Conflict of interest policy.

Purpose and scope

This policy prevents situations in which a personal interest may influence, or appear to influence, the decisions of Asociația Grupul Verde. It applies to members of the General Assembly and the Board, staff, trainers, volunteers with decision-making roles, consultants and contractors.

What a conflict of interest is

A conflict of interest exists when the impartial and objective exercise of someone’s duties is compromised for reasons involving family, emotional life, political or national affinity, economic interest or any other direct or indirect personal interest.

Examples: hiring a relative’s company; selecting one’s own child for a project without public criteria; accepting gifts from a supplier; a team member who also works for a funder assessing our project.

Close persons means a spouse or partner, relatives and in-laws up to the second degree, and people with whom someone has a close business or personal relationship.

Declaring interests

• At the start of the collaboration and then every year, board and team members complete a declaration of interests: roles in other organisations, shareholdings, links with suppliers or funders.
• Any new situation is declared immediately, before the decision concerned.
• Declarations are kept by the association and can be shared with funders on request.

Stepping aside from decisions

A person in a potential conflict of interest:

• informs the focal point or the Board;
• takes no part in the discussion, assessment or vote;
• does not try to influence the decision through others.

The recusal is recorded in the meeting minutes or decision note.

Procurement and suppliers

• We choose suppliers on objective criteria — quality, price, timing — and follow each funder’s procurement rules.
• Contracting a close person, or a company in which a team member has an interest, happens only if it has been declared, approved by the Board without that person taking part, and documented.
• Whoever drafted the specifications or assessed the offers cannot also be a supplier.

Selecting participants, volunteers and staff

• Programme participants are selected on publicly announced criteria: age, locality, motivation, priority for children from vulnerable backgrounds.
• Team members’ relatives can take part on the same terms as everyone else, and the team member takes no part in the selection.
• Hiring and service contracts are based on written, documented criteria.

Gifts and hospitality

• We do not accept gifts, money, services or favours that could influence a decision.
• Only courtesy gestures of symbolic value (for example, promotional items) are allowed, and only when unrelated to a pending decision.
• Anything beyond that is declined or handed over to the association and recorded in the register.

Conflict of interest register

The focal point — Marian Dumitru — keeps a register of declared situations, decisions and measures taken. The Board reviews the register at least once a year.

Breaches and reporting

Failing to declare a conflict of interest may lead to the affected decision being cancelled, the collaboration ending and, where relevant, the funder and authorities being informed.

You can report a situation to office@grupulverde.ro, with the subject “Conflict of interest”. Reports are handled confidentially and good-faith reporters are protected from retaliation.

Adoption and review

This policy was adopted by the Board of Asociația Grupul Verde on 16 October 2026 and is reviewed every year. Version 1.0 · in force from 16 October 2026.

Legal basis and standards

Our other policies:

• Child safeguarding
• Anti-fraud and anti-corruption
• Privacy and GDPR