Conflict of Interest Policy

The Shebie Foundation

Last Updated: 8th March 2026

The Shebie Foundation is committed to maintaining the highest standards of integrity, transparency, and accountability in all of its activities.

This Conflict of Interest Policy ensures that decisions made by The Shebie Foundation are fair, unbiased, and made in the best interests of the organisation and the community it serves.

1. Purpose

The purpose of this policy is to:

  • Identify situations where a conflict of interest may arise

  • Ensure conflicts are declared and managed appropriately

  • Protect the integrity and reputation of The Shebie Foundation

  • Ensure decisions are made in the best interests of the Foundation and its beneficiaries

2. Scope

This policy applies to:

  • Board members

  • Directors and responsible persons

  • Committee members

  • Advisors

  • Volunteers involved in grant decisions

  • Staff or contractors acting on behalf of The Shebie Foundation

3. What is a Conflict of Interest?

A conflict of interest occurs when an individual’s personal, financial, professional, or family interests could influence, or appear to influence, their ability to make impartial decisions on behalf of The Shebie Foundation.

Conflicts may be:

Actual Conflict

A real conflict exists between an individual’s duties to the Foundation and their personal interests.

Perceived Conflict

A situation where others may reasonably believe a conflict exists.

Potential Conflict

A situation that could develop into a conflict in the future.

4. Examples of Conflicts

Examples of conflicts of interest may include:

  • A board member having a financial interest in a clinic, hospital, or medical practice connected to a grant applicant.

  • A board member or advisor having a personal relationship with a grant applicant.

  • A board member being involved in a medical practice that may receive payment from funded surgeries.

  • A board member receiving personal benefit from a supplier, sponsor, or partner organisation.

  • A grant applicant being related to or closely associated with someone involved in the grant decision process.

These examples are not exhaustive.

5. Duty to Disclose

All individuals covered by this policy must promptly disclose any actual, perceived, or potential conflicts of interest.

Conflicts should be disclosed:

  • At the earliest possible opportunity

  • Before discussions or decisions occur

  • To the Chairperson or appropriate governing body

Disclosures should be recorded in the Foundation’s Conflict of Interest Register.

6. Managing Conflicts of Interest

Where a conflict of interest has been identified, The Shebie Foundation will determine the appropriate management approach.

This may include:

  • The individual not participating in discussions

  • The individual not voting on the matter

  • The individual leaving the meeting while the matter is discussed

  • Independent review of decisions where necessary

The appropriate action will be determined by the Board or governing body.

7. Grant Application Conflicts

Because The Shebie Foundation provides financial assistance for medical treatment, particular care must be taken to ensure grant decisions are impartial.

If any individual involved in the review process has a personal or professional relationship with an applicant, specialist, clinic, or hospital involved in an application, they must:

  • Declare the conflict immediately

  • Remove themselves from the review and decision process for that application

8. Recording Conflicts

The Shebie Foundation will maintain a Conflict of Interest Register documenting:

  • Declared conflicts

  • Actions taken to manage the conflict

  • Relevant decisions made by the Board

This helps ensure transparency and accountability.

9. Failure to Disclose

Failure to disclose a conflict of interest may result in:

  • Removal from the decision-making process

  • Review by the Board

  • Removal from a position within The Shebie Foundation if necessary

10. Annual Declarations

Board members and responsible persons may be required to complete an annual declaration of interests to identify any potential conflicts.

11. Policy Review

This policy will be reviewed periodically to ensure it remains consistent with governance requirements and best practice for charitable organisations.

12. Contact

For questions about this policy or to declare a conflict of interest, please contact:

The Shebie Foundation

Email: hello@shebiefoundation.org
Website: www.shebiefoundation.org