Volunteer Agreement

Introduction

Thank you for your interest in Serve the City. For insurance and legal reasons, please read and agree to the terms below if you are planning on attending one of our projects or volunteering event.

1. Organization

Name: Serve the City VZW
Address: Place Van Meyel 15, 1040 Brussels, Belgium
Phone: 02 / 734 35 02
Email: hello@servethecity.be
Altruistic Goal: Social-profit organization acting as a matchmaker between volunteers and NGOs that serve the homeless, asylum seekers, children in need, the elderly, victims of abuse, and people with disabilities.
Legal Status: Non-Profit Organization / VZW / A.S.B.L.
Emergency Contact: Nathan Torrini / nathan@servethecity.be / +32 (0)2 734 35 02

2. Insurances

Guarantees: The civil responsibility of the organization.
Company: AXA
Policy Number: Package d’Assurances Talensia N° 010.720.158.817

3. Expenses paid to volunteers

Serve the City does not pay a salary to volunteers. The organization pays the real costs, when receiving the right receipts as a proof of expense encountered while volunteering.

Volunteer understands that the scope of Volunteer’s relationship with Serve the City is limited to a volunteer position and that no compensation is expected in return for services provided by Volunteer; that Serve the City will not provide any benefits traditionally associated with employment to Volunteer; and that Volunteer is responsible for his/her own insurance coverage in the event of personal injury or illness as a result of Volunteer’s services to Serve the City.

4. Obligation of Discretion

According to article 458 of the criminal Code:

“Doctors, surgeries, officers of health, pharmaceutical chemists, mid wives and all other persons that because of their profession, get to know secrets trusted by those people, and outside the case that the law obliges them to announce it, are punished with imprisonment of 8 days-6 months and a fine of 100-500 euro.”

The words “all other persons” in the list can also apply to a volunteer in cases where a form of secrecy is required.

5. Volunteer Code of Conduct

The Code of Conduct aims to ensure that all volunteers understand the standard of conduct required. Volunteers are expected to uphold the Code of Conduct at all times when carrying out their duties and interactions. Compliance with the Code of Conduct is one condition of your involvement with us and should be regarded as a minimum standard which you should work to.

• Treat all volunteers and people you meet with respect, courtesy and dignity.
• Harassment of others because of race, nationality, age, gender, ethnicity, marital status, sexual orientation, religion or disability is prohibited.
• All volunteers are strictly prohibited from sexually harassing or making improper advances towards another person. Sexual harassment includes unwelcome or unsolicited verbal, physical, or sexual conduct creating an intimidating or offensive environment.
• People from all cultural, religious and political backgrounds are welcome to volunteer with us. But you are not allowed to use our serving projects to push your religious or political views on others.
• Consumption of alcohol, illegal drugs or other performance-enhancing substances prior to and/or during your time volunteering with us is not allowed.
• Be very sensitive when taking photos and do not take any photos of the faces of the people we are serving. You may take pictures of people’s hands or feet engaged in an activity but be sure to obscure any identifying features. Respect people’s right to privacy and maintain confidentiality at all times. You can take photos of the volunteer team in action (if they agree too) and if you want to share it on social media you have to ask permission from the individuals on the photo.
• It is important that volunteers dress in a modest way, to be able to work safely and comfortably, please be aware that some projects may entail physical work both inside and outside. We recommend that you wear a Serve the City t-shirt whilst volunteering with us.

6. Code of Conduct for Volunteers in Kids Projects

By adhering to these guidelines, our volunteers actively contribute to the safety and positive experience of children in our projects.

Respect and Inclusion:

• Treat everyone with kindness, patience, and respect.
• Embrace diversity and inclusion; avoid discrimination based on race, gender, ability, religion, or any other factor.
• Be mindful of language and behavior to create a welcoming environment for all participants.

Safety First:

• Prioritize the safety and well-being of all participants.
• Clearly communicate safety guidelines and rules for different project activities.
• Report any safety concerns or incidents promptly to project organizers.

Appropriate Language and Behavior:

• Use age-appropriate language and behavior at all times.
• Avoid inappropriate jokes, comments, or gestures.
• Foster a positive and encouraging atmosphere.

Consent:

• Respect the privacy of children and their families.
• Obtain necessary consent from the project leader for any activities that involve photography, video recording, or sharing of personal information.

Supervision and Visibility:

• Volunteers should not be alone with individual children.
• Conduct activities in open, visible areas.

Inappropriate Contact:

• Strictly prohibit any inappropriate physical contact.
• Emphasize the importance of maintaining a professional distance.

Background Checks:Volunteers are required to submit their background checks before gaining access to projects involving children. Thorough background checks will be conducted on all volunteers.

Privacy and Reporting Mechanism:

• Volunteers should report any concerns or observed violations of the code of conduct to the project leader or by sending an email to hello@servethecity.be.

Consequences for Violations:

• In the event that a volunteer breaches the guidelines, consequences may include removal from the project and, if deemed necessary, reporting to the appropriate authorities.

7. Waiver and Release

I, the Volunteer, release and forever discharge and hold harmless Serve the City and its successors and assigns from any and all liability, claims, and demands of whatever kind or nature, either in law or in equity, which arise or may hereafter arise from the services I provide to Serve the City.

However, Serve the City covers its volunteers with 2 insurance policies (AXA ref. 720.158.817):

– Insures the risk of work-related injuries to employed staff and the risk of bodily injury to volunteers.

– Civil liability of the ASBL and its employees and volunteers

As a volunteer with Serve the City, I understand that I may be photographed, filmed, or videotaped and I hereby give Serve the City the unqualified right to take pictures and/or recordings of myself and grant the perpetual right to use my likeness, image, photo (collectively, “image”), without compensation, for broadcast or exhibition in any medium and to put the finished pictures/recordings to any legitimate use without limitation or reservation.

I hereby waive, release and forever discharge Serve the City from and against any and all claims or actions arising out of or resulting from any use of my image.

Serve the City shall not be obligated to use, and may elect not to use, my image.

I acknowledge that if I would like to volunteer and choose not to allow the use of my image, I should send an email to Serve the City at privacy@servethecity.be with my name and a copy of my photo ID.