Psyvo Policy

Whistleblower Policy

I. Purpose

This Whistleblower Policy establishes a procedure for employees, volunteers, and other stakeholders to report concerns about suspected wrongful conduct within Psyvo Inc. without fear of retaliation. It is intended to encourage the reporting of good faith concerns and to ensure that such reports are taken seriously and investigated appropriately.

This policy applies to any concerns regarding:

  • Financial impropriety, including fraud, embezzlement, or misuse of funds.
  • Unethical conduct, including conflicts of interest, discrimination, or harassment.
  • Illegal activities, including violations of federal, state, or local laws and regulations.
  • Reporting Channels: Concerns should be reported to the Executive Director or, if the concern involves the Executive Director, to the Board Chair/ the Board Vice President. Reports may be made in writing or verbally.
  • Confidentiality: All reports will be treated confidentially to the extent possible, consistent with the need to conduct a thorough investigation.
  • Good Faith Reporting: This policy protects individuals who make reports in good faith, with a reasonable belief that the information is true.
  • Psyvo Inc. strictly prohibits any form of retaliation against individuals who report concerns under this policy.
  • Any employee or volunteer who engages in retaliatory conduct will be subject to disciplinary action, up to and including termination.
  • Upon receiving a report, Psyvo Inc. will promptly investigate the matter.
  • The investigation will be conducted in an objective and impartial manner.
  • The results of the investigation will be communicated to the reporting individual, if appropriate and to the extent permitted by law.

Document Destruction and Retention Policy

I. Purpose

This Document Destruction and Retention Policy establishes guidelines for the retention and destruction of Psyvo Inc.’s records to ensure compliance with legal and regulatory requirements and to support efficient operations.

This policy applies to all records created, received, or maintained by Psyvo Inc., regardless of format (e.g., paper, electronic).

Psyvo Inc. will retain records according to the following schedule:

  • Financial Records: 7 years
  • Board Minutes: Permanently
  • Scholarship Applications: 3 years
  • Personnel Records: 7 years after termination of employment
  • Records that have met their retention period will be destroyed in a secure manner.
  • Paper documents will be shredded or otherwise destroyed to ensure confidentiality.
  • Electronic records will be securely deleted and overwritten.
  • The Executive Director is responsible for overseeing the implementation and enforcement of this policy.

Donor Privacy Policy

I. Purpose

Psyvo Inc. is committed to protecting the privacy of its donors. This policy outlines how we collect, use, and safeguard donor information.

  • Psyvo Inc. collects information necessary to process donations, provide acknowledgments, and communicate about our activities.
  • This information may include:
  • Contact information (name, address, email, phone number)
  • Donation history
  • Payment information
  • Donor information is used to:
  • Process donations and provide receipts
  • Send acknowledgments and thank-you letters
  • Communicate about Psyvo Inc.’s programs and fundraising efforts
  • Comply with legal and regulatory requirements
  • Psyvo Inc. does not sell, trade, or share donor information with third parties, except as required by law.
  • We may share information with service providers who assist us with donation processing and communications, but these providers are bound to maintain the confidentiality of donor information.
  • Psyvo Inc. takes precautions to protect donor information from unauthorized access, use, or disclosure.
  • Donors have the right to opt out of receiving communications from Psyvo Inc.
  • Requests to opt out can be made by contacting hello@psyvo.com.
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Employee Compensation Policy

Purpose

This policy establishes the guidelines for employee compensation at Psyvo Inc. to ensure fair and equitable pay practices.

  • Psyvo Inc. is committed to attracting and retaining qualified employees by offering competitive compensation.
  • Compensation will be based on factors such as job responsibilities, experience, qualifications, and market rates.
  • Psyvo Inc. will maintain a salary structure with defined pay ranges for each position.
  • The salary structure will be reviewed and updated periodically to reflect market conditions.
  • Initial salary offers will be determined based on the candidate’s qualifications and experience and in relation to the established salary structure.
  • Compensation decisions will be made without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, or veteran status.
  • Employees may be eligible for salary increases based on their performance and contributions to Psyvo Inc.
  • Performance evaluations will be conducted annually to assess employee performance.
  • This policy will be reviewed periodically to ensure its effectiveness and compliance with applicable laws and regulations.

Fiscal Management Policy

I. Purpose

This Fiscal Management Policy establishes the principles and procedures for managing Psyvo Inc.’s finances to ensure accountability, transparency, and sound financial practices.

  • Psyvo Inc. will develop an annual budget that aligns with its strategic goals and objectives.
  • The budget will be approved by the Board of Directors and the Founding Members.
  • Psyvo Inc. will maintain appropriate internal controls to safeguard assets and prevent fraud.
  • These controls will include:
  • Separation of duties
  • Authorization and approval procedures
  • Regular reconciliations
  • Accurate and timely financial reports will be prepared and presented to the Board of Directors, Founding Members, the United States Treasury, and other stakeholders.
  • An annual audit will be conducted by an independent accounting firm.
  • Employees and volunteers will be reimbursed for reasonable and necessary expenses incurred on behalf of Psyvo Inc., in accordance with established procedures.
  • Any investments will be managed prudently and in accordance with an investment policy approved by the Board of Directors and the Founding Members.

Gift Acceptance Policy

I. Purpose

This Gift Acceptance Policy outlines the guidelines for accepting donations to Psyvo Inc. to ensure that gifts are consistent with our mission and that they comply with legal and ethical standards.

  • Psyvo Inc. accepts various types of gifts, including:
  • Cash
  • Securities
  • In-kind gifts (goods or services)
  • Psyvo Inc. reserves the right to accept or decline any gift.
  • Gifts will be evaluated based on factors such as:
  • Alignment with Psyvo Inc.’s mission
  • Potential restrictions or conditions
  • Administrative costs associated with the gift
  • All donors will receive a written acknowledgment of their gift for tax purposes.
  • The valuation of in-kind gifts will be determined in accordance with IRS regulations.

Endowment Fund Policy

I. Purpose

This Endowment Fund Policy establishes guidelines for the management and use of Psyvo Inc.’s endowment fund to ensure its long-term growth and support for the organization’s mission.

  • The endowment fund is intended to provide a permanent source of income to support Psyvo Inc.’s programs and operations.
  • The endowment fund will be managed in accordance with an investment policy approved by the Board of Directors.
  • The investment policy will focus on long-term growth and preservation of capital.
  • A spending policy will determine the amount of endowment income that can be used each year.
  • The spending policy will balance the need for current income with the goal of preserving the endowment’s purchasing power.
  • The Board of Directors and Founding Members will oversee the management and performance of the endowment fund.
  • Regular reports on the fund’s status will be provided to the Board and the Founding Members.

Scholarship Fund Policy

I. Purpose

This Scholarship Fund Policy outlines the guidelines for the management and administration of Psyvo Inc.’s scholarship fund, ensuring that scholarships are awarded in a fair, transparent, and effective manner.

  • Scholarship eligibility criteria are defined in the Scholarship Administration Policy.
  • Funds for the scholarship program will be raised through various fundraising activities.
  • Scholarship funds will be managed responsibly and in accordance with Psyvo Inc.’s financial policies.
  • Scholarships will be awarded according to the procedures outlined in the Scholarship Administration Policy.
  • The effectiveness of the scholarship program will be evaluated regularly to ensure that it is achieving its goals.

Privacy Policy

I. Purpose

Psyvo Inc. is committed to protecting the privacy of its website users. This policy outlines how we collect, use, and safeguard information gathered through our website.

  • Psyvo Inc. may collect information from website users in order to process donations, provide acknowledgments, and communicate about our activities. This information may include contact information (name, address, email, phone number), donation history, and payment information.

  • Information collected from website users is used to process donations and provide receipts, send acknowledgments and thank-you letters, communicate about Psyvo Inc.’s programs and fundraising efforts, and comply with legal and regulatory requirements.

  • Psyvo Inc. does not sell, trade, or share website user information with third parties, except as required by law. We may share information with service providers who assist us with donation processing and communications, but these providers are bound to maintain the confidentiality of user information.

  • Psyvo Inc. takes precautions to protect user information from unauthorized access, use, or disclosure.

  • Website users have the right to opt out of receiving communications from Psyvo Inc. Requests to opt out can be made by contacting hello@psyvo.com.