• This policy aims to protect the integrity of the Community Association of Poundbury's (CAoP)  decision-making process, to enable our stakeholders to have confidence in our integrity, and to protect the integrity and reputation of the Directors and volunteers.

• This policy applies to all Directors and volunteers of the CAoP.

• A conflict of interest is any situation in which the personal interests or loyalties, employment and investments of a committee member and any who hold official positions of responsibility could, or could be seen to, prevent them from making a decision only in the best interests of the association.

• Conflicts of interest may arise where an individual has:
  - Direct financial gain or benefit
  - Indirect financial gain or benefit
  - Non-financial gain or benefit
  - Conflicts of loyalties

• All Directors and volunteers should: 

​- Declare any potential conflicts of interest as soon as they arise

- Be aware of situations that might create conflicts of interest

- Seek guidance from the Secretary if unsure about a potential conflict

• All Directors must complete a Register of Interests form annually

• The Register of Interests will be maintained by the Secretary

• Directors and volunteers should update their information if circumstances change

• When a conflict of interest is identified:

1. The individual should not be involved in discussions or decisions relating to the matter

2. The individual should leave the room during discussion of the matter

3. Any such absence should be noted in the minutes

• In cases where Directors or volunteers have to withdraw from a meeting due to a conflict of interest:

• The remaining Directors must decide whether they can reach a fair decision without the conflicted individual

• The meeting must be quorate after the withdrawal of the conflicted individual

• The minutes of meetings should record:

• The nature of the conflict

• Which individual(s) withdrew from discussions

• What the conflict was managed in accordance with this policy

• The information provided in the Register of Interests will be processed in accordance with data protection principles as set out in the Data Protection Act 2018 and the UK GDPR.

• This policy will be reviewed annually to ensure it remains appropriate and effective.

• Failure to declare a conflict of interest may result in disciplinary action.

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• Conflict of Interest Designated Contact: Secretary@lovepoundbury.org

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• Approved by the CAoP Directors: 27.03.2025

• Last updated: 27.03.2025