About This Code
The Heartitude Code of Conduct is one of the ways we uphold our values in practice.
It establishes the principles and standards that guide how we work, make decisions,
collaborate, and represent Heartitude Foundation in every interaction.
Heartitude Foundation believes that meaningful social impact is built through
compassion, integrity, professionalism, and accountability. While our programmes,
projects, and responsibilities may evolve, our commitment to these principles
remains constant. They strengthen the trust placed in us by our beneficiaries,
supporters, partners, and one another.
Every individual associated with Heartitude Foundation shares a responsibility to
understand, uphold, and encourage these principles in their daily work. This Code
applies not only to the actions we take, but also to the decisions we make and the
culture we create together.
Please read this Code carefully and apply it in both spirit and practice. If you have
questions, seek guidance. If you believe these principles are not being upheld, we
encourage you to raise your concerns through the appropriate organizational
channels. Protecting the integrity and reputation of Heartitude Foundation is a
responsibility we all share.
Who Must Follow This Code
We expect every individual associated with Heartitude Foundation to understand and
follow this Code. Adherence to these principles is a condition of representing or
acting on behalf of the Foundation. Failure to comply may result in appropriate
administrative or disciplinary action, including suspension of responsibilities or
conclusion of the individual's association with Heartitude Foundation.
While this Code is primarily intended for the Foundation's Directors, Officers,
Employees, Associates, Volunteers, Interns, Researchers, Mentors, Coordinators, and
Project Members, we also expect Consultants, Advisors, Trainers, Service Providers,
Vendors, Contractors, Partner Representatives, and any individual authorised to
represent Heartitude Foundation to uphold these principles throughout their
engagement with the Foundation.
This Code applies equally to physical interactions, digital communication, official
online platforms, organizational resources, and every activity undertaken on behalf
of Heartitude Foundation.
Every individual associated with the Foundation is expected to complete any
orientation, training, or policy acknowledgement applicable to their role and remain
familiar with the standards outlined in this Code.
Questions or Concerns
If you have a question regarding this Code or require guidance in applying its
principles, we encourage you to seek clarification rather than make assumptions. You
may contact your immediate coordinator, the Human Resources Team, the
Programme Director, or any member of the Board of Directors.
If you believe this Code, any organizational policy, or applicable law has been
violated, we encourage you to raise your concern promptly through the Foundation's
official communication channels. Concerns may be submitted through the
Foundation's official email address, official telephone number, or any other channel
designated by the Foundation.
Heartitude Foundation is committed to treating all concerns fairly, respectfully, and,
where appropriate, confidentially. No individual who raises a genuine concern in
good faith shall be subjected to unfair treatment or retaliation. We believe that asking
questions, raising concerns responsibly, and speaking up when something appears
inconsistent with our values are essential to protecting the integrity, trust, and
mission of Heartitude Foundation.
No Retaliation
Heartitude Foundation encourages every individual associated with the Foundation
to raise genuine concerns, seek guidance, and report suspected violations of this
Code, organizational policies, or applicable law. No individual who, in good faith,
reports a concern or participates in an organizational review or investigation shall be
subjected to retaliation, discrimination, intimidation, or any form of unfair treatment
for doing so.
Retaliation against any individual who raises a genuine concern in good faith is itself
a violation of this Code and may result in appropriate disciplinary action. However,
knowingly making false, malicious, or misleading allegations is inconsistent with the
values of Heartitude Foundation and may also result in disciplinary measures.
I. Serve with Purpose
At Heartitude Foundation, every programme, project, partnership, and decision
exists to create meaningful and lasting impact. We believe that compassion without
purpose is incomplete, and that purpose without integrity cannot create trust. Every
individual associated with the Foundation shares the responsibility of serving society
with professionalism, accountability, and respect
The following principles define how we approach our work and the communities we
serve.
1. Compassion
Compassion is the foundation of Heartitude Foundation. We strive to understand the
needs, challenges, and aspirations of the people we serve, responding with empathy,
dignity, and respect while preserving their privacy and self-worth.
2. Dignity
Integrity guides every decision we make. Members are expected to act honestly,
ethically, and transparently, avoiding any conduct that could compromise the
Foundation's reputation, independence, or the trust placed in us.
3. Research Before Action
We believe meaningful solutions begin with understanding. Before designing
programmes, making decisions, or responding to challenges, we encourage
observation, research, consultation, and thoughtful analysis to ensure our work
addresses genuine needs.
4. Innovation with Responsibility
Innovation is central to Heartitude Foundation. We encourage members to question
existing approaches, explore new ideas, and develop creative solutions. Innovation
should always be guided by ethical responsibility, practical impact, and the
Foundation's mission.
5. Sustainable Impact
Our objective is not merely to respond to immediate challenges, but to contribute
towards lasting improvements. We seek solutions that empower individuals,
strengthen communities, and create meaningful long-term change.
6. Accountability
Every member is accountable for their actions, decisions, and commitments. We take
responsibility for our work, acknowledge our mistakes, communicate openly, and
continuously strive to improve both individually and collectively.
7. Professionalism
Heartitude Foundation values professionalism in every interaction. Members are
expected to communicate respectfully, honour commitments, maintain high
standards of conduct, and represent the Foundation responsibly in both physical and
digital environments.
8. Transparency
Transparency strengthens trust. Members are expected to communicate honestly,
maintain accurate records, disclose conflicts where appropriate, and ensure that
organizational decisions and activities are conducted with openness and
accountability.
II. Support & Respect One Another
Heartitude Foundation believes that meaningful impact begins with the way we treat one another. A respectful, inclusive, and professional environment enables individuals to collaborate effectively, contribute confidently, and serve communities with integrity. Every person associated with the Foundation shares the responsibility of creating and maintaining such an environment.
1. Equal Opportunity
Heartitude Foundation is committed to providing equal opportunities to every
individual associated with the Foundation. Decisions relating to recruitment,
internships, volunteer opportunities, project assignments, responsibilities,
recognition, and continued association shall be based on merit, capability,
commitment, organizational requirements, and professional conduct. We do not tolerate discrimination on the basis of gender, age, disability, race,
ethnicity, nationality, language, religion, socioeconomic background, or any other
characteristic protected under applicable law. Diversity strengthens our ability to
innovate, collaborate, and serve society effectively.
2. Respect
Respect is fundamental to every interaction within Heartitude Foundation. Every
individual deserves to be treated with dignity, courtesy, fairness, and
professionalism, regardless of their role or experience.
We encourage constructive discussions, thoughtful disagreement, and open
communication. Differences in opinions should always be expressed respectfully,
without personal attacks, intimidation, or behaviour that diminishes another
individual's dignity.
3. Inclusion
Heartitude Foundation strives to build an environment where every individual feels
welcomed, valued, and encouraged to contribute. We believe that innovation and
meaningful solutions emerge when people with different backgrounds, experiences,
and perspectives work together with mutual respect.
Every member should actively contribute towards creating an inclusive culture
where everyone has the opportunity to participate, learn, and grow.
4. Harassment
Heartitude Foundation maintains a zero-tolerance approach towards harassment in
any form. Harassment includes unwelcome behaviour that creates an intimidating,
hostile, offensive, or uncomfortable environment for another individual.
This includes verbal, physical, visual, written, or digital harassment, including
conduct through emails, messaging platforms, social media, meetings, field activities,
or any other communication related to the Foundation.
5. Discrimination
Every decision made within Heartitude Foundation should be fair, objective, and free
from prejudice. Members shall not discriminate against any individual while carrying
out organizational responsibilities or representing the Foundation.
We believe every person deserves equal dignity, equal opportunity, and equal
respect.
6. Bullying
Bullying, intimidation, humiliation, repeated offensive behaviour, abuse of authority,
or any conduct intended to isolate or undermine another individual has no place
within Heartitude Foundation.
Members are expected to address disagreements professionally and seek appropriate
organizational support whenever conflicts arise
7. Safe & Healthy Environment
Heartitude Foundation is committed to providing a safe and healthy environment for
members, beneficiaries, guests, collaborators, and visitors. Every individual shares
the responsibility of maintaining safe practices during meetings, field visits,
workshops, events, research activities, and all organizational engagements.
Unsafe conditions, accidents, or situations that may endanger others should be
reported promptly through the appropriate organizational channels.
8. Drugs & Alcohol
Members are expected to represent Heartitude Foundation responsibly at all times.
Reporting to organizational activities under the influence of alcohol, illegal drugs, or
any intoxicating substance that impairs judgement, safety, or professional conduct is
inconsistent with the values of the Foundation.
The possession, use, or distribution of prohibited substances during official
Foundation activities may result in disciplinary action.
9. Personal Boundaries
Heartitude Foundation respects the privacy and personal boundaries of every
individual. Professional relationships established through the Foundation should
always be based on mutual respect, consent, and appropriate conduct.
Members shall not misuse personal information obtained through organizational
activities, engage in unwanted personal communication, or contact other members
for purposes unrelated to the Foundation without their knowledge and consent.
Contact information shared within the Foundation is intended solely for legitimate
organizational purposes and should not be used for personal, commercial, political,
or unrelated activities.
10. Communication
Professional communication strengthens collaboration and trust. Members are
expected to communicate honestly, respectfully, and constructively through all
official communication channels.
Questions, feedback, concerns, and disagreements should be addressed through
appropriate organizational channels with courtesy and professionalism. The spread
of rumours, misinformation, offensive language, or disrespectful communication is
inconsistent with the standards of Heartitude Foundation.
11. Representing Heartitude Foundation
Every individual associated with Heartitude Foundation represents the Foundation
through their actions, communication, and conduct. Whether interacting with
beneficiaries,
partners,
government authorities, educational institutions,
collaborators, donors, media, or the public, members are expected to uphold the
Foundation's values and reputation.
Members should refrain from making unauthorized commitments, public statements,
or representations on behalf of the Foundation. Every interaction should reflect
professionalism, integrity, accountability, and respect.
III. Avoid Conflicts of Interest
Heartitude Foundation expects every individual associated with the Foundation to
make decisions that are in the best interests of the organization and the communities
it serves. A conflict of interest arises when personal, financial, professional, or other
external interests interfere, or appear to interfere, with an individual's ability to act
objectively and responsibly on behalf of the Foundation.
Conflicts of interest are not always improper. However, they should be identified
early, disclosed appropriately, and managed transparently to protect the integrity,
independence, and reputation of Heartitude Foundation.
The following sections provide guidance on situations where conflicts of interest
may arise.
1. Personal Investments & Financial Interests
Members should avoid personal financial interests, investments, or business
relationships that could influence, or reasonably appear to influence, decisions made
on behalf of Heartitude Foundation. Financial interests should never compromise the
Foundation's independence, the fair evaluation of vendors, collaborators,
beneficiaries, or project outcomes.
Where a potential conflict exists, members are expected to disclose it promptly to
the appropriate authority within the Foundation.
2. Outside Employment, Advisory Roles & Independent Organizations
Heartitude Foundation recognizes that members may engage in academic,
professional, entrepreneurial, consulting, advisory, or volunteer activities outside the
Foundation.
Such engagements must not interfere with responsibilities towards Heartitude,
create actual or perceived conflicts of interest, misuse organizational resources, or
compromise confidential information. Members should not use their position within
Heartitude to benefit another organization, enterprise, or personal venture without
prior disclosure and appropriate approval where necessary.
3. Organizational Opportunities
Members may occasionally become aware of opportunities, partnerships, funding
prospects, collaborations, research ideas, or projects through their association with
Heartitude Foundation.
Such opportunities should first be presented to the Foundation before being pursued
personally or through another organization where doing so would conflict with
Heartitude's legitimate interests or ongoing initiatives.
4. Intellectual Property & Organizational Knowledge
During the course of their association, members may contribute to or gain access to
curriculum frameworks, research, methodologies, software, educational content,
documentation, operational processes, creative concepts, media formats, strategic
plans, or other intellectual property developed by Heartitude Foundation.
Unless otherwise agreed in writing, such work remains the intellectual property of
Heartitude Foundation. Members shall not reproduce, adapt, distribute,
commercialize, or use these materials for the benefit of another organization or
personal venture without prior written authorization.
5. Innovation & Inventions
Heartitude Foundation encourages innovation and original thinking. However,
inventions, methodologies, software, educational models, media concepts, research
outputs, and other work developed using the Foundation's resources, confidential
information, organizational knowledge, or within the scope of assigned
responsibilities shall belong to Heartitude Foundation unless otherwise agreed in
writing.
Members are encouraged to disclose innovative ideas that may contribute to the
Foundation's mission and future development.
6. Personal Relationships
Professional relationships within Heartitude Foundation should always remain
respectful, transparent, and appropriate.
Members should avoid situations where personal relationships influence
organizational decisions, create preferential treatment, compromise professional
judgement, or negatively affect the work environment. Any relationship that could
reasonably create a conflict of interest should be disclosed where appropriate.
7. Member Privacy & Organizational Networks
The relationships built within Heartitude Foundation are founded on trust.
Personal contact information, member directories, communication groups, and
organizational networks are provided solely for legitimate Foundation activities.
Members shall not collect, retain, distribute, or use another member's contact
information without consent for personal, commercial, political, religious, or
unrelated organizational activities.
Similarly, members shall not use Heartitude's internal communication platforms,
mailing lists, or member networks to promote external programmes, organizations,
businesses, or personal initiatives without prior authorization.
8. Gifts, Hospitality & Business Courtesies
Accepting gifts, hospitality, discounts, sponsorships, or other benefits from vendors,
collaborators, donors, partners, or organizations that have, or seek to establish, a
relationship with Heartitude Foundation may create an actual or perceived conflict
of interest.
Members should avoid accepting benefits that could influence, or appear to
influence, their professional judgement or organizational decisions. Any significant
gift or hospitality should be disclosed and handled in accordance with the
Foundation's policies.
9. Use of Heartitude Resources
Organizational resources-including official email accounts, communication
platforms, software, databases, documents, research materials, equipment, branding,
media assets, funds, and other Foundation resources-shall be used responsibly and
only for authorized organizational purposes.
Members shall not use Foundation resources, information, or organizational access
to obtain personal advantage, benefit another organization, generate private financial
gain, or create an unfair advantage for themselves or others.
10. Media, Publications & Collaborative Recognition
Media produced through Heartitude Foundation represents the collective efforts of
the Foundation and its collaborators.
Members shall not publish, release, distribute, or commercially use photographs,
videos, interviews, reports, educational content, or other media created during
official Foundation activities without appropriate authorization.
Where programmes are conducted in collaboration with other organizations,
members should ensure that Heartitude Foundation and all collaborating partners
receive fair and accurate acknowledgment consistent with the nature of their
contributions.
11. Photography & Content Ownership
Photographs, videos, audio recordings, documents, presentations, research outputs,
educational materials, and other content created or collected during official
Heartitude programmes are organizational assets.
Members should not publish, edit, or share such content for personal branding,
commercial benefit, or external promotion before its official release or without
authorization from the Foundation.
IV. Preserve Confidentiality
Every individual associated with Heartitude Foundation is entrusted with
information, relationships, and responsibilities that require discretion and care.
Protecting confidential information is essential to preserving the trust placed in the
Foundation by beneficiaries, donors, members, partners, collaborators, and the
communities we serve.
Confidentiality extends beyond documents and data. It includes respecting the
dignity, privacy, and personal circumstances of every individual whose information is
entrusted to the Foundation. Members are expected to safeguard confidential
information during and after their association with Heartitude Foundation.
1. Protect Confidential Information
Members may have access to confidential information relating to Heartitude
Foundation's
programmes, research, operations, finances, partnerships,
communications, strategies, internal discussions, documents, digital systems, and
future plans.
Such information shall be accessed only when required for legitimate organizational
responsibilities and shall not be disclosed, copied, retained, or used for personal
benefit or for the benefit of another individual or organization without proper
authorization.
The obligation to protect confidential information continues even after an
individual's association with Heartitude Foundation has concluded.
2. Respect the Privacy of People We Serve
Heartitude Foundation works with individuals and communities who may be
experiencing financial hardship, homelessness, illness, disability, crisis, social
vulnerability, or other difficult circumstances.
Members shall respect the dignity and privacy of every beneficiary regardless of
whether they have formal identification, a permanent address, or any other
documentation. Personal information, photographs, videos, medical information,
family circumstances, financial conditions, or any identifying details shall not be
disclosed without appropriate consent or lawful authority.
No individual should ever be portrayed in a manner that compromises their dignity
or exploits their circumstances for publicity, personal recognition, or organizational
promotion.
3. Protect Information Shared by Members
Members often share personal information, contact details, experiences, and internal
discussions while working together.
Such information should be treated with respect and confidentiality. Personal
contact information, organizational directories, internal conversations, meeting
discussions, and member records shall not be shared or used for purposes unrelated
to Heartitude Foundation without appropriate consent.
4. Protect Information Shared by Partners & Collaborators
Heartitude Foundation frequently collaborates with educational institutions,
hospitals, research organizations, corporations, government agencies, non-profit
organizations, community groups, and other partners.
Members may receive confidential information through meetings, collaborative
projects, training programmes, research activities, digital platforms, or organizational
access. Such information shall be protected with the same level of care expected for
Heartitude Foundation's own confidential information and shall only be used for
authorized organizational purposes.
5. Respect Confidential Information of Other Organizations
Heartitude Foundation expects every member to act ethically in all professional
interactions.
Members shall not seek, accept, use, or disclose confidential information belonging
to another organization, collaborator, employer, client, or institution without proper
authorization. If confidential information belonging to another organization is
received unintentionally, members should refrain from using it and promptly inform
the appropriate authority within Heartitude Foundation.
6. Former Members & Continuing Responsibility
The responsibility to maintain confidentiality does not end when an individual's
association with Heartitude Foundation concludes.
Former Directors, Employees, Volunteers, Interns, Associates, Researchers,
Consultants, and other representatives remain responsible for protecting
confidential information, organizational knowledge, research, documents, media,
credentials, intellectual property, and other non-public information obtained during
their association with the Foundation.
7. Research, Documentation & Records
Research data, interview recordings, beneficiary records, educational materials,
project documentation, internal reports, meeting minutes, photographs, videos, and
organizational archives are valuable organizational assets.
Members shall collect, maintain, store, share, and dispose of such information
responsibly, ensuring accuracy, security, and appropriate authorization throughout
its lifecycle.
8. Outside Communication
Members should exercise care when discussing Heartitude Foundation outside
official organizational environments.
Confidential information should not be disclosed through conversations,
presentations, social media, interviews, publications, conferences, messaging
platforms, or any other form of communication unless authorized by the Foundation.
Only individuals authorized by Heartitude Foundation may make official public
statements, respond to media enquiries, or communicate confidential organizational
information on behalf of the Foundation.
9. Digital Security
Protecting confidential information also requires responsible use of digital systems.
Members are expected to safeguard passwords, official email accounts,
communication platforms, cloud storage, research repositories, digital documents,
and other organizational systems against unauthorized access, disclosure, or misuse.
Organizational accounts, credentials, and access provided by Heartitude Foundation
remain the property of the Foundation and shall be returned or surrendered upon
request or conclusion of the engagement.
10. Protecting Human Dignity
This is something I think should become synonymous with Heartitude.
Every photograph, story, interview, case study, testimonial, or public communication
involving a beneficiary should preserve the dignity, privacy, and autonomy of the
individual. Members shall never sensationalize hardship, exaggerate circumstances,
or portray individuals in ways that diminish their self-respect or exploit their
vulnerability.
We believe that every person deserves to be remembered not for the challenges they
face, but for the dignity they possess.
V. Protect Heartitude's Assets & Resources
Every resource entrusted to Heartitude Foundation exists to support its mission of
creating meaningful social impact. Whether physical, digital, financial, intellectual, or
creative, these assets represent the collective effort, trust, and investment of the
Foundation and its supporters.
Every individual associated with Heartitude Foundation shares the responsibility of
protecting organizational assets, using them responsibly, and ensuring they are
preserved for the benefit of the Foundation and the communities it serves.
1. Organizational Property
Members may be entrusted with organizational property including identification
cards, SIM cards, access cards, equipment, computers, cameras, storage devices,
office supplies, promotional materials, and other resources necessary to perform
their responsibilities.
These assets shall be used responsibly, maintained with reasonable care, and
returned promptly upon request or upon the conclusion of the individual's
association with Heartitude Foundation.
2. Digital Resources
Heartitude Foundation provides access to official email accounts, communication
platforms, cloud storage, websites, software, digital tools, databases, and other
information systems to support organizational work.
Members are expected to use these resources responsibly, maintain the security of
their accounts and passwords, and access only the information necessary for their
assigned responsibilities. Unauthorized access, sharing of credentials, misuse of
organizational systems, or installation of unauthorized software is prohibited.
3. Research, Documentation & Organizational Knowledge
Research findings, curriculum frameworks, educational content, project reports,
meeting minutes, documentation, templates, operational procedures, databases,
archives, and organizational knowledge are valuable assets of Heartitude Foundation.
Members are expected to preserve the accuracy, integrity, and security of these
resources and contribute to proper documentation so that organizational knowledge
continues to benefit future programmes and generations of members.
4. Brand Identity & Reputation
The name, logo, visual identity, publications, official documents, and public image of
Heartitude Foundation are valuable organizational assets.
Members shall represent the Foundation responsibly and ensure that its identity is
used accurately, respectfully, and only for authorized organizational purposes. No
individual may use the Foundation's name, logo, branding, or official identity in a
manner that misrepresents the organization or creates confusion regarding its
activities or affiliations.
5. Media & Content Ownership
Photographs, videos, interviews, audio recordings, designs, presentations, reports,
social media content, podcasts, publications, educational materials, and other media
created during official Heartitude Foundation activities are organizational assets
unless otherwise agreed in writing.
Members shall not publish, distribute, edit, or commercially use such material before
its official release or without prior authorization from the Foundation. Where
activities are conducted in collaboration with other organizations, members shall
ensure that all collaborating partners, including Heartitude Foundation, receive
appropriate and accurate recognition consistent with their contributions.
6. Responsible Use of Technology & Artificial Intelligence
Technology should strengthen the Foundation's mission while protecting the rights,
privacy, and dignity of others.
Members using Artificial Intelligence (AI) tools or other emerging technologies shall
ensure that confidential information is not disclosed without authorization, research findings are not fabricated or misrepresented, media is not manipulated in a
misleading manner, and AI-generated content is reviewed for accuracy before being
used or published on behalf of the Foundation.
Technology should always be used responsibly, ethically, and in a manner consistent
with the values of Heartitude Foundation.
7. Financial Resources
Donations, grants, sponsorships, reimbursements, organizational funds, and other
financial resources entrusted to Heartitude Foundation shall be managed
responsibly, transparently, and solely for legitimate organizational purposes.
Members responsible for financial resources shall maintain accurate records, obtain
required approvals, preserve supporting documentation, and avoid any misuse,
unauthorized expenditure, or personal benefit arising from organizational funds.
8. Return of Organizational Assets
Upon the conclusion of an individual's association with Heartitude Foundation, or
whenever requested by the Foundation, all organizational property shall be returned
promptly.
This includes physical assets, identification cards, SIM cards, official email accounts,
documents, digital files, passwords, storage devices, access credentials, research
materials, media, and any other organizational resources entrusted to the individual
during their association.
Members are expected to cooperate fully during the transition process and ensure
that no confidential information or organizational property is retained without
authorization.
VI. Representing Heartitude Foundation
Every individual associated with Heartitude Foundation represents the Foundation
through their conduct, communication, decisions, and public presence. Whether
interacting with beneficiaries, volunteers, donors, partners, educational institutions,
healthcare professionals, government authorities, media, or the general public,
members are expected to uphold the values, professionalism, and reputation of the
Foundation.
The confidence placed in Heartitude Foundation is earned through every interaction.
Members should always conduct themselves in a manner that strengthens public
trust and reflects the Foundation's commitment to integrity, compassion, and
responsible service.
1. Professional Representation
Every member represents Heartitude Foundation whenever acting on its behalf.
Members are expected to conduct themselves professionally during meetings, field
visits, events, workshops, research activities, online engagements, and all official
interactions. Courtesy, punctuality, preparedness, honesty, and respect should guide
every engagement.
2. Public Communication
Only individuals authorized by Heartitude Foundation may make official statements,
commitments, announcements, or representations on behalf of the Foundation.
Members should ensure that public communication, interviews, presentations,
publications, and statements accurately represent the Foundation's position and do
not disclose confidential information or create unrealistic expectations.
3. Social Media & Digital Presence
Members are encouraged to use social media responsibly while protecting the
reputation of Heartitude Foundation.
Official announcements, programme updates, photographs, videos, campaign
materials, and organizational achievements should be published only through
authorized channels or with prior approval where applicable.
When referring to Heartitude Foundation on personal platforms, members should
avoid misleading statements, offensive content, or behaviour that could reasonably
affect the Foundation's credibility or public confidence.
4. Media, Photography & Content Release
Media created during official Foundation programmes should reflect accuracy,
dignity, and professionalism.
Members shall not publish, distribute, or commercially use photographs, videos,
interviews, recordings, or other content from official activities before the
Foundation's authorized release or without appropriate approval.
Where photographs or recordings involve children, vulnerable individuals,
beneficiaries, patients, or members of the public, appropriate consent and privacy
considerations shall always be respected.
5. Respecting the Dignity of People
Heartitude Foundation believes every individual deserves dignity regardless of their
financial condition, social background, health, age, identity, or circumstances.
Members shall never exploit another person's hardship, illness, homelessness,
disability, or personal circumstances for publicity, personal recognition, fundraising,
or social media engagement. Stories and images should always preserve the dignity,
privacy, and self-respect of the individuals involved.
6. Collaboration & Professional Recognition
Heartitude Foundation values collaboration built on mutual respect and shared
purpose.
Members should accurately acknowledge the contributions of collaborating
organizations, institutions, volunteers, sponsors, and partners while ensuring that
Heartitude Foundation receives appropriate recognition for its own contributions.
Members shall not intentionally misrepresent the roles of collaborating organizations
or claim sole credit for jointly delivered programmes.
7. Political & Religious Neutrality
Heartitude Foundation serves all without discrimination and remains politically and
religiously neutral. Members shall not use the Foundation's name, resources, or
platforms to promote political, religious, or ideological views, or present personal
opinions as the official position of the Foundation.
8. Responsible Engagement with Beneficiaries & Communities
Members are expected to interact with beneficiaries, families, communities,
institutions, and partners with humility, empathy, patience, and professionalism.
No member shall make promises, commitments, or assurances that the Foundation
has not approved or cannot reasonably fulfil. Honest communication builds trust and
protects the credibility of both the Foundation and the communities it serves.
9. Guest Relations & Professional Hospitality
Members representing Heartitude Foundation during interviews, workshops,
conferences, meetings, or collaborative programmes should ensure that guests,
speakers, experts, beneficiaries, and visitors are treated with professionalism,
courtesy, and respect.
Every guest should experience Heartitude Foundation as an organization that values
preparation, hospitality, inclusiveness, and meaningful collaboration.
10. Personal Conduct
The reputation of Heartitude Foundation extends beyond formal meetings and
programmes.
Members should exercise sound judgement in their behaviour, communication, and
public interactions whenever they are identifiable as representatives of the
Foundation. Conduct that may reasonably damage public trust, compromise
organizational integrity, or negatively affect the Foundation's reputation should be
avoided.
VII. Accountability & Responsible Stewardship
Every individual associated with Heartitude Foundation is entrusted with
responsibilities that extend beyond assigned tasks. We are stewards of the
Foundation's resources, reputation, relationships, and the trust placed in us by
beneficiaries, donors, partners, collaborators, and the public. Every decision should
be guided by integrity, accountability, transparency, and responsible stewardship.
1. Accountability
Every member is accountable for the responsibilities entrusted to them. Members
are expected to perform their duties diligently, communicate honestly, honour
commitments, and take ownership of their actions and decisions.
Mistakes should be acknowledged promptly, communicated responsibly, and used as
opportunities for learning and continuous improvement rather than concealed or
ignored.
2. Transparency
Heartitude Foundation values openness, honesty, and responsible decision-making.
Members shall maintain accurate records, communicate truthfully, and avoid any
action that intentionally misrepresents information, programme outcomes, financial
matters, research findings, or organizational activities.
Transparency strengthens public confidence and enables meaningful collaboration.
3. Responsible Stewardship of Funds
Donations, grants, sponsorships, reimbursements, and all other financial resources
entrusted to Heartitude Foundation shall be used solely for legitimate organizational
purposes and in accordance with applicable laws, donor expectations, and
organizational policies.
Members responsible for organizational funds shall exercise prudence, maintain
accurate documentation, obtain necessary approvals, and avoid unnecessary
expenditure or personal benefit arising from Foundation resources.
4. Financial Records & Documentation
Financial records should be complete, accurate, and maintained in accordance with
applicable accounting standards and organizational procedures.
No member shall intentionally create false records, alter supporting documents,
conceal financial information, or approve transactions that they know to be
inaccurate or unauthorized.
5. Procurement & Organizational Purchases
Purchasing decisions shall always be made in the best interests of Heartitude
Foundation. Members involved in procurement should consider quality, cost,
transparency, sustainability, and organizational needs while avoiding personal
interests or undue influence.
Members shall not misuse procurement processes to benefit themselves, their
relatives, friends, or any external organization.
6. Donations & Fundraising Ethics
Every donation received by Heartitude Foundation represents the confidence and
goodwill of an individual or organization.
Members shall ensure that fundraising activities are conducted honestly,
respectfully, and without misleading representations. Donations shall be
acknowledged appropriately and utilized only for their intended organizational
purposes or in accordance with applicable donor agreements.
No member shall solicit donations or represent themselves as collecting funds on
behalf of Heartitude Foundation without proper authorization.
7. Reimbursements & Organizational Expenses
Members seeking reimbursement for authorized organizational expenses shall
submit complete and accurate supporting documents within the prescribed
timelines.
Expense claims shall reflect actual organizational expenditure and shall never include
personal expenses, fabricated claims, duplicate reimbursements, or misleading
documentation.
8. Responsible Decision-Making
Organizational decisions should always prioritize the mission, values, and long-term
interests of Heartitude Foundation over personal convenience or individual
preferences.
Members are encouraged to seek guidance whenever uncertain and should avoid
making commitments beyond their delegated authority.
9. Reporting Concerns
Every member shares responsibility for protecting the integrity of Heartitude
Foundation.
If a member becomes aware of financial misconduct, misuse of organizational
resources, unethical behaviour, fraud, corruption, policy violations, or any activity
that may compromise the Foundation's mission or reputation, they are encouraged
to report the matter promptly through the appropriate organizational channels.
Concerns raised in good faith will be handled fairly, respectfully, and in accordance
with the Foundation's established procedures.
10. Stewardship Beyond Responsibility
Stewardship extends beyond completing assigned responsibilities. Every member is
encouraged to think carefully about the long-term impact of their decisions, protect
the Foundation's reputation, conserve organizational resources, document
knowledge for future members, and leave every programme, project, and relationship
stronger than they found it.
Responsible stewardship means caring for the Foundation as if its future depends on
every decision we make-because it does.
VIII. Administration of this Code
The Heartitude Foundation Code of Conduct establishes the minimum standards of
professional and ethical conduct expected from every individual associated with the
Foundation. It is intended to guide decision-making, promote accountability, and
preserve the values and reputation of the organization.
This Code should be read together with other organizational policies, procedures,
and role-specific guidelines issued by Heartitude Foundation. Where additional
policies establish higher standards or specific responsibilities, those policies shall
complement this Code and not replace its principles.
1. Responsibility for Compliance
Every individual associated with Heartitude Foundation is responsible for
understanding and complying with this Code. Leaders at every level are expected to
promote these principles through their decisions, actions, and example.
2. Interpretation
Questions regarding the interpretation or application of this Code should be directed
to the Human Resources Team, Programme Director, or the Board of Directors.
Members are encouraged to seek clarification whenever uncertainty exists.
3. Revisions & Continuous Improvement
Heartitude Foundation is committed to continuously improving its governance
practices. This Code may be reviewed, updated, or amended from time to time to
reflect organizational growth, legal requirements, operational experience, emerging
technologies, and evolving best practices.
Members are encouraged to familiarize themselves with the latest version of this
Code and remain informed of any significant updates communicated by the
Foundation.
4. Official Version
The official and most current version of the Heartitude Foundation Code of Conduct
shall be maintained by the Foundation and made available through its designated
official repository.
Printed copies, downloaded files, or locally stored versions should be considered
reference copies only. In the event of any inconsistency, the version published in the
Foundation's official repository shall prevail.
5. Enforcement
Violations of this Code may be reviewed in accordance with the Foundation's
established governance procedures. Depending on the nature and seriousness of the
matter, appropriate administrative or disciplinary measures may be taken.