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Document title
Donated Goods and Gifts Policy
Approved by
Board of Trustees
Approval date
September 2026
Review date
September 2027
Review frequency
Annually
Applies to
All staff and volunteers involved in accepting and distributing donated goods, and eligible families receiving them. This policy applies to all donated goods, tickets, and gifts received by Heart Heroes for distribution to eligible families.
Related documents
Equality, Diversity and Inclusion Policy
Purpose
All donated goods, tickets, and gifts received by Heart Heroes will be distributed to eligible families fairly and consistently, in line with the principles below.
Eligibility
Families eligible to receive donated items must have a child diagnosed with a heart condition, as verified by appropriate medical documentation. Proof of eligibility may be required before items are distributed.
Distribution
Donated items will be distributed on a first-come, first-served basis. Heart Heroes will maintain a record of all donated items received and will fulfil requests in the order they are received. Families who have previously received donations will not be given priority over new requests.
Where quantities are limited, items will be distributed until supplies are depleted and affected families will be informed.
Donor intent
Heart Heroes will respect the intent of donors by ensuring that items are distributed to families in a timely and appropriate manner, in keeping with the purpose for which they were donated.
Exceptions
In exceptional circumstances, Heart Heroes reserves the right to make exceptions to this policy on a case-by-case basis. Any deviation from the first-come, first-served principle will be made only when absolutely necessary and with documented justification.
Discretion and privacy
All requests will be handled with discretion and respect for the privacy of the families involved. Information about families and their circumstances will not be disclosed to external parties without their explicit consent, except where required by law.
Equality and non-discrimination
Heart Heroes will not discriminate in the distribution of donated items on any grounds. This policy should be read alongside the Heart Heroes Equality, Diversity and Inclusion Policy.
