Conflict of Interest Policy.

A conflict of interest arises when an individual's personal interests — financial, professional or personal — could influence or be seen to influence their judgment or decisions made on behalf of the Trust.

Conflicts of interest may be:

• Financial: Where an individual stands to benefit financially from a decision made by the Trust
• Non-financial: Where personal relationships, loyalties or commitments to other organisations could influence a decision
• Potential: Where a conflict may arise in the future based on current interests or relationships

This policy applies to all trustees, staff and volunteers of South Asian Heritage Trust. All trustees are required to complete and maintain a Register of Interests. Staff and volunteers should declare any conflict of interest to the Chief Officer as soon as it arises.

Anyone subject to this policy must declare a conflict of interest as soon as they become aware of it. Declaration should be made:

• At the start of any Trustee Board or committee meeting where a relevant matter is to be discussed
• In writing to the Chief Officer or Chair as soon as a potential conflict arises outside of a formal meeting
• By updating the Register of Interests where the interest is ongoing

If in doubt, a potential conflict should always be declared. The Chair will determine whether a conflict exists and what action should be taken.

Where a conflict of interest is declared, the following steps will normally be taken:

• The conflict will be recorded in the minutes of the relevant meeting or in writing
• The individual concerned will be asked to withdraw from discussion of the relevant matter
• The individual will not vote on the relevant decision
• In serious cases, the individual may be asked to leave the room for the duration of the relevant discussion

South Asian Heritage Trust maintains a Register of Interests for all trustees. The register is reviewed at the first Trustee Board meeting of each year and updated whenever a trustee's interests change. The register is available for inspection upon reasonable request.

Trustees are asked to declare interests including but not limited to: directorships, significant shareholdings, trusteeships of other organisations, employment or consultancy relationships, and close personal relationships with individuals connected to the Trust's work.

Failure to declare a conflict of interest is a serious matter. Where a trustee or member of staff is found to have failed to declare a conflict, the Trustee Board will consider what action is appropriate, which may include removal from the Trust.