# CHARITY VOLUNTEER AGREEMENT
Date: 3 January 2032
Parties: Harbourlight Community Pantry CIO and Eleanor Hughes
## 1. Purpose and parties
Harbourlight Community Pantry CIO, registered charity number 1198452, appoints Eleanor Hughes as a volunteer Food Distribution Assistant under this non-contractual arrangement dated 3 January 2032. Eleanor will report to Volunteer Coordinator Marcus Webb at the charity's warehouse, Unit 4, Severn Trade Park, Gloucester GL2 9QF. She is not providing services through a business and receives no wage, honorarium or promised reward.
## 2. Facts, scope and terms
The expected commitment is one Saturday session each week from 10 January 2032, 9:00 to 12:00, subject to Eleanor's availability and the charity's needs. She may sort donated food, check use-by dates, assemble parcels, welcome beneficiaries, and keep the distribution area tidy. She must not work alone in the warehouse, make decisions about eligibility, handle cash, or drive a charity vehicle unless separately authorised and trained.
## 3. Process and responsibilities
This arrangement has no fixed minimum hours, no obligation on Harbourlight to offer work, and no obligation on Eleanor to accept a session. A request to miss a booked session should be given to Marcus, preferably 48 hours in advance, but illness or an emergency may be notified as soon as reasonably practicable. The arrangement is not employment and does not create worker status, holiday pay, sick pay or a right to a reference, although Harbourlight may provide a factual volunteering confirmation.
## 4. Evidence, records and safeguards
Harbourlight will reimburse Eleanor's reasonable public-transport expense for an authorised session up to £18 per session on receipt of a ticket or other evidence. No flat payment, meal allowance or compensation for time is payable. The charity's public liability and personal accident insurance cover authorised activities subject to their terms; Eleanor must report an accident, near miss, safeguarding concern or unsafe condition to Marcus immediately and must follow the warehouse risk assessment.
## 5. Review, escalation and outcome
Eleanor must keep beneficiary names, household circumstances, donor information, stock records and access codes confidential, use personal data only for authorised duties, and return or securely delete copies when asked. She must complete the charity's safeguarding induction on 7 January 2032, wear the provided high-visibility vest and closed footwear, follow manual-handling instructions, and never photograph beneficiaries. Harbourlight will record her DBS check status, emergency contact and training attendance securely and only for legitimate administration and safeguarding.
## 6. Reservations and practical protections
Harbourlight may pause Eleanor's volunteering immediately where necessary to protect a beneficiary, volunteer, donor or investigation, and will explain the reason as soon as practicable. Either party may withdraw from or end the arrangement at any time without notice, and Eleanor retains her immediate right to withdraw. Where practicable, each party should aim to give seven days' advance notice as a non-binding courtesy for planning only; that preference is not a contractual condition. Harbourlight may also end immediately for a serious safeguarding, safety, confidentiality or conduct concern, following a fair fact-finding process where circumstances permit. Eleanor may raise a concern with Marcus, then the Operations Trustee Priya Shah, without losing access to the complaint route.
## 7. England and Wales law and completion
This completed fictional agreement is dated 3 January 2032 and governed by England and Wales law. The parties will review it on 30 June 2032, but review creates no promise of continuation. Eleanor confirms that she understands the voluntary status and may withdraw at any time; Harbourlight confirms that reimbursement of evidenced out-of-pocket expenses is not payment for services. Both parties retain a signed copy and the arrangement takes effect on signature.