Organization-Friendly Volunteer Agreement Template

In this Agreement, unless the context otherwise requires, the following capitalized terms shall have the meanings set out below.

"Agreement" means this Volunteer Agreement, including any written amendments made in accordance with its terms.

"Applicable Law" means all laws, regulations, rules, orders and binding requirements of any competent authority that apply to a Party, to the Volunteer Services or to the Premises from time to time.

"Authorized Expenses" means reasonable and documented out-of-pocket costs actually incurred by the Volunteer in the proper performance of the Volunteer Services that have been approved in writing by the Organization in advance in accordance with this Agreement.

"Confidential Information" means all non-public information, in any form, disclosed to or accessed by the Volunteer in connection with the Volunteer Services, including information concerning donors, beneficiaries, members, staff, other volunteers, finances, fundraising, strategies, operations, systems and records, and any Personal Data, together with all notes, analyses and other materials derived from such information.

"Organization Policies" means all written or published policies, rules, procedures, codes of conduct, safeguarding requirements, health and safety rules and instructions of the Organization, as adopted, notified or amended from time to time.

"Personal Data" means any information relating to an identified or identifiable natural person that the Volunteer accesses, receives or processes in connection with the Volunteer Services.

"Premises" means the offices, facilities and other locations owned, leased or operated by the Organization at [Address of Premises], and any other location designated in writing by the Organization.

"Organization Property" means all equipment, materials, keys, access credentials, identification badges, uniforms, documents, data, software, devices and other tangible or intangible assets belonging to or provided by the Organization or held by it for third parties.

"Supervisor" means the person or persons designated by the Organization from time to time, initially [Name and Title of Supervisor], to direct, coordinate and oversee the Volunteer Services.

"Volunteer Services" means the unpaid services, tasks and activities described in this Agreement and assigned to the Volunteer by the Organization from time to time within the scope of the Volunteer Role.

"Volunteer Role" means the volunteer position titled [Title of Volunteer Role] within the [Department or Program] of the Organization, as described in this Agreement.

"Work Product" means all works, materials, documents, designs, data, content, inventions, software, processes, reports and other results created, developed or contributed by the Volunteer, alone or with others, in the course of or in connection with the Volunteer Services, in any form or medium.

Headings are for convenience only and do not affect interpretation. The words "including" and "includes" shall be deemed to be followed by "without limitation". References to a Section are to a section of this Agreement. References to writing include email. The singular includes the plural and vice versa. This Agreement shall be interpreted according to its fair meaning and not strictly for or against either Party.

The Organization hereby accepts, and the Volunteer hereby agrees to provide, the Volunteer Services on a voluntary, charitable and non-exclusive basis, on the terms and subject to the conditions of this Agreement.

The Volunteer Services shall be limited to the activities reasonably related to the Volunteer Role and to the purposes of the Organization, as more particularly described in [description of scope of volunteer services].

The Organization may, in its sole discretion, modify, expand, reduce or reassign the scope of the Volunteer Services upon notice to the Volunteer, provided that any such modification shall remain consistent with the voluntary and charitable nature of the engagement.

This Agreement shall commence on the Effective Date and shall continue for [duration or end date], unless extended by written agreement of the Parties or earlier terminated in accordance with Section 14.

The Volunteer acknowledges that nothing in this Agreement obliges the Organization to assign any minimum amount of work to the Volunteer, to continue any particular program or activity, or to renew or extend this Agreement.

The Volunteer's engagement is conditional upon the Volunteer satisfying, to the Organization's satisfaction, any screening requirements the Organization may impose, including [reference checks, background checks, and verification of identity or qualifications], to the extent permitted by Applicable Law.

The Volunteer shall not hold himself or herself out as having authority to bind the Organization or to make any commitment, representation or statement on its behalf, except as expressly authorized in writing.

The Volunteer shall serve in the Volunteer Role and shall perform the following principal duties: [list of principal duties and responsibilities].

The Volunteer shall perform the Volunteer Services diligently, honestly, in good faith and with reasonable skill and care, and in a manner consistent with the mission, values and reputation of the Organization.

The Volunteer shall comply with all lawful and reasonable instructions given by the Supervisor or any other person authorized by the Organization, and shall report to the Supervisor on the progress of the Volunteer Services as reasonably requested.

The Volunteer shall not undertake any task outside the Volunteer Role, or any task for which the Volunteer lacks the necessary training, qualifications or authorization, without the prior approval of the Supervisor.

The Volunteer shall promptly inform the Supervisor of any circumstance that may impair or prevent the proper performance of the Volunteer Services, including any actual or potential conflict of interest.

The Volunteer shall not solicit or accept any gift, payment, benefit or favor from any donor, beneficiary, supplier or other third party in connection with the Volunteer Services, except as permitted by Organization Policies.

The Volunteer shall not engage in political, commercial or fundraising activity on behalf of or in the name of the Organization except as expressly authorized in writing.

The Volunteer shall render the Volunteer Services at the Premises, save where the Organization expressly requests or approves in writing that particular tasks be performed at another location.

The Volunteer shall serve for approximately [number] hours per [week or month], on the days and at the times set out in [initial schedule], or as otherwise agreed with the Supervisor from time to time.

The Organization may adjust the schedule, shifts or location of the Volunteer Services on reasonable notice to the Volunteer in order to meet its operational needs, and the Volunteer shall use reasonable efforts to accommodate such adjustments.

The Volunteer shall arrive punctually and shall remain at the assigned location during scheduled periods, and shall record attendance in the manner required by the Organization.

If the Volunteer is unable to attend a scheduled shift, the Volunteer shall notify the Supervisor as early as practicable and in any event not less than [number] hours before the start of the shift, save in cases of genuine emergency.

Repeated or unexcused absence, or failure to comply with the agreed schedule, may constitute grounds for termination under Section 14.

The Volunteer shall access the Premises only during scheduled periods or otherwise with the prior permission of the Supervisor.

The Volunteer acknowledges and agrees that the Volunteer Services are provided freely and voluntarily, for charitable purposes, and that the Volunteer shall not be entitled to any salary, wage, fee, stipend, bonus, commission or other remuneration from the Organization in respect of the Volunteer Services.

The Parties expressly intend that no employment, agency, partnership, joint venture or contractor relationship is created by this Agreement, and the Volunteer shall not be treated as an employee or worker of the Organization for any purpose.

The Volunteer shall not be entitled to any employee benefits, including paid leave, sick pay, pension contributions, insurance coverage under any employee benefit plan, severance, or compensation upon termination, except as expressly provided in this Agreement or as required by Applicable Law.

The Volunteer acknowledges that the Volunteer has no expectation of future employment or paid engagement with the Organization by reason of performing the Volunteer Services, and that no such expectation shall arise from any course of dealing.

Nothing in this Agreement shall be construed as a promise of payment in kind or other material consideration. Any token of appreciation, recognition event or modest refreshment offered by the Organization is a gratuitous courtesy and not remuneration.

The Volunteer shall be solely responsible for any tax, reporting or benefit-eligibility consequences arising from the Volunteer's personal circumstances, and the Organization makes no representation in that regard.

The Organization shall reimburse the Volunteer for Authorized Expenses, subject to the provisions of this Section, up to a maximum of [amount and currency] per [period] unless otherwise approved in writing.

No expense shall be reimbursable unless it has been approved in writing in advance by the Supervisor or another authorized representative of the Organization.

The Volunteer shall submit each claim for reimbursement in the form prescribed by the Organization, together with original receipts or other satisfactory evidence of payment, within [number] days after the expense was incurred.

The Organization may decline to reimburse any expense that is unapproved, undocumented, excessive, personal in nature, submitted after the deadline, or incurred in breach of this Agreement or Organization Policies.

Approved claims shall be paid within [number] days after receipt of a complete and compliant claim, by the method determined by the Organization.

Reimbursement of Authorized Expenses is solely a repayment of costs incurred and shall not constitute remuneration, and the Organization shall have no liability for any expense not reimbursed in accordance with this Section.

The Organization shall provide the Volunteer with such orientation and training as it considers reasonably necessary for the Volunteer Role, including [description of orientation or training], and the Volunteer shall attend and complete all mandatory sessions.

The Volunteer shall perform the Volunteer Services under the general supervision of the Supervisor, who may give guidance, set priorities, review work and require corrections.

The Volunteer acknowledges receipt of, or access to, the Organization Policies, and agrees to read, understand and comply with them as in force from time to time.

The Organization may amend, supplement or replace any Organization Policy at any time and shall make such changes available to the Volunteer by reasonable means. In the event of conflict between this Agreement and an Organization Policy, this Agreement shall prevail, except as to safeguarding and safety requirements, which shall prevail over any inconsistent term.

The Organization may conduct periodic reviews, evaluations or feedback sessions regarding the Volunteer's performance and suitability for the Volunteer Role.

Participation in training or supervision shall not be construed as evidence of an employment relationship, and the Organization's exercise of supervision is solely for the purpose of ensuring safety, quality, compliance and protection of its mission.

The Volunteer shall not be authorized to supervise other volunteers or staff, or to work with vulnerable persons unsupervised, unless the Organization has so authorized in writing and the Volunteer has completed the required screening and training.

The Volunteer shall at all times act professionally, courteously and with respect toward beneficiaries, staff, other volunteers, donors, visitors and members of the public.

The Volunteer shall not engage in any form of discrimination, harassment, bullying, intimidation, violence, exploitation or abuse, and shall comply with all safeguarding requirements of the Organization.

The Volunteer shall not attend the Premises or perform the Volunteer Services while under the influence of alcohol, illegal drugs or any substance that may impair judgment or safety, and shall not possess weapons or unlawful items on the Premises.

The Volunteer shall comply with all health and safety rules, instructions and procedures of the Organization and Applicable Law, shall use any required protective equipment, and shall take reasonable care for his or her own safety and that of others.

The Volunteer shall immediately report to the Supervisor any accident, injury, near miss, hazard, safeguarding concern, or breach of Organization Policies of which the Volunteer becomes aware.

The Volunteer represents that he or she is physically and mentally able to perform the Volunteer Services, and shall promptly notify the Organization of any condition that may affect the safe performance of the Volunteer Services.

The Volunteer shall not make public statements, including on social media, on behalf of the Organization or in a manner that may reasonably damage the Organization's reputation, and shall comply with the Organization's communications guidelines.

The Organization may remove the Volunteer from the Premises or suspend the Volunteer Services immediately, without prior notice, where it reasonably considers it necessary for safety, safeguarding, or the protection of its interests.

The Organization may permit the Volunteer to use the Premises, Organization Property and facilities solely for the purpose of performing the Volunteer Services and strictly in accordance with the Organization's instructions.

The Volunteer shall use all Organization Property with due care, shall keep it secure, and shall not remove it from the Premises without the prior written consent of the Supervisor.

The Volunteer shall not use Organization Property, the Premises, the Organization's name, logo or resources for any personal, commercial, political or unauthorized purpose.

The Volunteer shall comply with the Organization's information technology and acceptable use rules, shall not install unauthorized software, and acknowledges that the Organization may monitor the use of its systems and devices to the extent permitted by Applicable Law.

The Volunteer shall not permit any third party to enter the Premises or to use Organization Property without prior authorization of the Supervisor.

The Volunteer shall promptly report any loss, theft, damage or malfunction of Organization Property, and shall be responsible for loss or damage resulting from the Volunteer's negligence, wilful misconduct or breach of this Agreement.

Keys, credentials, and access devices issued to the Volunteer remain the property of the Organization and shall not be copied or shared.

The Volunteer shall hold all Confidential Information in strict confidence, shall use it solely for the purpose of performing the Volunteer Services, and shall not disclose it to any person without the prior written consent of the Organization.

The Volunteer shall protect Confidential Information with at least the degree of care that a prudent person would apply to his or her own confidential information, and in any event with reasonable care.

The obligations in this Section shall not apply to information that the Volunteer can demonstrate by written evidence is or becomes publicly available other than through breach of this Agreement, or is required to be disclosed by Applicable Law, provided that the Volunteer gives the Organization prompt prior notice, where lawful, and discloses only the minimum required.

The Volunteer shall access, collect, use and store Personal Data only as necessary for the Volunteer Services, in accordance with Organization Policies and Applicable Law, and shall not copy, export or transfer Personal Data to any personal device, account or storage medium.

The Volunteer shall immediately notify the Organization upon becoming aware of any actual or suspected unauthorized access to, loss of, or disclosure of Confidential Information or Personal Data, and shall cooperate fully in any investigation or remedial measures.

The Organization may process the Volunteer's personal data, including contact details, screening results, attendance records, and emergency contacts, for the purposes of administering this Agreement, ensuring safety and complying with Applicable Law, and the Volunteer consents to such processing and to its disclosure to authorized advisers, insurers and authorities as required.

The obligations in this Section shall survive termination or expiry of this Agreement for [number] years, and in respect of Personal Data and trade secrets, indefinitely.

All Work Product, and all intellectual property rights therein, including copyright, database rights, design rights, trademarks, patent rights, rights in inventions and know-how, whether now existing or hereafter arising, shall vest in and be owned exclusively by the Organization from the moment of creation.

To the extent that any right in the Work Product does not vest automatically in the Organization, the Volunteer hereby irrevocably assigns to the Organization, with full title guarantee and throughout the world, all such right, title and interest, free of charge, for the full term of such rights.

The Volunteer shall promptly disclose all Work Product to the Organization and shall, at the Organization's request and expense, execute all documents and do all acts necessary to perfect, register, maintain or enforce the Organization's rights.

To the extent permitted by Applicable Law, the Volunteer irrevocably waives all moral rights and similar rights in the Work Product, and agrees not to assert any such rights against the Organization or its licensees or successors.

The Volunteer shall not incorporate into the Work Product any material owned by a third party or by the Volunteer prior to the Effective Date unless the Volunteer has first disclosed it to the Organization and obtained the necessary rights; where any such pre-existing material is incorporated, the Volunteer grants the Organization a perpetual, irrevocable, worldwide, royalty-free, transferable and sublicensable license to use it as part of the Work Product.

The Volunteer shall not use, reproduce, or register the name, logos, trademarks or branding of the Organization without prior written consent.

The Organization may use the Volunteer's name, image and likeness, and statements regarding the Volunteer Services, in its publications and communications for non-commercial purposes related to its mission, unless the Volunteer notifies the Organization in writing that he or she objects to such use.

The Volunteer represents and warrants that all information provided to the Organization in connection with this Agreement, including in any application, screening or reference, is true, accurate and complete.

The Volunteer represents that he or she is of legal age to enter into this Agreement, or, if not, that a parent or legal guardian has given written consent in the form required by the Organization, and has the legal capacity and right to enter into and perform this Agreement.

The Volunteer represents that performing the Volunteer Services will not breach any obligation owed to any third party, including any employer, educational institution, or prior confidentiality undertaking, and that the Volunteer holds any permissions required to volunteer under Applicable Law.

The Volunteer represents that he or she has no criminal conviction, pending charge, or regulatory sanction that would render him or her unsuitable for the Volunteer Role, other than as disclosed in writing to the Organization before the Effective Date.

The Volunteer undertakes to notify the Organization promptly of any change in the circumstances described in this Section during the term of this Agreement.

The Volunteer undertakes to comply with Applicable Law in the performance of the Volunteer Services and not to do anything that would cause the Organization to be in breach of Applicable Law or of any condition of its funding, registration or insurance.

The Volunteer acknowledges that the Organization has relied upon the representations in this Section in accepting the Volunteer, and that any material inaccuracy shall entitle the Organization to terminate this Agreement immediately.

The Volunteer acknowledges that the Organization is not obliged to provide the Volunteer with personal accident, medical, disability or life insurance, and that the Volunteer is responsible for maintaining such personal insurance as the Volunteer considers appropriate, except as the Organization may otherwise notify in writing: [description of any insurance coverage provided by the Organization, if any].

The Volunteer participates in the Volunteer Services voluntarily and acknowledges that the Volunteer Services may involve inherent risks. To the fullest extent permitted by Applicable Law, the Volunteer assumes all such risks that are not caused by the gross negligence or wilful misconduct of the Organization.

To the fullest extent permitted by Applicable Law, the Organization, its directors, trustees, officers, employees, members and agents shall not be liable to the Volunteer for any loss, damage, injury, cost or expense, whether direct or indirect, arising out of or in connection with the Volunteer Services, except to the extent caused by the gross negligence or wilful misconduct of the Organization.

In no event shall the Organization be liable for any indirect, consequential, special or punitive loss, or for loss of profit, income, opportunity or reputation, and the Organization's aggregate liability under this Agreement shall not exceed [amount and currency], save where liability cannot lawfully be limited.

The Volunteer shall indemnify, defend and hold harmless the Organization, its directors, trustees, officers, employees, members and agents from and against any and all claims, losses, damages, liabilities, penalties, costs and expenses, including reasonable legal fees, arising out of the Volunteer's negligence, wilful misconduct, breach of this Agreement, breach of Organization Policies or violation of Applicable Law.

The Volunteer shall not be liable under the indemnity in this Section for loss caused by the Organization's own gross negligence or wilful misconduct, or by the Volunteer's acts properly performed in accordance with the Organization's express written instructions and Organization Policies.

The Organization shall promptly notify the Volunteer of any third-party claim for which indemnification is sought, and may control its defense and settlement, and the Volunteer shall cooperate reasonably.

Nothing in this Agreement excludes or limits any liability that cannot be excluded or limited under Applicable Law.

Either Party may terminate this Agreement and the Volunteer's engagement at any time, with or without cause, by giving written notice to the other Party, which shall take effect [immediately or upon the expiry of a notice period of [number] days] as specified in the notice. The Volunteer is requested to give not less than [number] days' notice where practicable.

The Organization may terminate this Agreement with immediate effect, without notice or liability, if the Volunteer breaches this Agreement or any Organization Policy, engages in misconduct, endangers the safety of any person, breaches confidentiality, makes any false representation, or acts in a manner that the Organization reasonably considers harmful to its mission, interests or reputation.

The Organization may suspend the Volunteer Services at any time, pending investigation of any complaint, concern or allegation, and the Volunteer shall cooperate with any such investigation.

This Agreement shall terminate automatically upon expiry of the term in Section 2, upon the Organization ceasing its relevant activities, or upon the death or incapacity of the Volunteer.

The Organization shall have no obligation to provide any reason for termination, and the Volunteer shall have no claim for compensation, damages, severance or loss of opportunity by reason of termination of this Agreement.

Termination shall not affect any rights, remedies, obligations or liabilities of the Parties accrued up to the date of termination, nor the continuance in force of any provision intended to survive termination.

Upon termination, the Organization shall reimburse any Authorized Expenses properly claimed and due in accordance with Section 6.

Upon termination or expiry of this Agreement, or at any earlier time upon the Organization's request, the Volunteer shall immediately return to the Organization all Organization Property in the Volunteer's possession or control, including keys, badges, devices, documents and materials, in good condition.

The Volunteer shall permanently delete or destroy, at the Organization's direction, all Confidential Information and Personal Data held in any form on any personal device, account or medium, and shall confirm in writing, upon request, that he or she has done so.

The Volunteer shall deliver to the Organization all Work Product and related records in the Volunteer's possession, and shall provide reasonable assistance to ensure an orderly handover of ongoing tasks.

The Volunteer shall not, after termination, represent himself or herself as a representative or volunteer of the Organization, nor use its name, logo or any association with it, except to state factually the dates and nature of past volunteer service.

The Volunteer shall not make any statement that is false or disparaging concerning the Organization, its directors, staff, beneficiaries or donors.

The obligations in Sections 10, 11, 13 and this Section 15 shall survive termination or expiry of this Agreement for any reason.

If the Volunteer fails to return Organization Property, the Organization may recover its value and costs of recovery from the Volunteer, without prejudice to any other remedy.

This Agreement and any dispute or claim arising out of or in connection with it, including its formation, validity, interpretation, performance or termination, and any non-contractual obligations, shall be governed by and construed in accordance with the laws of [Governing Law Jurisdiction].

The Parties shall first attempt in good faith to resolve any dispute by direct discussions between the Volunteer and a representative of the Organization, for a period of [number] days after written notice of the dispute.

If the dispute is not resolved within that period, the Parties shall attempt to resolve it by mediation before a mediator agreed by the Parties or, failing agreement, appointed by [mediation body], with the costs of the mediator shared equally.

If the dispute is not resolved by mediation within [number] days of its commencement, the dispute shall be finally referred to and determined by [the courts of [Jurisdiction] / arbitration under the rules of [arbitral institution] seated in [city], conducted in the English language by [number] arbitrator(s)].

Nothing in this Section shall prevent the Organization from seeking urgent injunctive or other interim relief from any competent court to protect its Confidential Information, Work Product, Organization Property or reputation.

The Volunteer acknowledges that breach of Sections 10, 11 or 15 may cause the Organization irreparable harm for which damages alone would not be an adequate remedy.

Each Party shall bear its own costs in connection with any dispute, save as otherwise determined by the tribunal or court.

This Agreement constitutes the entire agreement between the Parties with respect to its subject matter and supersedes all prior discussions, understandings, representations and agreements, whether written or oral, relating to it.

No amendment of this Agreement shall be effective unless made in writing and signed by both Parties, except that the Organization may update Organization Policies in accordance with Section 7.

The Volunteer may not assign, transfer or delegate any right or obligation under this Agreement, nor provide a substitute to perform the Volunteer Services, without the prior written consent of the Organization. The Organization may assign this Agreement to any successor or affiliated non-profit organization upon notice.

If any provision of this Agreement is held to be invalid, illegal or unenforceable, such provision shall be modified to the minimum extent necessary to make it enforceable, and the remaining provisions shall continue in full force and effect.

No failure or delay by a Party in exercising any right or remedy shall operate as a waiver of it, and no single or partial exercise of any right shall preclude any further exercise of that or any other right.

All notices under this Agreement shall be in writing and delivered by hand, courier or email to the address of the receiving Party set out in this Agreement, or such other address as notified, and shall be deemed received [number] days after dispatch by courier, upon delivery if by hand, or on the next business day if by email.

This Agreement may be executed in counterparts, including by electronic signature, each of which shall be deemed an original and all of which together constitute one instrument.

The Volunteer acknowledges that he or she has read and understood this Agreement, has had the opportunity to seek independent advice, and enters into it freely and voluntarily.