Conflict of interest policy

Our Trustee Board makes decisions that shape the future of the Group. To do that fairly, trustees must act only in the Group’s best interests. This policy explains how we identify, record and manage conflicts of interest in line with the Scout Association’s Policy, Organisation and Rules (POR) and Charity Commission guidance.

​A conflict of interest arises when a trustee’s personal interests, loyalties or relationships could influence their decisions. A conflict may be:

• Financial – for example, a trustee or their family stands to gain from a contract, payment or purchase.

• Loyalty based – for example, a trustee has a duty to another organisation whose interests may not align with ours.

• Personal – for example, a close relationship with someone affected by a decision.

Conflicts can be actual, potential or perceived. All must be treated seriously.

When a conflict is declared, the Trustee Board will:

1. Record it in the Register of Interests.

2. Assess it to decide whether it is minor, manageable or serious.

3. Agree action, which may include: 

• Allowing the trustee to stay for the discussion but not vote.

• Asking the trustee to leave the room for that item.

• Transferring the decision to an unconflicted sub group.

• In rare cases, asking the trustee to step down.

The Chair is responsible for ensuring the process is followed, but every trustee shares responsibility for speaking up.

Every trustee must:

• Put the Group’s interests first.

• Declare any conflict as soon as they become aware of it.

• Record the conflict in the Register of Interests.

• Step back from discussions or decisions where they cannot act impartially.

Trustees must also follow the Scout Association’s POR rules on trustee conduct and the Charity Commission’s guidance on managing conflicts.

The Group follows POR and charity law, which prohibit trustees from receiving financial benefits unless:

• It is specifically allowed under POR,

• It is authorised by the Charity Commission, or

• It is a legitimate reimbursement of expenses.

Any proposed payment to a trustee must be declared and approved before it is made.

The Register of Interests is reviewed at least once a year and updated whenever a new conflict arises. Trustees must confirm their entries annually.

A summary of the Register will be available to members of the Group on request, in line with Charity Commission expectations for transparency.

If a trustee fails to declare a conflict, the Board will investigate. Depending on the seriousness, action may include:

• A reminder of responsibilities

• Formal censure

• Removal from the Trustee Board under POR rules

The aim is not to punish honest mistakes but to protect the integrity of the Group.

24 April 2026