(EU/UK Law – FCDO/Charity Commission Aligned)

1. Purpose of the Policy

The purpose of this Corporate Partnership Agreement Policy (“Policy”) is to provide a clear framework for establishing, managing, and monitoring partnerships between Roma Public Council KUPATE BG and corporate entities or external organisations, in compliance with:

• UK Charity Commission guidance CC8 – Internal Financial Controls

• Charities SORP (FRS 102)

• EU nonprofit governance standards

• FCDO / British Embassy grant compliance expectations

This Policy ensures that partnerships:

• Align with the organisation’s mission, objectives, and values

• Protect the organisation’s integrity, independence, and reputation

• Comply with legal and regulatory obligations

• Promote transparency, accountability, and effective risk management

2. Scope

This Policy applies to:

• All formal partnerships with corporate entities, including businesses, service providers, or joint venture collaborators

• All trustees, senior management, staff, and volunteers involved in partnership management

• All projects, programmes, or initiatives funded wholly or partly by corporate partners

It covers partnership negotiation, agreement drafting, financial arrangements, reporting, and termination procedures.

3. Principles of Corporate Partnerships

3.1 Alignment with Charitable Objectives

• All partnerships must support or enhance Roma Public Council KUPATE BG’s charitable mission

• Partnerships must not compromise the organisation’s charitable status or independence

3.2 Transparency and Accountability

• Partnership terms, responsibilities, and expectations must be clearly documented

• Governance, monitoring, and reporting mechanisms must be established and implemented

3.3 Legal and Regulatory Compliance

• Partnerships must comply with UK and EU law, including corporate, charitable, and data protection regulations

• Anti-bribery, anti-corruption, and safeguarding policies must be adhered to

4. Establishing a Partnership

4.1 Due Diligence

Before entering any partnership, the organisation must conduct a due diligence process to:

• Assess the reputation, legal standing, and ethical standards of the corporate partner

• Identify potential conflicts of interest or risks to the organisation’s independence

• Ensure the partner has capacity to fulfil commitments and legal obligations

4.2 Formal Agreement

All corporate partnerships must be governed by a written Corporate Partnership Agreement that specifies:

• Objectives and scope of collaboration

• Roles and responsibilities of each party

• Financial arrangements, including restricted or earmarked contributions

• Intellectual property, branding, and communications provisions

• Reporting, monitoring, and evaluation requirements

• Confidentiality, data protection, and compliance clauses

• Term and termination conditions

5. Roles and Responsibilities

5.1 Trustees

• Ensure partnerships comply with legal and regulatory requirements

• Approve all partnership agreements, budgets, and strategic decisions

• Monitor partnership performance and risk management

5.2 Senior Management

• Implement partnership agreements according to policy and contractual terms

• Manage day-to-day relationships with corporate partners

• Monitor budgets, deliverables, and compliance with restricted funding requirements

• Report to trustees on progress, financial accountability, and risks

6. Financial Controls

• Corporate contributions, whether restricted or unrestricted, must be recorded and managed in accordance with Charities SORP and CC8 guidance

• Separate accounting for restricted funds or earmarked contributions

• Financial transactions require authorisation and supporting documentation

• Regular reconciliation and reporting to trustees and donors/funders

7. Monitoring, Reporting, and Evaluation

• All corporate partnerships must include a monitoring and reporting framework

• Key metrics, outcomes, and outputs must be tracked and reported to both trustees and partners

• Periodic evaluation ensures compliance with objectives, governance standards, and funding requirements

8. Risk Management

8.1 Risk Assessment

• Identify financial, reputational, operational, and legal risks before entering a partnership

• Maintain a risk register updated with mitigation strategies

8.2 Fraud, Bribery, and Safeguarding

• Adhere to anti-bribery, anti-corruption, safeguarding, and whistleblowing policies

• Any suspected irregularity must be investigated promptly and reported to trustees and regulators

9. Intellectual Property and Branding

• Ownership of intellectual property developed during the partnership must be clearly defined in the agreement

• Use of logos, trademarks, or brand names must be approved in writing

• Communications and public materials must reflect partnership objectives accurately and ethically

10. Confidentiality and Data Protection

• Confidential information must be protected in accordance with GDPR and local data protection laws

• Information may only be shared with authorised personnel or partners for purposes of the partnership

11. Term and Termination

• The agreement should define the duration of the partnership

• Termination provisions must allow for:

  • Mutual consent

  • Breach of terms

  • Force majeure events

• Obligations incurred prior to termination remain enforceable

12. Policy Review

• This Policy will be reviewed at least annually or following:

  • Changes in law or regulations

  • Recommendations from audits

  • Material changes in the partnership landscape

• Updates must be approved by the governing body

13. Trustee Declaration & Approval

The trustees of Roma Public Council KUPATE BG confirm that:

• This Corporate Partnership Agreement Policy has been reviewed, approved, and implemented

• All corporate partnerships will adhere to this Policy

• Risk management, monitoring, and reporting obligations will be enforced