2. ROLES
The Treasurer takes the lead on:
 Making sure TPSA keeps proper accounts
 Reporting on financial matters at meetings
 Reporting on financial matters at the AGM
 Ensuring that TPSA has robust and effective financial controls in place
 Ensuring policies for finance are regularly reviewed, at least annually
 Liaising with the Trustees about financial matters and with an auditor (or independent examiner) as and when required.
The Trustees take collective responsibility for:
 Ensuring the TPSA is in a constant positive financial position
 Makes decisions on any funding bids to pursue and fundraising activities.
 Ensures the financial controls are in place and are being adhered to.
 Self-governs and is monitoring for fraudulent activity and unethical practises.

3. ACCOUNT RECORDS
Financial records will be kept by the Treasurer so that:
 The TPSA can meet its legal and other obligations e.g. Charities Acts, Companies Acts, HM Revenue and Customs, Common Law
 The TPSA Trustees always have oversight of the organisations finances
 The TPSA can meet contractual obligations and the requirements of funding bodies

The Treasurer of the TPSA will keep proper account records that include:
 A spreadsheet documenting all transactions (incomings / outgoings)
 Petty cash records if appropriate.
 Relevant receipts for all outgoings.

4. BUDGET
The financial year for the TPSA will end on 31 st March.
Before the start of each financial year, the TPSA Trustees will consider the necessity to budget an income and expenditure account for the following year. This budget will be reviewed on a regular basis to examine its progress and efficacy.

5. ACCOUNTS AND AUDIT
Accounts will be drawn up by the Treasurer after each financial year within 6 months of the end of the year and presented to the next Annual General Meeting after being agreed by the Trustees. The accounts will be submitted by the Treasurer, to the Charity Commission.
As and when required, the Trustees will appoint an appropriately qualified auditor or an independent examiner to audit the accounts for presentation to the next AGM.

6. BEST VALUE
When procuring goods and services it is the TPSA’s aim to achieve best value. For goods and services valued at over £1,000 (not including the cost of the PSA Testing events) at least 3 quotes will be obtained.
For service contracts, organisations will be invited to submit a proposal and these will be considered in relation to specific criteria including price, service requirements and quality. Whenever possible feedback will be obtained from organisations that are currently using the relevant service provider.

7. BANK
A bank account will be held in the name of Torbay Prostate Support Association.
All bank accounts held by the TPSA must be agreed and approved by the Trustees.
The bank account will have a maximum of four signatories/authorised people with any two required to sign/authorise.
An up-to-date list of the approved account signatories/authorised people will be approved and kept by the Treasurer and be available to the Trustees.
The signatory list will be kept updated with the bank at all times. All inactive signatories will be removed from the list immediately.
The TPSA will not use any other bank or financial institution or use overdraft facilities or invest speculatively.

8. FUNDRAISING, FUNDING BIDS, TENDERS, AND PARTNERSHIP ARRANGEMENTS
All fund raising, grant applications and tendering undertaken on behalf of the TPSA will be done in the name of the organisation. If the organisation is to subsidise the cost of any work/project, then this must be approved by the Trustees. The Trustees must be aware of and approve all bids and tenders being submitted.

9. RECEIPTS (INCOME)
The TPSA will ensure that all the income is evidenced.
All payments/donations can be made by internet banking, cash, cheque or BACS (cheques must made in the name of Torbay Prostate Support Association or TPSA).
The organisation will maintain records of the sources of all income.
All monies received will be promptly banked as soon as possible.
All outstanding monies owed to the TPSA will be reviewed on a regular basis and an appropriate course of action towards a solution will be agreed by the Trustees.

10. PAYMENTS (EXPENDITURE)
Money will only be spent to further the aims of the TPSA and any projects it is undertaking.
Monies received from a funder will only be used for the purposes they have been granted for and in accordance with the funder’s terms and conditions.
No payments will be authorised or cheques signed without documentation.
The preferred method of payment is by bank transfer via Internet Banking. Cheques will only be used when bank transfer payment is not possible. Cheque books (unused and partly used cheque books) must be kept secure.
The relevant payees name will always be inscribed on cheques before signature. The cheque stub will always be filled in.
Blank cheques will never be signed.

11. INVOICES
Payment will be supported by an invoice (never against a suppliers statement or final demand).
The invoice will be filed and kept for seven years.
An accurate record will be kept of the payment in the account records.

12. EXPENSES
The Trustees will decide if the TPSA is in a financial position to reimburse expenses and will communicate this position with all involved.
Expenses will be paid to cover previously agreed / authorised personal transactions only.
Expenses are paid at the discretion of the Trustees.
The TPSA will only reimburse reasonable expenditure paid for personally by individuals that is claimed and evidenced as follows:
 Fares are evidenced by proof of purchase; all rail travel will be by the cheapest advanced ticket (usually second class).
 Other expenditure is evidenced by original receipts.
 Car mileage is based on an amount agreed by the Trustees currently 45p per mile.
 The expenditure has been authorised by the Trustees.
 The claim is submitted within 3 months of expenditure being incurred

13. AUTHORISING PAYMENTS
As per good practise, there will be a minimum 2 (two) and no more than 4 (four) individuals that are approved to authorise payments.
These individuals will be registered with the relevant account and ensure they have their own access to the authorising protocols (usernames, passwords, signatures etc.) and keep these secure at all times, not sharing them with anyone else.

The authorised people will work together when a payment is required to decide which individuals should authorise a payment.
No signatory should authorise payments to him or herself without one other signatory / authorised person.
It is the responsibility of the other signatories to ensure this does not happen.

14. CONFIDENTIALITY
The confidentiality of individual’s financial circumstances will be respected at all times.
Trustees, volunteers, members and supporters will always act in the best interest of the TPSA and if they experience a conflict of interest, they will not divulge sensitive information about the organisation.

15. RESERVES AND INVESTMENT POLICIES
The Trustees will determine the level of reserves that is appropriate for the TPSA to have to cover any relevant costings or eventualities.
Consideration will be given to:
 future strategies
 any other significant factors which may need to be considered were the TPSA cease to exist.

16. VERSION CONTROL – APPROVAL AND REVIEW
The policy was approved by the Executive Committee on 13 th January 2026
This policy will be reviewed every two years, and as part of any incident investigation, to test that it has been complied with and to see if any improvements might realistically be made to it.

DEFINITIONS
 Charity means Torbay Prostate Support Association (TPSA) a registered charity
 Appointed Person the Trustee appointed for oversight of Health & Safety within the Charity means the Executive Committee Secretary.

RESPONSIBILITIES
The Trustee appointed for the implementation and monitoring of health and safety policies and recommending changes where necessary is the Executive Committee Secretary, [email protected] .
All accidents or unsafe incidents should be reported in the first instance to the Executive Committee Secretary [email protected] as soon as possible, who will then report to the Trustees at the next available Trustees meeting.

1. The Trustees will assist the Appointed Person in:
 Assessing the risk to the health and safety of trustees, members, supporters, volunteers and visitors and identifying what measures are needed to comply with its health and safety obligations.
 Ensuring that venues used are safe and without risk to health including safe ways of entering and leaving.
 Ensuring that equipment is safe and well maintained including PAT testing as necessary.
 Providing information, instruction, training and supervision to trustees, members, supporters and volunteers in safe working methods and procedures as required.
 Encouraging trustees, members, supporters and volunteers to co-operate in ensuring safe and healthy conditions and systems by effective joint consultation.
 Establishing emergency procedures as required.

2. All TPSA members, supporters and volunteers will ensure that:
 They are aware of the contents of this safety policy
 They take care of themselves and others who may be affected by their actions or omissions
 They will report all accidents, or unsafe situations, and any near misses (things which could have led to an accident), in the first instance to the Executive Committee Secretary [email protected] or another Trustee at once.
 They record accidents or near misses at work in the accident book kept by the relevant venue.
 They are aware of all fire procedures for the area in which they are working.
 If they identify anything which they think could be in any way unsafe, they will report it.

RISK ASSESSMENTS
The Appointed Person will ensure that all premises and tasks are assessed in line with the current relevant legislation. Assessments will be repeated when there is a:
 change in legislation
 change of premises
 significant change in activities carried out
 transfer to new technology or any other reason which makes original assessment not valid.

TRAINING
To comply with legislation and to promote the health, safety and welfare of members, supporters and volunteers, health and safety information will be provided to Trustees as follows:
 at inductions
 on the introduction of new technology
 when changes are made to venues
 when training needs are identified during risk assessments.

RESOLVING HEALTH AND SAFETY PROBLEMS
Any member, supporter or volunteer with a health and safety concern must first inform the Appointed Person. If, after investigation, the problem is not corrected in a reasonable time, or the Appointed Person decides that no action is required but the member, supporter or volunteer is not satisfied with this, they may then refer the matter to the Trustees’ chairperson [email protected] . This must be in writing. If the member, supporter or volunteer is still dissatisfied, the matter will be entered on the agenda for the next meeting of the Trustees Committee.

VERSION CONTROL – APPROVAL AND REVIEW
The policy was approved by the Executive Committee on 13 th January 2026
This policy will be reviewed every two years, and as part of any health and safety incident investigation, to test that it has been complied with and to see if any improvements might realistically be made to it.

PURPOSE
Our charitable activities include working with vulnerable people. The purpose of this policy is to protect them and provide stakeholders and the public with the overarching principles that guide our approach in doing so.

APPLICABILITY
This policy applies to anyone carrying out activities on our behalf, including our trustees, members, supporters and other volunteers.
Partner organisations will be required to have their own safeguarding procedures that must, as a minimum, meet the standards outlined below, and include any additional legal or regulatory requirements specific to their work. These include, but are not limited to other UK regulators, if applicable.
Safeguarding should be appropriately reflected in other relevant policies and procedures.
PRINCIPLES
We believe that:
 Nobody who is involved in our activities should ever experience abuse, harm, neglect or exploitation.
 We all have a responsibility to promote the welfare of all our members, supporters and volunteers, to keep them safe and to work in a way that protects them.
 We all have a collective responsibility for creating a culture in which our people not only feel safe, but also able to speak up, if they have any concerns.
TYPES OF ABUSE
Abuse can take many forms, such as physical, controlling and coercive behaviour, psychological or emotional, financial, sexual or institutional abuse, including neglect and exploitation.
REPORTING CONCERNS
If a crime is in progress, or an individual in immediate danger, call the police, as you would in any other circumstances.
If you are a member, supporter, volunteer or member of the public, make your concerns known to a member of our team, who will alert a Trustee of the Charity.
The Trustees are mindful of their reporting obligations to the Charity Commission in respect of Serious Incident Reporting and, if applicable, other regulator. They are aware of the Government guidance on handling safeguarding allegations.

RESPONSIBILITIES

Trustees. The Trustees are aware of and will comply with the Charity Commission guidance on safeguarding and protecting people and also 10 actions trustee boards need to take to ensure good safeguarding governance.
The Appointed Person will be given responsibility for the oversight of all aspects of safety, including whistleblowing and H&SW. This will include:
 Creating a culture of respect, in which everyone feels safe and able to speak up.
 A two-yearly review of safety, with recommendations to the Trustees.
 Receiving regular reports, to ensure this and related policies are being applied consistently.
 Providing oversight of any lapses in safeguarding.
 And ensuring that any issues are properly investigated and dealt with quickly, fairly and sensitively, and any reporting to the Police/statutory authorities is carried out.
 Leading the Charity in a way that makes everyone feel safe and able to speak up.
 Ensuring safeguarding risk assessments are carried out and appropriate action taken to minimise hese risks, as part of our risk management processes.
 Ensuring that all relevant checks are carried out in recruiting volunteers.
 Planning programmes/activities to consider potential safeguarding risks, to ensure these are adequately mitigated.
 Ensuring that all appointments that require DBS clearance and safeguarding training are identified, including the level of DBS and any training required.
 Ensuring that a central register is maintained and subject to regular monitoring to ensure that DBS clearances and training are kept up to date.
 Ensuring that safeguarding requirements (e.g. DBS) and responsibilities are reflected in role descriptions.
 Listening and engaging, members, supporters and volunteers and involving them as appropriate.
 Responding to any concerns sensitively and acting quickly to address these.
 Ensuring that personal data is stored and managed in a safe way that is compliant with data protection regulations, including valid consent to use any imagery or video.
 Making Trustees, members, supporters and volunteers aware of:
o Our safeguarding procedures and their specific safeguarding responsibilities on appointment, with regular updates/reminders, as necessary.
o The signs of potential abuse and how to report these.

Everyone. To be aware of our procedures, undertake any necessary training, be aware of the risks and signs of potential abuse and, if you have concerns, to report these immediately (see above).

FUNDRAISING
We will ensure that:
 We comply with the Code of Fundraising Practice, including fundraising that involves children.
 Supporters and volunteers are made aware of the Institute of Fundraising guidance on keeping fundraising safe and the National Council for voluntary Organisations (NCVO) Guidance on vulnerable people and fundraising.

 Our fundraising material is accessible, clear and ethical, including not placing any undue pressure on individuals to donate.
 We do not either solicit nor accept donations from anyone whom we know or think may not be competent to make their own decisions.
 We are sensitive to any need that a donor may have.

ONLINE SAFETY
We will identify and manage online risks by ensuring:
 Members, supporters, volunteers, and trustees understand how to keep themselves safe online. We may use high privacy settings and password access to meetings to support this.
 The online services we provide are suitable for our users. For example, usage restrictions and offer password protection to help keep people safe.
 The services we use and/or provide are safe and in line with our code of conduct.
 We protect people’s personal data and follow data protection legislation.
 We have permission to display any images on our website or social media accounts, including consent from an individual, parent, etc.
 We clearly explain how users can report online concerns. Concerns may be reported using this policy, or direct to a social media provider using their reporting process. If you are unsure, you can contact one of these organisations, who will help you.

WORKING WITH OTHER ORGANISATIONS
In working with other organisations, including any grant making, we will comply with Charity Commission guidance by carrying out relevant due diligence and having a written agreement that sets out:
 Our relationship.
 The role of each organisation.
 Monitoring and reporting arrangements.

VERSION CONTROL – APPROVAL AND REVIEW
The policy was approved by the Executive Committee on 13 th January 2026
The policy will be reviewed every two years, and as part of any safeguarding incident investigation to test that it has been complied with and to see if any improvements might realistically be made to it.

1. DATA PROTECTION PRINCIPLES
The Charity is committed to processing data in accordance with its responsibilities under the GDPR.
Article 5 of the GDPR requires that personal data shall be:
a. processed lawfully, fairly and in a transparent manner in relation to individuals.
b. collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes.
c. adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.
d. accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay.
e. kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals; and
f. processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.”

2. GENERAL PROVISIONS
a. This policy applies to all personal data processed by the Charity.
b. The Appointed Person shall oversee the Charity’s ongoing compliance with this policy.
c. This policy shall be reviewed at least every two years.
d. The Charity shall register with the Information Commissioner’s Office as an organisation that processes personal data only if registration is required for “Not for Profit Organisations”.
3. Lawful, fair and transparent processing
a. To ensure its processing of data is lawful, fair and transparent, the Charity shall maintain a Register of Systems.
b. The Register of Systems shall be reviewed at least every two years.
c. Individuals have the right to access their personal data, and any such requests made to the charity shall be dealt with in a timely manner.

4. LAWFUL PURPOSES

a. All data processed by the charity must be done on one of the following lawful bases: consent, contract, legal obligation, vital interests, public task or legitimate interests (see ICO guidance for more information).
b. The Charity shall note the appropriate lawful basis in the Register of Systems.
c. Where consent is relied upon as a lawful basis for processing data, evidence of opt-in consent shall be kept with the personal data.
d. Where communications are sent to individuals based on their consent, the option for the individual to revoke their consent should be clearly available and systems should be in place to ensure such revocation is reflected accurately in the Charity’s systems.

5. DATA MINIMISATION
a. The Charity shall ensure that personal data is adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.

6. ACCURACY
a. The Charity shall take reasonable steps to ensure personal data is accurate.
b. Where necessary for the lawful basis on which data is processed, steps shall be put in place to ensure that personal data is kept up to date.

7. ARCHIVING / REMOVAL
To ensure that personal data is kept for no longer than necessary, the data secretary will archive data to appropriate trustees as and when substantial changes are made.

8. SECURITY
a. The Charity shall ensure that personal data is stored securely using modern software that is kept up to date.
b. Access to personal data shall be limited to personnel who need access and appropriate security should be in place to avoid unauthorised sharing and access of information.
c. When personal data is deleted, this should be done safely such that the data is irrecoverable.
d. Appropriate back-up and disaster recovery solutions shall be in place.

9. BREACH
In the event of a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data, the Charity shall promptly assess the risk to people’s rights and freedoms and if appropriate report this breach to the ICO (more information on the ICO website).

10. VERSION CONTROL – APPROVAL AND REVIEW
The policy was approved by the Executive Committee on 13 th January 2026
This policy will be reviewed every two years, and as part of any data protection incident investigation, to test that it has been complied with and to see if any improvements might realistically be made to it.

DEFINITIONS
Torbay Prostate Support Association (TPSA) is a registered charity no. 1095734. The TPSA has no state funding (excepting Gift Aid), has no paid staff, and is reliant upon volunteers, including the Executive Committee.

SCOPE
Complaints can have a wide range of causes and of severity, but each will have an underlying reason, that may be a one-off, or evidence of a systemic failure. The TPSA has historically seen few complaints, but is committed to a high level of service, so any complaint must be considered appropriately as below.
REQUIREMENTS
A Complaints Register will be maintained by the Executive Committee Secretary, and will be reviewed every two years by the Executive Committee, with a focus on any trends or other identifiable weaknesses in processes or systems.
All written complaints should in the first instance be referred directly to the Executive Committee Secretary [email protected] to consider appropriate investigation, response and action. However, if the complaint is about the Secretary or his/her actions, then the referral should be to the Executive Committee Chairman [email protected] . Verbal complaints should also be referred in like manner, and if deemed to be serious in nature, the complainant should be asked to provide a written complaint clearly stating the facts and timelines of the underlying issue.
Complaints may in fact relate to other providers rather than being against TPSA directly. In such cases the complainant should be referred to that body.
In all cases the initial response to the complainant must be one of polite sympathy and of concern to ensure prompt investigation. An instant apology should not be appropriate as this could be deemed an admission
of ‘guilt’ leading to claims against TPSA or its officers.
The Secretary will refer all complaints promptly to the Chairman. However, if the Chairman is in fact the focus of the complaint, the referral will be to an alternate Executive Committee member, to ensure independence of enquiry.
Investigation into any complaint should include consideration of corrective and preventative action. Where a complaint involves a breach of regulatory requirement (Charity Commission, Data Protection, Fundraising Regulator etc) then formal ‘Breach’ reporting may be required.

VERSION CONTROL – APPROVAL AND REVIEW
The policy was approved by the Executive Committee on 13 th January 2026
This policy will be reviewed every two years and also as part of any incident investigation, to test that it has been complied with and to see if any improvements might realistically be made to it.

APPLICABILITY. This policy applies to all members and supporters of our charity, including trustees.

FREE SPEECH. Provided speech is legal, the right to speak freely includes saying things which may offend, shock or disturb others and, therefore, we will be alert to, rather than averse to, the risks of inviting speakers to participate. We will take a measured and proportionate risk-based approach
when organising events, considering the reputational risk of proceeding with a speaker but also of being seen to be inhibiting lawful free speech without due cause.

SPEAKERS. In particular, speakers: –
 Must have the necessary skills, experience and/or stature for the subject material they will be speaking on.
 May talk about contentious issues but always in a way that is designed to engage and inform the audience and never to inflame, alienate or mislead them.
 May express an opinion but never claim it to be a fact unless any facts are adequately underpinned with evidence to be reasonably seen as demonstrably true.

POLITICS. Additionally, we will not endorse any political party or be seen to campaign for a change in the law unconnected to our object(s), by hosting a particular speaker.

NO PLATFORM. In the very unlikely event, we might potentially consider refusing a speaker, this may be considered where:
• The aims of an organisation or individual's activities conflict with our charity’s purposes (objects) or.
• There is risk of public disorder and/or.
• There is a risk of alienating the charity's beneficiaries or supporters.
Any 'no platform' decision would have a purposes-led underpinning to it and we would not refuse a speaker, unless it was demonstrably in the charity’s best interests to do so.

CHECKLIST
We will take all reasonable steps to ensure that hosting a speaker:
 Is in the best interests of our charity, within our objects and meets the public benefit test.
 Would not reasonably be seen to be creating a barrier to free speech and the expression of legal but unpopular opinions.
 Is subject to appropriate due diligence checks to ensure our charity is not used to provide an (apparently reputable) outlet for unlawful views.
 The process for selecting speakers is rigorous but not so onerous that it is a barrier to hosting events.
 Is subject to adequately risk assessment and the risks of hosting (or prohibiting) an event may have on our people, beneficiaries and/or reputation, including managing responsibilities and risks in relation to the Equality Act 2010, the Prevent duty and defamation laws.
 The event will be effectively managed with a procedure in place for dealing with incidents in case any should arise.
 Includes providing speakers with clear guidance ahead of events that sets clear boundaries on what we are willing to accept, which will also be included in any venue rental or hire conditions.

DECISION MAKING
Where any doubt exists about the suitability of a speaker or the subject or the proposed content may be perceived to be contentious, Trustees prior approval is required. The details, points considered, and decision(s) will be recorded in writing.

VERSION CONTROL – APPROVAL AND REVIEW
The policy was agreed by the Executive Committee on 13 th January 2026
This policy will be reviewed every 2 years but also as part of any incident investigation, to test that it has been complied with and to see if any improvements might realistically be made to it.