1. FUNDS USAGE

 At Foxhound Welfare UK Ltd, we are committed to complete transparency in how every penny donated to our cause is used.

- Every donation goes directly to supporting the health, happiness and wellbeing of foxhounds in our care and across the UK. This includes covering veterinary treatment, high-quality

breed-appropriate food, warm bedding, secure housing, rehabilitation programmes, training, and essential transport costs for rescues and rehoming.

- No funds are used for personal expenses of our directors, trustees or volunteers. We keep administrative costs strictly below 5% of total income – these cover necessary items like insurance, website hosting and office supplies to keep our organisation running smoothly.

- Surplus funds are carried forward to support future welfare needs, or invested in long-term projects that benefit foxhounds – such as our ongoing plan to develop purpose-built kennel facilities with larger exercise areas.

- Annual reports are published on our website each year going forward, with a clear breakdown of income and expenditure.

 

2. FOXHOUND ADOPTION & FOSTERING

-We believe finding the perfect match between foxhound and home is key to a successful rehoming journey.

 Adoption Criteria

 - You must be a UK resident with a suitable home environment – foxhounds need a secure garden.

- All household members (including children and other pets) must be fully on board with welcoming a foxhound into your life.

- You’ll need to demonstrate the time, commitment and financial means to provide lifelong care for your new companion.

 

Adoption Process

1. Complete our re homing questionnaire by emailing us [email protected]

2. Our team will arrange a home visit to ensure your space is safe and suitable

3. You’ll have the chance to meet potential foxhounds and spend time getting to know them

4. An adoption fee of £350 is required – this contributes to the care costs we’ve covered while the dog was with us

5. We provide ongoing support after adoption, including advice on training, diet and any breed-specific needs

 

Fostering

- If adoption isn’t possible right now, fostering is a wonderful way to help. We provide all food, veterinary care and supplies – you just provide love, care and a temporary home for a foxhound in

need. To find out more about fostering, email us at [email protected]

 

We reserve the right to refuse an adoption if we believe it isn’t in the best interests of the dog.

 .3 VOLUNTEERING

Our volunteers are the heart of Foxhound Welfare UK Ltd – we couldn’t do what we do without you!

 Available Roles currently 

  - Transport for rescues, vet visits and rehoming

- Fundraising event organisation

- Administrative support and marketing help

 

Requirements

- All volunteers must be 18 or over (16-17 year olds welcome with a parent/guardian present)

- Roles involving direct contact with dogs require a DBS check (we arrange and cover the cost of this)

- All volunteers must commit to following our welfare standards and health & safety guidelines

 

Our Expectations

 - Treat every foxhound with kindness, patience and respect

- Adhere to all safety procedures to protect both yourself and the dogs Those who don't follow H&S will be asked to leave,

- Respect the confidentiality of donor, adopter and volunteer information

- Sign our volunteer code of conduct before starting

  To apply to volunteer, please email us [email protected]

  4 ANIMAL WELFARE & CARE

The welfare of every foxhound in our care is our absolute priority.

We pride ourselves on understanding the breed nature that would be different to other breeds of dogs,  

- We operate fully in line with the Animal Welfare Act 2006 and follow best practice guidelines set by the Association of Dogs and Cats Homes (ADCH).

- Every foxhound we take in receives a full veterinary health check within 48 hours of arrival, including vaccinations, parasite treatment and microchipping.

- We provide a balanced diet tailored to each dog’s age and health needs, plus daily exercise and socialisation to ensure physical and mental wellbeing.

- Intake procedures include assessing each foxhound’s behaviour and history, with quarantine in place where needed to protect the health of all our dogs.

- We work closely with other rescue organisations, hunts and owners to rescue foxhounds from neglect, abandonment or situations where they can no longer be cared for.

 If you know of a foxhound in need of help, please contact us immediately at [email protected]

 5. DATA PROTECTION

  We take the protection of your personal information seriously and comply fully with GDPR and the Data Protection Act 2018.

  - We collect only the information we need – for example, donor details to issue receipts, adopter information to ensure suitable homes, and volunteer details to manage roles and safety

checks.

- Your data is stored securely on password-protected systems or in locked premises, and will never be shared with third parties without your explicit consent.

- You have the right to access, correct or request deletion of any personal information we hold about you at any time.

- You can opt out of marketing communications (including our newsletter and fundraising updates) at any point by emailing [email protected] or using the unsubscribe link in any message you receive from us.

 

6. COMPLAINTS HANDLING

We welcome feedback – positive or negative – as it helps us improve our services to foxhounds and our supporters.

- If you have a complaint about any aspect of our work, you can submit to [email protected]

- We will acknowledge your complaint within 5 working days and conduct a full, fair investigation.

- A final response will be provided within 20 working days of receiving your complaint.

- If you are not satisfied with our response, you can escalate the matter to the relevant regulatory body – for example, the Charity Commission if we are registered, or seek advice from Citizens Advice.

 Last updated:  feb 26

 

DONATION Policy

 

Foxhound Welfare UK Ltd

 

1. PURPOSE

 

This protocol outlines procedures for accepting, processing, and monitoring donations to ensure compliance with anti-money laundering (AML) regulations, counter-terrorist financing requirements, and to maintain transparency in the use of funds for foxhound welfare activities. It is designed to demonstrate robust governance for the purposes of opening a dedicated company bank account.

 

2. DEFINITIONS

 

- Personal Donation: A contribution from an individual (not acting in a business capacity).

- Corporate Donation: A contribution from a registered company, charity, trust, or other organizational entity.

- Enhanced Scrutiny: Additional checks and documentation required for donations meeting specified thresholds or risk criteria.

 

3. DONATION THRESHOLDS & SCRUTINY TRIGGERS

 

- Personal Donations:

- Standard Processing: Contributions of £5,000 or less will be processed following basic verification procedures (see Section 4).

- Enhanced Scrutiny Required: Any single personal donation over £5,000, or cumulative personal donations from the same individual exceeding £10,000 within a 12-month period, will trigger enhanced checks.

- Frequency Check: More than 3 one-off personal donations from the same individual within a 3-month period (regardless of amount) will also require scrutiny to assess the source and purpose of funds.

- Corporate Donations:

- Standard Processing: Contributions of £10,000 or less will be processed following basic verification procedures (see Section 4).

- Enhanced Scrutiny Required: Any single corporate donation over £10,000, or cumulative corporate donations from the same entity exceeding 25,000 within a 12-month period, will trigger enhanced checks.

- Frequency Check: More than 2 one-off corporate donations from the same entity within a 6-month period (regardless of amount) will require additional scrutiny.

 

4. STANDARD VERIFICATION PROCEDURES

 

For all donations within threshold limits:

 

1. Obtain donor details (full name/registered company name, contact information, and address).

2. Record the purpose of the donation as stated by the donor (must align with foxhound welfare objectives).

3. Issue a written acknowledgment/receipt including donation amount, date, and how funds will be used.

4. Maintain a central register of all donations, including donor details, amounts, dates, and purpose.

 

5. ENHANCED SCRUTINY PROCEDURES

 

For donations triggering scrutiny:

 

1. Request additional documentation to verify the source of funds:

- Personal Donors: Evidence of income (e.g., payslip, tax return summary) or proof of savings/inheritance (where applicable).

- Corporate Donors: Registered company details (from Companies House), copy of latest accounts, and a letter confirming the donation is from legitimate business funds and aligns with their corporate objectives.

2. Conduct a risk assessment to confirm no links to money laundering, terrorist financing, or other illegal activities (using publicly available information and relevant watchlists where appropriate).

3. Obtain written approval from at least two directors of Foxhound Welfare UK Ltd before accepting the donation.

4. Document all checks, findings, and approval decisions in the donation register.

 

6. FREQUENCY MONITORING

 

- The designated finance officer will review the donation register monthly to identify repeated or unusual donation patterns.

- Any patterns deemed high-risk will be escalated to the board of directors for review and potential reporting to relevant authorities if required by law.

 

7. RECORD KEEPING

 

- All donation records, including verification documents and scrutiny findings, will be retained for a minimum of 5 years in line with AML regulations.

- Records will be stored securely (digitally or in locked premises) and only accessible to authorized personnel.

 

8. COMPLIANCE & REPORTING

 

- Foxhound Welfare UK Ltd will ensure all procedures comply with the Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017.

- Any suspicions of money laundering or terrorist financing will be reported promptly to the National Crime Agency via the appropriate channels.

- The protocol will be reviewed annually and updated to reflect changes in legislation or operational needs.

 

 

 

APPROVED BY: Board of Directors, Foxhound Welfare UK Ltd

DATE OF APPROVAL: [Insert Date]

NEXT REVIEW DATE: [Insert Date]