Governance documents

All members of the Research Grants Committee (Trustees, External Advisers and Executive Officers) must abide by the principles and procedures set out in the Dunhill Medical Trust’s Conflict of Interest Policy. It is, however, recognised that there are times when specific conflict of interest issues can arise in respect of grant applications and other grant-related matters that apply particularly to the Research Grants Committee. A code of conduct for dealing with these is therefore set out below as an appendix to the main Conflict of Interests policy. In formulating this code, Charity Commission guidelines and Association of Medical Research Charities (AMRC) guidelines have been taken fully into consideration.

Code of Conduct (updated 18-05)

All members of the Community Grants Committee (Trustees, External Advisers and Executive Officers) must abide by the principles and procedures set out in the Dunhill Medical Trust’s Conflict of Interest Policy. It is, however, recognised that there are times when specific conflict of interest issues can arise in respect of grant applications and other grant-related matters that apply particularly to the Community Grants Committee. A code of conduct for dealing with these is therefore set out below as an appendix to the main Conflict of Interests policy. In formulating this code, Charity Commission guidelines have been taken fully into consideration.

Code of Conduct (updated 18-05)

This Policy should be read in conjunction with the specific guidelines for the grant scheme for which you are applying.

Grant Making Policy (updated 18-06)

This policy is intended to be compatible with the provisions for dealing with conflicts of interest included in the Articles of Association of the Dunhill Medical Trust. In setting out the policy, the Trustees of the Dunhill Medical Trust acknowledge and accept the definition and principles in the Charity Commission document Conflicts of Interest: A Guide for Charity Trustees (CC29).

Conflict of interest policy (updated 18-06)

We value the diversity of our staff and stakeholders and the benefits that differences can bring. Accordingly, no eligible applicant, trustee, adviser, employee or external stakeholder should receive less favourable treatment on the grounds of the nine protected characteristics set out in the Equality Act 2010.

Our equality and diversity policy is in three parts:

• The Trust as a funder.
• The Trust as an employer.
• The Trust as a partner.

Equality and diversity policy (updated 17-12)

The Dunhill Medical Trust accepts that organisations and individuals should be able to make complaints regarding any unsatisfactory aspects of its working practice. The purpose of this procedure is to set out a process for dealing with complaints which is fair and aims to resolve issues which may arise as quickly and reasonably as possible. The Trust aims to ensure that its grant-making reflects best practice and reserves the right to determine how it carries out its work. It does, however, accept that from time to time issues might arise which may need to be resolved as a result of the Trust’s interaction with grant applicants and grant holders, and other external individuals and organisations.

Complaints procedure

Privacy policy The Dunhill Medical Trust (DMT) holds personal data about its employees, Trustees and Committee members, grant holders, suppliers and other individuals for a variety of purposes relating to delivery of its charitable objectives.   It seeks to adhere to the principles of data protection legislation, in particular to meet the requirements of the General Data Protection Regulation (GDPR) effective May 2018.  This policy sets out how the Trust seeks to protect personal data and ensure that its staff, Trustees and external advisors understand the rules governing their use of personal data to which they have access in the course of their work.  In particular, this policy requires staff to ensure that the Administration & Governance Officer, in the first instance, or, in her absence, the Executive Director are consulted before any significant new data processing activity is initiated to ensure that relevant compliance steps are addressed. Any breach, whether deliberate or through negligence, may lead to disciplinary action being taken. View and download the full policy (updated 18-03)   Privacy Notice Our Privacy Notice is intended help our stakeholders to understand what information we collect about them, how we use it, how we protect any information that they give us and what choices they have. View the Privacy Notice (updated 19-05)

Anti bribery

Charity Commission guidance states that “the Commission expects trustees to comply with the law on bribery and to implement good practice in accordance with their duty to protect the property and reputations of their charities”. The Bribery Act 2010 applies to individuals and ‘commercial organisations’; according to guidance from the Ministry of Justice, this includes charitable companies carrying out not-for-profit business. As such, The Charity Commission requires charities with income in excess of £1 million to have an anti-bribery policy statement.

Anti bribery policy (last revised 2015-06)

Risk policy (last revised 2015-09)

Business Continuity Plan (18-06)

Information Security Policy (Updated 18-03)

Compliance Policy  (Updated 18-03)

Outsourcing and third party compliance Policy (Updated 18-03)

Information Handling Policy (Updated 18-03)

User and Password Management Policy (Updated 18-03)

Acceptable Use Policy (Updated 18-03)

Software Management Policy (Updated 18-03)

Mobile Computing and Remote Working Policy (Updated 18-03)