Volunteer Policy

This policy outlines the principles, procedures, and expectations for all volunteers participating in activities with SCMP Charities Limited – Operation Santa Claus (“OSC”). By volunteering with OSC (including your participation in any volunteer activities organized by OSC or its affiliates or any other third party partners), you agree to abide by the guidelines and standards set forth in this document. If you do not agree with this policy, you should not join or participate or otherwise involve in any OSC activities.

1. Child Safeguarding Policy

OSC is committed to ensuring a safe environment for all children and young people. This is a mandatory policy for all volunteers who will have contact with minors.

Required Declarations

By participating in any activity involving children, you represent and warrant that:

You have not been convicted of a criminal offense in Hong Kong or any other country.
You have not been subject to disciplinary actions or charges by any organization regarding your interactions with children or young people.
You have never been terminated from a job or service position due to inappropriate conduct with minors.
You are not barred by any organization from working with individuals under 18.
You have never had a professional qualification or registration revoked or denied.
You are not currently under investigation for professional misconduct by any organization, government agency, or statutory body (e.g., Social Workers Registration Board, Education Bureau).

Providing Accurate Information

You represent and warrant that all information you provide to OSC must be truthful and accurate. Submitting false information or hiding relevant facts is a serious offense that can lead to criminal prosecution and will result in your immediate and permanent suspension from all OSC activities.

2. Volunteer Conduct and Expectations

Your role as a volunteer is vital to the success of OSC’s mission. We expect all volunteers to act with professionalism and integrity.

Professionalism and Reliability

Commitment: Only sign up for activities that fit your schedule and for which you are confident you can attend.
Attendance: Our events depend on committed volunteers. No-shows or late cancellations negatively affect our charity partners and prevent other volunteers from participating.
Communication: If you must cancel, notify the designated OSC contact person as far in advance
Conduct: Treat OSC staff, fellow volunteers, and beneficiaries with respect and courtesy at all times.

Prohibited Activities

To ensure a positive and safe environment for everyone, the following activities are strictly prohibited:

Violating any local, national, or international laws.
Harassing or harming any individual.
Collecting or storing personal information about others.
Impersonating any person or organization.
Disrupting OSC services, websites, or networks.
Using OSC’s platforms or services for commercial purposes, including direct sales.

Immigration and Visa Status

Volunteers who are not Hong Kong Permanent ID card holders are responsible for verifying their eligibility to volunteer with the Hong Kong Immigration Department and their visa conditions.

3. Privacy and Confidentiality

Collection and Use of Personal Data

OSC collects personal data for the purposes including:

Offering, organizing and coordinating volunteer activities.
Communicating with you about events and opportunities.
Assessing interest in new and existing activities.

Your personal data may be shared with or transferred to:

Our organization for the purposes listed above. Authorized third parties providing administrative services to OSC.
Any person or entity required by law.
For more details, please refer to the full OSC privacy policy available at https://oschk.org/privacypolicy.

Beneficiary Confidentiality

Volunteers must never share or disclose personal information about OSC beneficiaries without their explicit consent.

4. Liability and Indemnity

Limitation of Liability

You acknowledge that OSC, its officers, employees, and directors are not liable for any direct or indirect damages resulting from your participation in any OSC activities (whether organized by OSC or its affiliates or any other third party partners).

Indemnification

You agree to indemnify and defend OSC, its officers, directors, and employees and hold them harmless from and against any claims, losses, demands, actions, proceedings or liabilities (including without limitation any legal costs, statutory and tortious liabilities) which may be suffered by or brought against OSC, its officers, directors, and employees arising from or in connection with:

Any content or information you submit;
Your use of OSC services;
Your violation of this policy (including any of your representations and warranties) or any applicable laws or regulations; and/or
Your violation of the rights of any person(s) and/or entity(ies).

5. Modifications and Enforcement

OSC reserves the right to modify this policy at any time without notice. Failure to comply with these terms may result in your temporary or permanent suspension from all OSC activities.