acta Community Theatre welcomes donations from individuals, businesses, trusts, foundations, and other organisations to support our charitable purposes and community activities.
This policy sets out the principles and procedures for accepting donations, ensuring that all fundraising and donation activities are conducted ethically, transparently, and in a manner that protects donors, beneficiaries, staff, volunteers, and the reputation of acta Community Theatre.
2. Scope
This policy applies to:
• Monetary donations
• In-kind donations (goods, services, equipment, facilities)
• Corporate sponsorships
• Grants and charitable funding
• Legacy gifts and bequests
• Fundraising activities conducted on behalf of acta Community Theatre
2. Guiding Principles
acta Community Theatre will:
- Act with honesty, integrity, and transparency.
- Respect the wishes, dignity, and privacy of donors.
- Ensure donations are given freely and without undue pressure.
- Comply with relevant charity, fundraising, safeguarding, data protection, and financial regulations.
- Protect vulnerable individuals from exploitation or inappropriate solicitation.
- Refuse donations that may compromise acta Community Theatre’s independence, values, reputation, or charitable objectives.
4. Ethical Donations
acta Community Theatre reserves the right to decline donations where acceptance may:
• Conflict with the organisation’s charitable purposes, values, or mission.
• Create a real or perceived conflict of interest.
• Damage the organisation’s reputation or public trust.
• Be linked to unlawful activities, fraud, exploitation, money laundering, or other criminal conduct.
• Require conditions that would compromise the independence of acta.
• Be inconsistent with safeguarding principles or EDI commitments.
The Board of Trustees may review any donation that raises ethical concerns and determine whether it should be accepted.
5. Donations from Vulnerable People
acta Community Theatre recognises that some individuals may be vulnerable due to age, illness, disability, mental health conditions, cognitive impairment, financial hardship, bereavement, social isolation, or other circumstances.
The organisation is committed to ensuring that vulnerable people are not pressured, exploited, or encouraged to donate beyond their means.
5.1. Donations from Vulnerable People
acta Community Theatre will:
• Never knowingly exploit the vulnerability of any individual.
• Take reasonable steps to identify situations where a donor may be vulnerable.
• Ensure fundraising communications are respectful and non-coercive.
• Accept donations only where there is reasonable confidence that the donor has made an informed and voluntary decision.
• Treat all concerns regarding donor vulnerability seriously and sensitively.
5.2 Indicators of Vulnerability
Staff and volunteers should exercise caution where a donor:
• Appears confused or unable to understand the nature of the donation.
• Demonstrates impaired decision-making capacity.
• Appears under pressure from another person.
• Indicates financial hardship.
• Appears unable to understand the consequences of the donation.
• Is experiencing significant distress or bereavement.
The presence of these indicators does not automatically prevent a donation from being accepted but may require additional consideration.
5.3 Responding to Concerns
Where concerns arise regarding a donor’s capacity or vulnerability:
• Staff or volunteers should pause the donation process where appropriate.
• No pressure should be applied to complete the donation.
• The matter should be referred to The Director or Chair of Trustees.
• Additional information may be sought to establish whether the donation is genuinely informed and voluntary.
• acta may decline or return a donation where there is reasonable concern that the donor lacked capacity or was subject to undue influence.
6. Unacceptable Fundraising Practices
acta Community Theatre will not:
• Use aggressive, manipulative, or misleading fundraising techniques.
• Pressure individuals to make donations.
• Encourage donations through emotional exploitation.
• Continue fundraising conversations when an individual indicates they do not wish to engage.
• Target vulnerable individuals for fundraising purposes.
7. Anonymous Donations
Anonymous donations may be accepted where legally permissible and where there is no reason to suspect unlawful activity.
Acta reserves the right to undertake appropriate due diligence for significant anonymous donations and may refuse any donation where the source cannot be reasonably verified.
8. Large or Unusual Donations
Large, unexpected, or unusual donations may be referred to the Board of Trustees for review.
The Board may consider:
• The source of the funds.
• Any reputational implications.
• Any restrictions attached to the donation.
• Legal and regulatory obligations.
• Potential safeguarding concerns.
9. Returning Donations
acta Community Theatre may return a donation where:
• There is evidence that the donation was made under pressure.
• There are concerns regarding the donor’s capacity to consent.
• The donation is linked to unlawful activity.
• Acceptance would significantly damage the reputation or integrity of the organisation.
• Acceptance would breach legal or regulatory requirements.
Any decision to return a donation should be authorised by The Director and, where appropriate, the Board of Trustees.
10. Record Keeping and Confidentiality
acta Community Theatre will:
• Maintain accurate records of donations received.
• Process personal information in accordance with applicable data protection legislation.
• Respect donor confidentiality unless disclosure is required by law or regulation.
• Maintain appropriate financial controls and audit trails.
11. Roles and Responsibilities
Staff and Volunteers
Staff and volunteers involved in fundraising must:
• Follow this policy.
• Treat all donors with respect.
• Report concerns regarding vulnerable donors or ethical issues.
• Complete any required fundraising and safeguarding training.
Board of Trustees
The Board of Trustees is responsible for:
• Oversight of ethical fundraising practices.
• Reviewing significant or potentially contentious donations.
• Ensuring compliance with charity and fundraising regulations.
• Periodically reviewing this policy.
12. Monitoring and Review
This policy will be reviewed every year, or sooner if required by changes in legislation, regulation, or organisational practice.
Policy created June 2026
Next review June 2027
