Record Keeping Policy

Records help the Foundation demonstrate accountability, manage donations, respond to enquiries, protect children and vulnerable people, monitor finances, evidence decisions, and improve operations.

Records may include donation records, goods collection records, inspection and disposal notes, financial records, partner agreements, due diligence checks, complaints, safeguarding concerns, volunteer records, policies, meeting notes, and correspondence.

Records should be accurate, dated where appropriate, stored securely, and accessible only to people who need them for authorised Foundation purposes. Sensitive records should receive additional care.

Records should be kept only for as long as needed for operational, legal, safeguarding, financial, regulatory, or accountability reasons. When no longer needed, records should be deleted or disposed of securely where practical.

The Foundation may review record keeping practices as activities, legal duties, charity registration status, funding arrangements, or operational needs develop.

If you have any questions about this policy, please contact Kids After Hours Foundation Limited at [email protected].