Conflict of Interest Policy

The Viviscent Wellness Foundation (“VWF”) is committed to maintaining the highest standards of integrity, transparency, and ethical conduct. This Conflict of Interest Policy ensures that organizational decisions are made in the best interest of VWF and free from improper influence or personal gain.

1. Purpose

This Policy is designed to:

• Identify potential conflicts of interest
• Ensure timely disclosure of conflicts
• Establish procedures for managing and resolving conflicts
• Protect the integrity and reputation of VWF

2. Scope

This Policy applies to all board members, officers, employees, volunteers, contractors, and partners who participate in decision‑making or represent VWF in any capacity.

3. Definition of a Conflict of Interest

A conflict of interest occurs when an individual’s personal, financial, or professional interests could compromise—or appear to compromise—their ability to act in the best interest of VWF.

Examples include:

• Financial interests in vendors, contractors, or partners
• Personal relationships influencing organizational decisions
• Outside employment or consulting that conflicts with VWF duties
• Receiving gifts, favors, or benefits from entities doing business with VWF
• Using VWF resources for personal gain

4. Disclosure Requirements

Individuals must disclose any actual, potential, or perceived conflicts of interest as soon as they arise. Disclosures must be submitted to:

• A supervisor or department head
• The Executive Director
• The Board of Directors (for executive or board‑level conflicts)

Annual conflict‑of‑interest disclosure forms may be required for board members and key personnel.

5. Management of Conflicts

Once disclosed, conflicts will be reviewed and managed through appropriate actions, which may include:

• Recusal from discussions or decision‑making
• Reassignment of responsibilities
• Termination of conflicting relationships
• Documented board review and approval

6. Prohibited Conduct

Individuals may not:

• Use their position for personal or financial gain
• Participate in decisions where they have a conflict
• Accept gifts or benefits that could influence their judgment
• Divert organizational opportunities for personal benefit

7. Documentation and Recordkeeping

All disclosures, decisions, and actions related to conflicts of interest must be documented and retained in accordance with VWF’s recordkeeping policies.

8. Violations of This Policy

Failure to disclose or appropriately manage conflicts of interest may result in disciplinary action, removal from positions of responsibility, or termination of employment or partnership.

9. Policy Review

This Policy will be reviewed periodically and updated as necessary to reflect legal requirements and organizational best practices.

Contact Us

For questions regarding this Conflict of Interest Policy, please contact:

Email: compliance@viviscentwellnessfoundation.org
Phone: 205‑460‑5305