. This includes, but is not limited to, protection from retaliation in the form of an adverse action such as dismissal, or poor work assignments and threats of physical harm. Any whistleblower who believes he/she is being retaliated against must contact the President  immediately. The right of a whistleblower for protection against retaliation does not include immunity for any personal wrongdoing that is alleged and investigated.

II.                   Whistleblower protections are provided in two important areas: confidentiality and retaliation. Insofar as possible, the confidentiality of the whistleblower will be maintained. However, identity may have to be disclosed to conduct a thorough investigation, to comply with the law, and to provide accused individuals their legal rights of defense.

III.                 Individuals protected include

           a. the volunteer, or a person acting on behalf of the volunteer, who reports to a public body or is about to report to a public body a matter of public concern; or

          b. the volunteer who participates in a court action, an investigation, a hearing, or an inquiry held by a public body on a matter of public concern.

IV.                The organization may not discharge, threaten, or otherwise discriminate against a volunteer regarding the volunteer’s terms, conditions, location, or privileges of serving with Amistad Worldwide.

V.                    The provisions of this policy do not

 a. require the organization to compensate a volunteer for participation in a court action or in an investigation, hearing, or inquiry by a public body;

 b. prohibit the organization from compensating a volunteer for participation in a court action or in an investigation, hearing, or inquiry by a public body;

 c. authorize the disclosure of information that is legally required to be kept confidential.

 VI. Limitation to protections

a. A person is not entitled to the protections under this policy unless he or she reasonably believes that the information reported is, or is about to become, a matter of public concern; and reports the information in good faith.

 b. A person is entitled to the protections under this policy only if the matter of public concern is not the result of conduct by the individual seeking protection, unless it is the result of conduct by the person that was required by the President.

 c. Before a volunteer initiates a report to a public body on a matter of public concern under this policy, the volunteer shall submit a written report concerning the matter to the organization’s President. However, the volunteer is not required to submit a written report if he or she believes with reasonable certainty that the activity, policy, or practice is already known to the President; or that an emergency is involved.

VII. Relief and penalties

 a. A person who alleges a violation of this policy may bring a civil action and the court may grant appropriate relief.

b. A person who violates or attempts to violate this policy is also liable for a civil fine of not more than ten thousand dollars ($10,000.00).

 

Procedures

I.                    If a volunteer has knowledge of or a concern of illegal or dishonest/fraudulent activity, the volunteer is to contact the President. All reports or concerns of illegal and dishonest activities will be promptly submitted by the volunteer to the President, who is responsible for investigating and coordinating any necessary corrective action. Any concerns involving the President should be reported to the chief executive officer/treasurer.

II.                  The whistleblower is not responsible for investigating the alleged illegal or dishonest activity, or for determining fault or corrective measures; appropriate management officials are charged with these responsibilities

III.                 Examples of illegal or dishonest activities include violations of federal, state, or local laws; billing for services not performed or for goods not delivered; and other fraudulent financial reporting. The Volunteer must exercise sound judgment to avoid baseless allegations. A volunteer who intentionally files a false report of wrongdoing will be subject to disciplinary action.

 Supplemental information

Definitions

1. “Whistleblower” is defined by this policy a volunteer who reports, to one or more of the parties specified in this policy, an activity that he/she considers to be illegal, dishonest, unethical, or otherwise improper.

2. “Volunteer” means a person who performs a service for no wages either as a board member or other position under a written contract, oral agreement, or implied, for Amistad Worldwide.

 3. “Matter of public concern” means

a. a violation of a state, federal, or municipal law, regulation, or ordinance;

 b. a danger to public health or safety; and/or

c. gross mismanagement, substantial waste of funds, or a clear abuse of authority.

 4. “Public body” includes an officer or agency of

       a. the federal government;

      b. the state;

      c. a political subdivision of the state including a municipality or a school district; and

      d. a public university in the state.

These policies may be subject to change so please check here periodically for updates.