Karma Foundation: Internal Systems and Safeguards As an animal welfare organization committed to ethical, transparent, and compassionate service, Karma Foundation maintains a robust framework of internal policies and safeguards.
1. Finance and Accounting Policy
A registered CA oversees monthly bookkeeping and annual audits
Clear donor fund tracking and utilization protocols
Internal approval mechanisms for all expenses
Quarterly financial reporting to the board and stakeholders
2. Prevention of Sexual Harassment (POSH)
POSH policy in compliance with the 2013 Act
Internal Complaints Committee (ICC) constituted
Regular awareness and orientation sessions for staff
3. Human Resources (HR) Policy
Code of conduct and professional behavior expectations
Leave entitlements, working hours, and grievance redressal
Recruitment, onboarding, and performance review protocols
Commitment to a safe and inclusive work culture
4. Child Protection Policy
Supervision for any activity involving minors (awareness programs, internships, volunteering)
Staff training on child safety best practices
No child is involved in field operations or medical care areas
5. Procurement Policy
Vendor selection based on quality, price, and ethical sourcing
Multiple quotations for significant purchases
Strict recordkeeping and budget alignment
Preference for local, cruelty-free, and sustainable vendors
6. Data Protection / IT Policy
Restricted access to sensitive records
Secure data storage and password-protected files
Data sharing only with authorized personnel
Compliance with IT security protocols to prevent breaches
7. Whistleblower Policy
Anonymous reporting of misconduct or ethical violations
Complaints reviewed by a neutral committee
Strict non-retaliation policy for whistleblowers
8. Conflict of Interest Policy
Mandatory disclosure of potential conflicts by all staff and board members
Annual declarations by senior staff and board
Conflicts reviewed and managed transparently
9. Code of Conduct
Commitment to compassion, professionalism, and non-discrimination
Zero tolerance for abuse (verbal, physical, or emotional)
