Policies and Procedures

Unified definitions

• The Team: the Life Pulse Volunteer Team in the Kingdom of Bahrain (referred to by this name alone in all policies).
• Volunteer or Member: anyone who has completed registration and accepted the Bylaws; the two terms mean the same thing.
• The App: the Nabd Al-Tatawu app, the Team's volunteer app at app.lifepulse.bh.
• The Board (Team Management): the Team's Board of Directors or whoever it delegates, chaired by the Team President.
• Committees: nine committees: First Aid, Medical, Crowd and Disaster Medicine, Mental Health, Media (Media Centre), Social Service, Logistics, Techno, and Member Affairs.
• Committee Coordinator: the person in charge of a committee (a committee may have more than one coordinator), the direct supervisor of its members, who reviews applications to the committee, conducts interviews and decides on acceptance.
• Member Affairs: the committee that manages membership records and documents acceptance decisions, warnings and terminations.
• Operations (Command Centre): the team that leads events in the field, appoints the leader of each event and follows up field incidents.
• Event Leader: the person responsible in the field for a specific event or coverage, appointed by the Operations team.
• Psychological Support Team: the certified psychological first aiders within the Jisr programme, under the Mental Health Committee.
• Team Advisors: consulted by decision of the Board; the rules on conduct, confidentiality and custody of equipment apply to them.
• Appeal: submitted to the Board; whoever made the decision under appeal does not take part in reviewing it.

Template of each policy

Every policy follows the same order: code and owner, purpose and scope, provisions, non-compliance, appeal, related policies.

Unified Disciplinary Path

All policies refer to this path instead of repeating it, and Policy 7 (Disciplinary Procedures) details it: verbal warning, then first written warning, then final written warning, then temporary suspension of one week to three months, then termination of membership. A serious violation is handled directly from the level matching its gravity, and the volunteer is heard before any action.

Unified Appeal

Every volunteer may appeal in writing within two weeks of being notified of any decision affecting them; the appeal goes to the Board through Member Affairs. Whoever made the decision does not take part in reviewing it, and if the decision came from the Board itself, the appeal is reviewed without those who made it. The appeal is answered within two weeks of receipt, and if upheld, the decision is reconsidered and corrective action is taken.

Review cycle

All policies are reviewed comprehensively once a year, after the end of the Team's main season so its lessons are fresh, and the new version is approved by the Team President. Any policy is updated immediately, without waiting for the annual review, when a law or official circular is issued, after a major incident, or by decision of the Board. The Health and Safety Policy is reviewed every six months. Versions are numbered by year and month (for example 2026.10), members are notified of any material change, and they re-sign the Bylaws if the change affects their obligations.

Code: NBH-P-01 · Owner: the coordinator of the chosen committee and Member Affairs · Bylaws reference: §2.1 and §2.4

Purpose and scope: to define the criteria and procedures for accepting or rejecting applications to join the Team, ensuring the selection of volunteers who combine competence and commitment. Applies to all applicants, new or returning.

Principles: published and uniform criteria, objective assessment without discrimination on the basis of race, gender, religion or any other factor, and full confidentiality of applicants' data.

Application requirements:

1. Minimum age 15. For applicants under 18, the guardian's electronic consent is required (a link via the Team's official WhatsApp, a photo of the guardian's ID, and the guardian's signature) before any document about the applicant is uploaded.
2. Completing the application form in the app, with identity verification by a photo of the smart ID card (both sides).
3. Choosing one committee or two at most, and accepting the Team Bylaws.

Acceptance criteria: commitment to the required time and effort, basic first aid skills (training is provided when needed), good reputation and appropriate conduct, and communication and teamwork skills. Previous experience in volunteering, health, emergencies or event management, and health qualifications or accredited certificates, are preferred.

Procedures:

1. Initial review by the coordinator of the chosen committee (when two committees are chosen, the coordinator of the first in coordination with the second); applicants who do not meet the basic requirements are informed.
2. A personal interview (in person or by video call) conducted by the committee coordinator or their delegate to assess skills and fit with the Team's goals.
3. A simple competency test when applying for a specific specialty.
4. For applicants under 18: a phone call to the guardian to confirm consent before final acceptance.
5. The acceptance or rejection decision is made by the committee coordinator, documented by Member Affairs, which activates the membership in the app.
6. The result is communicated by email or the app within two weeks of the interview.
7. The accepted applicant attends the induction programme and is classified at Level One (Policy 2).

Grounds for rejection: not meeting the basic requirements, a record of unprofessional conduct or legal violations, a clear conflict with the Team's principles, or inability to commit to the time requirements.

Rights of rejected applicants: formal notification of the reason, a written explanation from the committee coordinator through Member Affairs on request, appeal under the Unified Appeal, and reapplication six months after the date of rejection.

Responsibilities of the committee coordinator and Member Affairs: applying the criteria without favouritism, not using applicants' data outside the acceptance process, and deleting rejected applicants' documents in line with Policy 22.

Related policies: Levels (2), Privacy (21), Data Retention (22).

Code: NBH-P-02 · Owner: the Medical Committee with the First Aid Committee · Bylaws reference: §4.7 and §5

Purpose and scope: to classify Team members according to their training and experience, and to assign tasks and authorities by level, ensuring a safe service and guiding volunteers to progress. Applies to all members.

Principles: no volunteer exceeds the scope of practice of their level, tasks are assigned by level, and progression is open to everyone through training and practice.

Levels:

Promotion:

1. Periodic performance evaluation by the competent committee.
2. A promotion request from the volunteer after meeting the training and practical experience requirements of the higher level.
3. The committee's decision based on performance, commitment and competence; additional training may be required before promotion.

Non-compliance: shortcomings in the tasks of a level are handled by a verbal warning, then a written warning with temporary suspension of the level, then demotion if the inability persists. Exceeding the scope of practice is a violation handled under the Unified Disciplinary Path.

Appeal: under the Unified Appeal.

Related policies: Continuous Development (5), First Aid Protocol (14), Emergency Response (15).

Code: NBH-P-03 · Owner: Member Affairs and event leaders · Bylaws reference: §4.5

Purpose and scope: to organise volunteers' attendance at scheduled events and activities, and to ensure it is documented. Applies to all volunteers at all levels.

Principles: punctuality is a personal responsibility, any circumstance preventing attendance is reported in advance, and check-in and check-out are documented electronically.

Attendance obligations:

1. Registration in the app is a condition for taking part in activities.
2. Check-in and check-out through the app (by scanning the event code) or by signing the manual attendance sheet when that is not possible. Registration does not require location tracking.
3. Following the event leader's instructions through the app throughout the event.
4. Arriving on time, and not leaving the site before completing the assigned tasks or without the event leader's permission.
5. Wearing the Team's official uniform.

Absence and lateness:

1. Informing the committee coordinator or Member Affairs at least 24 hours in advance when attendance is not possible.
2. Emergency health excuses, urgent personal situations and documented academic or professional commitments are accepted.
3. Supporting documents (such as medical reports) are requested when needed.

Non-compliance: a verbal warning for unjustified absence, then a written warning on repetition, then freezing or terminating the membership by decision of Member Affairs if the violation continues or seriously harms the work, under the Unified Disciplinary Path.

Appeal: under the Unified Appeal.

Related policies: Minimum Participation (4), Disciplinary Procedures (7).

Code: NBH-P-04 · Owner: Member Affairs and committee coordinators · Bylaws reference: §2.2 and §4.5

Purpose and scope: to maintain a steady level of activity for every member and to encourage contribution to developing events. Applies to all members at all levels.

Principles: participation is a core responsibility of membership, new ideas are welcome from everyone, and responsibility for the Team's activity is shared.

Minimum by level:

Submitting proposals:

1. Through an electronic form in the app or on the website, including the idea, objectives, target audience, resources, timeline and how success will be measured.
2. Review by the Operations team together with Level Four members, based on fit with the Team's goals, feasibility and creativity.
3. After approval, the proposer leads the implementation with other members, and the review committee follows up adherence to the plan.

Follow-up: participation is recorded in the volunteer management system, each member's level of participation is assessed every three months by their committee coordinator, and anyone below the minimum is counselled before any action.

Non-compliance: a verbal warning, then a written warning, then a three-month freeze of membership, then termination if the violation continues after the freeze.

Appeal: under the Unified Appeal.

Related policies: Attendance and Commitment (3), Volunteer Recognition (6), Termination (8).

Code: NBH-P-05 · Owner: the Medical Committee with the First Aid Committee · Bylaws reference: §5

Purpose and scope: to ensure volunteers keep improving their skills and knowledge, raising the efficiency and professionalism of the volunteer service. Applies to all volunteers at all levels and covers training, education and skills development.

Principles: continuous learning is a duty of every volunteer, development activities serve the Team's goals, and training needs are assessed periodically.

Development areas:

1. Technical: courses and workshops in first aid, emergency management and public safety, with access to accredited certificates.
2. Leadership: leadership and management programmes for those taking on supervisory roles.
3. Communication: workshops on effective communication and dealing with the public and the community.
4. Personal: time and stress management, prioritisation, and setting personal and professional goals.
5. Digital: the Team's digital tools and platforms, and responsible use of social media.

Procedures:

1. Assessing training needs through periodic surveys and performance evaluations.
2. An annual training plan listing the programmes and courses to be delivered.
3. Enrolment in programmes, with partial financial support when needed and as resources allow.
4. Evaluating each programme after delivery through participants' feedback and measured improvement.
5. Knowledge-sharing sessions to exchange experiences and lessons learned.

Volunteer responsibilities: attending the courses and workshops required for their level, participating actively, giving constructive feedback, and setting personal development goals.

Non-compliance: missing the mandatory training for a level affects promotion and assigned tasks under Policy 2.

Related policies: Levels (2), Volunteer Recognition (6), First Aid Protocol (14).

Code: NBH-P-06 · Owner: Member Affairs and Team Management · Bylaws reference: §9

Purpose and scope: to strengthen initiative and continuity by recognising volunteers' contributions and encouraging outstanding performance. Applies to all volunteers at all levels.

Principles: every positive contribution deserves recognition whatever its size, the criteria are applied fairly and transparently to everyone, and recognition is regular, not seasonal.

Forms of recognition:

1. Certificates of appreciation and formal thank-you letters for active and outstanding members in events or annual programmes.
2. Symbolic awards (shields or gifts) for exceptional performance or leadership initiative.
3. Nominating outstanding members for advanced workshops and training programmes sponsored by the Team.
4. Highlighting success stories on the Team's official platforms, with the consent of the volunteer concerned.
5. Offering supervisory or leadership roles to outstanding members.

Selection criteria: commitment to attendance and participation, initiative and cooperation, adherence to the Team's values, achieving positive results or innovative solutions, and contributing to the Team's reputation.

Procedures:

1. Nomination by event leaders or committee coordinators based on documented performance.
2. Review of nominations by a dedicated committee against the criteria.
3. Approval of the names by Team Management.
4. Announcement and recognition at special events or through official channels.

Management commitment: applying the policy regularly and fairly, and documenting recognitions in the member's file.

Related policies: Minimum Participation (4), Continuous Development (5), Media and Statements (13).

Code: NBH-P-07 · Owner: Member Affairs with the coordinator of the committee concerned · Bylaws reference: §2.3

Purpose and scope: a fair and graduated framework for handling volunteers' violations, aimed at correcting behaviour rather than punishing. Applies to all volunteers and is the reference the other policies point to as the "Unified Disciplinary Path".

Principles: clear and fair procedures, graduation according to the gravity and repetition of the violation, hearing the volunteer before any decision, and full confidentiality for all parties.

Types of violations: breaching the Team's ethical or professional values, violating any official policy, aggression or discrimination, not following instructions during activities, damaging or misusing the Team's property, and harming the Team's reputation.

Disciplinary levels:

A serious violation (such as harassment, disclosing beneficiaries' data, or endangering someone's life) is handled directly from level four or five.

Investigation:

1. An internal investigation is opened as soon as any violation is reported.
2. The volunteer is called to give their account before any action.
3. Findings and recommendations are documented formally, and the decision is issued after review by the coordinator of the committee concerned and Member Affairs.

Appeal: under the Unified Appeal: in writing within two weeks of being notified of the action, to the Board, which issues its final decision within two weeks without the participation of whoever took the action. On termination of membership, the volunteer also has the right to reply within one week under Policy 8.

Related policies: Code of Ethics (9), Anti-Harassment (10), Termination (8).

Code: NBH-P-08 · Owner: Member Affairs · Bylaws reference: §2.3

Purpose and scope: a clear framework for ending the volunteer relationship, whether at the volunteer's wish or by the Team's decision, preserving the rights of both parties. Applies to all volunteers.

Principles: mutual respect that preserves the dignity of both parties, clarity of reasons, and formal documentation of every case.

Types of termination: voluntary resignation, termination by management for organisational or disciplinary reasons, or termination due to force majeure (health incapacity or urgent personal commitments).

Resignation procedures:

1. Written notice (electronic or on paper) to Member Affairs at least two weeks before the proposed date.
2. A short interview when needed to learn the reasons and collect feedback.
3. Returning everything in the volunteer's custody: tools, cards or property.
4. Documenting the resignation and its reasons in the Team's records.

Procedures for termination by the Team:

1. Written notice of the reasons for termination and its effective date.
2. The right to reply in writing within one week of receiving the notice.
3. Review of the reply by Member Affairs and the coordinator of the committee concerned before the final decision.
4. The right to appeal to the Board within two weeks under the Unified Appeal.
5. Return of property and documentation as in resignation.

Experience certificate: anyone who resigned or whose service ended may request a certificate of their period of service and its areas, except in cases of serious violations.

After termination: the confidentiality of everything the volunteer had access to continues, and the Team's name or logo may not be used nor affiliation with it claimed. Their data is handled under Policy 22 (the ID image is deleted immediately, and administrative records are kept for two years).

Related policies: Disciplinary Procedures (7), Intellectual Property (12), Data Retention (22).

Code: NBH-P-09 · Owner: Team Management and Member Affairs · Bylaws reference: §4

Purpose and scope: to define the values and principles every member upholds during volunteer activities and when representing the Team in any setting. Applies to all members at all levels.

Core values:

1. Integrity: honesty and truthfulness in all dealings.
2. Respect: treating beneficiaries, colleagues and partners with respect and without discrimination.
3. Confidentiality: protecting information about the Team, beneficiaries and volunteers, and not disclosing it without official approval.
4. Responsibility: every member owns the consequences of their actions and decisions, and complies with the law and the Team's policies.
5. Fairness and equality: treating everyone fairly regardless of race, religion, gender, social background or any other difference.
6. Team spirit: supporting teamwork and cooperation.
7. Professionalism: professional conduct at all times.

Expected behaviours: attendance and active participation, kindness and respect towards everyone, taking care of the Team's property, presenting an honourable image of the Team, immediately reporting any violation observed, continuous learning, and avoiding anything that harms the Team's reputation.

Prohibited behaviours: exploiting membership for personal gain, aggression, discrimination or harassment, publishing confidential or misleading information about the Team without permission, and any unethical conduct or breach of integrity.

Internal communication etiquette:

1. An objection to a decision or idea is raised with the committee coordinator or the competent body, not in public groups. Official communication groups are for coordination and announcements.
2. No discouraging of initiatives and no belittling of colleagues' efforts in front of others. Criticism is directed at the idea, not the person, and is offered with an alternative suggestion whenever possible.
3. Repeating this behaviour after being cautioned is handled under the Unified Disciplinary Path.

Non-compliance: under the Unified Disciplinary Path, which may include demotion.

Appeal: under the Unified Appeal.

Commitment: every member acknowledges this code by signing the Team Bylaws on joining and at every renewal.

Related policies: Anti-Harassment (10), Conflict of Interest (11), Disciplinary Procedures (7).

Code: NBH-P-10 · Owner: Member Affairs and committee coordinators · Bylaws reference: §4.2

Purpose and scope: to protect every volunteer from any form of harassment during events, activities and communication between members, in person or online. Applies to volunteers, administrators and everyone who deals with the Team, and complements the Code of Ethics without replacing it.

Principles:

1. Zero tolerance for any harassment; it is an affront to human dignity.
2. Prevention first: detecting cases early and stopping them immediately.
3. Every volunteer is responsible for their conduct and for contributing to an environment of trust and respect.
4. Committee coordinators and Board members must act immediately on any report, and whoever ignores one is held accountable.
5. Retaliation against a reporter is prohibited, and whoever deliberately makes a false accusation is held accountable.

Definition: any unwelcome behaviour that humiliates, demeans or intimidates a person, or creates a hostile or offensive environment for them. What matters is the perception of the person affected and the effect of the behaviour on them, not the intent of the person behind it, provided the behaviour can reasonably be understood as offensive in all the circumstances. Harassment is usually repeated, but one serious incident is enough. It can come from anyone, whatever their position.

Types: abuse of authority (using one's position to threaten or demand inappropriate behaviour), sexual harassment (any unwanted advance, request, comment or gesture of a sexual nature), and psychological harassment (bullying, constant criticism, isolation, spreading rumours, and undermining confidence or reputation).

Examples: unwanted physical contact or closeness, repeated comments on appearance, inappropriate messages or online interactions, unwanted jokes or flirting, repeated invitations despite refusal, offensive or threatening language or gestures, and displaying offensive or explicit material.

Reporting and investigation:

1. A report is made to the committee coordinator, Member Affairs or any Board member, verbally or in writing, and the volunteer may seek advice before reporting.
2. The report is investigated in full confidentiality and both sides are heard.
3. Substantiated cases are handled under the Unified Disciplinary Path, taking gravity and prior incidents into account, and may be handled directly by suspension or termination.

Appeal: under the Unified Appeal.

Related policies: Code of Ethics (9), Disciplinary Procedures (7).

Code: NBH-P-11 · Owner: Team Management · Bylaws reference: §4.9

Purpose and scope: to ensure every member puts the Team's interest first, and that personal or outside interests do not influence their decisions. Applies to all members and volunteers whatever their roles.

Principles: disclosing any interest that may affect impartiality, not using one's position for personal gain or for outside parties, and accountability for any undisclosed conflict.

What counts as a conflict of interest:

1. Personal financial dealings with beneficiaries or partner organisations.
2. Using the Team's resources (information, tools, relationships) for personal gain.
3. Recommending products or services linked to a financial or personal interest of the member.
4. An outside activity or job that harms the member's commitment or conflicts with the Team's goals.
5. Exploiting one's position for benefits to the member, their family or friends.

Disclosure: in writing to Team Management as soon as an actual or potential conflict arises, and on any change of circumstances (a new job, a business project, a partnership related to the Team's activities).

Procedures:

1. Team Management reviews the disclosure and assesses its impact.
2. The member may be asked to abstain from certain decisions or activities, or their tasks may be adjusted to ensure impartiality.
3. If the conflict cannot reasonably be managed, termination of membership may be requested.
4. All disclosures and actions are documented in a dedicated register.

Non-compliance: failing to disclose, or acting contrary to the policy, is handled under the Unified Disciplinary Path and may lead to termination of membership.

Appeal: under the Unified Appeal.

Commitment: every member acknowledges this policy by signing the Team Bylaws, and is reminded periodically to update their disclosures.

Related policies: Code of Ethics (9), Intellectual Property (12).

Code: NBH-P-12 · Owner: Team Management · Bylaws reference: §4.9

Purpose and scope: to protect the creative and intellectual works developed within the Team's activities. Applies to members, volunteers and collaborators in all projects and events.

Principles: what is developed during a member's association with the Team belongs to the Team unless agreed otherwise in writing, the Team retains its full legal rights, and the attribution of contributions in joint works is clarified from the outset.

Protected works (including but not limited to): programmes and initiatives, designs, logos and trademarks, photos, videos and digital content, training materials and presentations, awareness campaigns, and databases and technical materials.

Members' obligations:

1. Not publishing any work produced by the Team, or using it for personal or commercial purposes, without prior written approval from Team Management.
2. Not transferring the Team's ideas or materials to any other party.
3. Keeping projects and intellectual materials confidential during and after service.
4. Documenting in writing, before starting, any agreement that excludes a specific work from collective ownership.

Non-compliance: an internal investigation when a breach is suspected, then action under the Unified Disciplinary Path up to termination of membership, with the Team retaining its right to legal action and compensation.

Appeal: under the Unified Appeal.

Commitment: every member acknowledges this policy by signing the Team Bylaws; it is a condition of joining and continuing.

Related policies: Conflict of Interest (11), Media and Statements (13), Termination (8).

Code: NBH-P-13 · Owner: the Media Committee (Media Centre) · Bylaws reference: §4.6

Purpose and scope: to unify the messages and statements issued by the Team, protect its image and credibility, and regulate photography and publishing. Applies to all members when dealing with the media or the public or speaking on behalf of the Team.

Principles: accurate and consistent information, transparency and honesty in every statement, and consistency with the Team's values.

Provisions:

1. Official spokesperson: only the Team President, the Media Committee coordinator, or whoever they delegate speaks to the media. Any member approached by the media refers them to those two immediately.
2. Requesting a statement: a written request to the Media Committee coordinator with the topic and proposed content, a reply of approval or refusal within three working days, then preparing the statement with the coordinator, and issuing it only through the authorised person.
3. Social media: the Team's accounts are run by a dedicated team. No content about the Team's activities is published from personal accounts without prior approval, and it must respect the Team's values.
4. Sensitive information: no personal information about beneficiaries, partners or members is published without their written consent.
5. Emergencies: statements during crises come only from the official spokesperson, in coordination with Operations.
6. Photography and publishing: no photos or videos of activities are taken or published without the approval of Team Management and the consent of those appearing in them. For members under 18, the guardian's consent to photography and publishing is required; it is an optional item in the guardian's consent, and whoever declines it does not appear in any published material.

Members' responsibilities: not issuing public statements in the Team's name without permission, informing management immediately of any media request, and acting professionally with the media and the public.

Non-compliance: a verbal warning, then a written warning, which may include suspension from media activities or termination of membership in case of serious harm to the Team's reputation, under the Unified Disciplinary Path.

Appeal: under the Unified Appeal.

Related policies: Intellectual Property (12), Privacy (21), Emergency Response (15).

Code: NBH-P-14 · Owner: the Medical Committee and the First Aid Committee · Bylaws reference: §4.7

Purpose and scope: a unified practical framework for providing first aid and emergency support within the Team's activities, defining volunteers' roles and the limits of their practice according to their level of training. Applies to everyone who provides direct first aid in the Team's programmes, events and initiatives.

Objectives:

1. The safety of beneficiaries and volunteers, and reducing risks while providing the service.
2. A clear reference for every volunteer's role and scope of practice.
3. Supporting field decisions within the permitted limits.
4. Standardising first aid procedures for all levels and updating them in line with the latest international standards.

Principles:

1. Mandatory compliance: no volunteer goes beyond the approved protocol or the scope of their level without official authorisation.
2. Continuous updating: the protocol is reviewed at least annually, and whenever new international recommendations are issued.
3. Field suitability: the protocol is designed for the volunteer work environment and field conditions while staying consistent with global best practice.

What the protocol covers (including but not limited to): Basic Life Support (BLS), basic first aid with cardiopulmonary resuscitation and the automated external defibrillator (CPR/AED), oxygen emergencies, advanced first aid, managing bleeding and external injuries, responding to loss of consciousness, assessing vital signs in emergencies, psychological first aid when needed, and referral and escalation procedures to advanced care.

Scope of practice: defined for each level (One to Four) under Policy 2, with a table attached to the protocol showing the interventions permitted at each level.

Volunteer obligations:

1. Following the protocol and staying within the scope of their level.
2. Not publishing or sharing protocol materials outside the Team's activities without permission.
3. Attending periodic training and updates to maintain readiness.
4. Documenting every first aid intervention with the approved documentation tools, while keeping the beneficiary's data confidential.
5. Reporting any incident or situation that calls for a review of the protocol.
6. Any intervention outside the protocol or the scope of the level, or any breach of instructions, is the volunteer's personal responsibility (Policy 16).

Non-compliance: an internal investigation into any breach, then action under the Unified Disciplinary Path up to termination of membership, with the Team retaining its right to any legal or administrative action that protects beneficiaries and volunteers.

Appeal: under the Unified Appeal.

Commitment: every member acknowledges the protocol by signing the Team Bylaws; it is a condition of joining and continuing.

Related policies: Levels (2), Health and Safety (16), Emergency Response (15), Psychological Assessment (17).

Code: NBH-P-15 · Owner: the Crowd and Disaster Medicine Committee with Operations · Bylaws reference: §4.8

Purpose and scope: a framework that ensures the Team's readiness to deal with emergencies and crises in a way that protects volunteers and beneficiaries and limits damage. Applies to all field and digital activities and to all members.

Principles: safety first, proactive preparedness through planning and training, rapid and systematic response, clear communication channels, and evaluation after every incident.

Coordination with official authorities:

1. During emergencies the Team works under the command of the Civil Defence disaster management centre.
2. The management and operation of the Team pass to the Crowd and Disaster Medicine Committee.
3. Volunteers are deployed according to their skills and specialties, and tasks are assigned as requested by the official government authorities.
4. Individual action or personal decisions outside official instructions are strictly prohibited.

Crises covered: injuries and health incidents during events, natural disasters (heavy rain, floods, storms), security incidents (fires, explosions, threats), technical emergencies (system and database failures), and any event that threatens people's safety or disrupts operations.

Emergency plan:

1. The Operations team (Command Centre) led by an operations lead and a deputy.
2. A response plan identifying risks, evacuation procedures, assembly points and the distribution of responsibilities.
3. Periodic drills on emergency scenarios.
4. Equipping every event with first aid kits, fire fighting equipment and communication devices.
5. Immediate notification of Operations about any incident, with full documentation of the actions taken.

Members' roles during emergencies: strict compliance with the orders of the disaster management centre and the Crowd and Disaster Medicine Committee, orderly evacuation to assembly points, helping colleagues and beneficiaries while putting safety first, and reporting any additional hazards without acting individually.

After the emergency: an evaluation meeting with all parties to draw lessons, updating the plan based on the findings, and referring anyone psychologically affected for assessment under Policy 17.

Non-compliance: breaching instructions during an emergency is a serious violation handled under the Unified Disciplinary Path.

Appeal: under the Unified Appeal.

Related policies: Health and Safety (16), First Aid Protocol (14), Psychological Assessment (17), Media and Statements (13).

Code: NBH-P-16 · Owner: Operations and event leaders · Bylaws reference: §4.8

Purpose and scope: a safe and healthy environment for members and beneficiaries in all activities and events, in the field and indoors, by reducing risks and raising awareness of prevention.

Principles: safety first, awareness and prevention before an incident, and responsibility shared by everyone.

Procedures:

1. Training: a basic programme for all new members in health, safety, first aid and emergencies, and periodic advanced courses (fire fighting, psychological first aid, infection control).
2. Risk assessment: before every event, covering environmental, health and equipment-related risks, with a plan to reduce them.
3. Emergency plan: evacuation, injury protocols, communication channels with ambulance services and Civil Defence, and a designated operations lead at every event (Policy 15).
4. Equipment: first aid kits, fire extinguishers and personal protective equipment, inspected regularly, with damaged items replaced immediately.
5. Health condition: members report any health condition that may affect their safe participation, and accommodations are provided for people with special needs. This information is sensitive health data collected with separate consent, and only those who need it to ensure safety may access it (Policy 21).
6. Incidents: immediate notification of the event leader and Operations, providing first aid if safe and possible, and documenting every incident in a dedicated register and investigating it.
7. Prevention: wearing the uniform and appropriate protective equipment (reflective vests, gloves, masks), and keeping work areas clean and organised.
8. Communication: radios or phones for coordination, and providing the numbers of Operations and the event leader to all members.

Liability and insurance: the Team does not currently provide injury or liability insurance for volunteers; the volunteer is informed of this at registration and acknowledges it in the Team Bylaws. If a volunteer is injured during an event, the Team provides immediate first aid, transport when needed and an incident report (Policy 20), and helps with the subsequent procedures. For anyone who followed the first aid protocol, the scope of their level and the event leader's instructions, the Team bears its organisational responsibility for the activity and supports them with documentation and follow-up. Breaching the protocol, rules, procedures or instructions is the volunteer's personal responsibility.

Members' responsibilities: following instructions and knowing the locations of safety equipment and emergency exits, immediately reporting any hazard, fault or incident, and avoiding any behaviour that endangers themselves or others.

Non-compliance: a verbal warning with an explanation of the correct procedure, then a written warning, then freezing or exclusion from activities on repetition or in serious cases, under the Unified Disciplinary Path.

Appeal: under the Unified Appeal, including complaints that a member was exposed to risks because of mismanagement.

Review: every six months or after any major incident, with members' participation.

Related policies: Emergency Response (15), Tools and Logistics (18), Environment (19), Privacy (21).

Code: NBH-P-17 · Owner: the Mental Health Committee and the Psychological Support Team (Jisr programme) · Bylaws reference: §9

Purpose and scope: immediate and appropriate psychological support for volunteers after taking part in distressing emergencies, through a professional initial assessment that protects the volunteer's safety and stability. Applies to everyone who took part in a critical activity or coverage and was psychologically affected, directly or indirectly.

Principles: psychological safety is as much a priority as physical safety, early assessment prevents the impact from worsening, confidentiality and respect without stigma, and follow-up until readiness to return is confirmed.

Referral: after taking part in a distressing case (death, critical injury, children, disasters), when clear signs of distress appear, or at the volunteer's own request. It may come from the volunteer themselves, the event leader, a colleague who noticed a change, the Psychological Support Team, or a Board member.

Initial assessment: conducted by the certified psychological first aider within the Jisr programme, who fills in the assessment form, not the volunteer. Indicators include: excessive emotional reactions or unusual behaviour, disturbed sleep or concentration, withdrawal, crying, feelings of guilt or loss of appetite, and repeated talk of helplessness, failure or excessive fear.

Classification and action:

Documentation and follow-up: results are kept in dedicated, secure records held by the Psychological Support Team, separate from the membership file, and are not used in performance evaluation or promotion. Follow-up within 5 to 7 days. Anonymised statistical reports are submitted to the psychological support lead.

Responsibilities:

1. The volunteer: cooperating with the assessment, self-reporting any distress, and respecting the instructions.
2. The event leader: observing volunteers' behaviour and reporting any change, and coordinating with the Psychological Support Team.
3. The psychological first aider or specialist: assessing accurately and impartially, filling in the approved forms, submitting recommendations, and maintaining confidentiality.
4. The Psychological Support Team: following up the application of the policy, developing awareness and training programmes, and keeping files confidential.

Appeal: any volunteer may object to the result of the assessment or the decision taken about them, through a written complaint to the Psychological Support Team that goes to the Board under the Unified Appeal and is answered within two weeks. The Board sees the recommendation without the details of the psychological assessment.

Review: annually by the Mental Health Committee in cooperation with the Jisr programme.

Related policies: Emergency Response (15), Health and Safety (16), Privacy (21), Data Retention (22).

Code: NBH-P-18 · Owner: the Logistics Committee coordinator · Bylaws reference: §4.4

Purpose and scope: optimal use and maintenance of the Team's tools and equipment to ensure their efficiency and sustainability. Applies to all members and all tools used in activities and events.

Principles: responsibility for equipment is collective, use is for authorised purposes only, and documentation establishes responsibilities.

Procedures:

1. Inventory: an inventory list of all tools, updated periodically, with a designated person following up their condition.
2. Use: according to the instructions; personal use or use outside the Team's official activities is prohibited.
3. Maintenance: periodic inspection and a preventive maintenance schedule in coordination with the Logistics Committee coordinator.
4. Faults: immediate reporting of any damage or fault, assessment of the damage, and a repair or replacement decision.
5. Custody and loans: every item a volunteer receives is their personal custody until it is returned intact. Loans are documented in the app with the name, loan period and return date, and the item is inspected on return. The return date is extended only with prior approval from the Logistics Committee, endorsed by the Team President before the period ends.
6. Storage: in dedicated, secure and organised places that prevent damage or theft and make access easy.
7. Stock: periodic counts to match condition against records, and to identify what needs replacement or addition.

Loans for events not run by the Team (Administrative Order No. 2 of 2026):

1. Any tool, equipment or device in the Team's custody requested for an event not run by the Team is subject to rental and deposit fees according to the prices approved in the app.
2. This applies to all volunteers, affiliates, Board members and advisors without exception.
3. No custody is approved or handed over until proof of payment of the rental and deposit is sent through the app.
4. Delivery and collection fees are charged according to the approved tariff, unless the requester collects and returns the item themselves. If the Logistics Committee cannot deliver, shipping is done through the companies contracted by the Team, and the beneficiary bears its fees.

Members' responsibilities: following the instructions for each tool, immediately reporting any problem, cleaning tools and returning them to their places after use, and contributing to maintenance for those with the expertise.

Non-compliance (Administrative Order No. 3 of 2026):

1. Misuse or negligence: a verbal warning, then a written warning on repetition, then temporary suspension from equipment-related activities. The member may be asked to bear the cost of repair or replacement if the damage is shown to result from deliberate misuse.
2. Late return: rental fees are charged for every additional day according to the approved tariff, or deducted from the deposit, until the actual return date.
3. Keeping any item without authorisation or official justification, not returning it after the period ends, or refusing to return it: a serious violation referred to administrative and legal procedures in coordination with the Team's legal representative, regardless of the person's status or position.
4. The only exception is anyone who obtained prior approval from the Logistics Committee, endorsed by the Team President, before the loan period ended.

Appeal: under the Unified Appeal.

Review: annually, with periodic assessment of equipment readiness.

Related policies: Health and Safety (16), Environment (19), Termination (8).

Code: NBH-P-19 · Owner: the Logistics Committee and event leaders · Bylaws reference: §9

Purpose and scope: the Team's commitment to protecting the environment and sustainability by adopting practices that reduce negative impact. Applies to all activities and events, in the field and at premises, and to all members.

Principles: protecting the environment by reducing consumption and pollution, raising awareness of environmentally friendly habits, and supporting recycling, waste reduction and renewable resources.

Procedures:

1. Waste: separating recyclables (paper, plastic, glass), with dedicated containers at events and premises.
2. Medical and hazardous waste: safe disposal in line with the applicable environmental regulations, in coordination with Policy 16.
3. Resources: reducing water and energy consumption, and using reusable tools instead of single-use plastics.
4. Transport: encouraging walking, cycling and car sharing to events.
5. Paper: relying on digital means, and using recycled paper when printing is needed.
6. Initiatives: taking part in tree planting and beach and park clean-ups, and cooperating with local environmental organisations in joint campaigns.

Members' responsibilities: following environmental procedures in activities, taking part in initiatives, and reporting any environmentally harmful practice observed.

Non-compliance: a verbal warning, then a written warning with corrective action, and in serious cases exclusion from environmental activities or action under the Unified Disciplinary Path.

Appeal: under the Unified Appeal.

Review: annually or when needed, with periodic assessment of the Team's environmental performance.

Related policies: Health and Safety (16), Tools and Logistics (18).

Code: NBH-P-20 · Owner: Operations and Member Affairs · Bylaws reference: §4.8

Purpose and scope: one unified channel for reporting any incident or occurrence during the Team's activities, documenting and reviewing it, with the aim of learning and preventing recurrence rather than blaming. Applies to all members and all field, internal and digital activities.

What to report:

Severity levels:

1. Low: no injury and no damage, or a near miss. Report within 24 hours.
2. Medium: a minor injury, limited damage, or a complaint. Brief the event leader immediately, and report within 24 hours.
3. High: a serious injury, a death, a data leak, or an event that may reach the media or official authorities. Immediate call to the event leader and Operations, notification of Team Management the same day, and a written report within 24 hours. No statement to the media except under Policy 13.

Procedures:

1. Secure the situation first (people's safety, first aid, notifying the official authorities if needed), then report.
2. The report is made through the reporting form in the app, or on paper when that is not possible, by the volunteer concerned or the event leader. It includes: what happened, when and where, who, what was done, witnesses, and photos if any, without beneficiaries' faces.
3. No discussion of the incident in chat groups and no publishing of its photos.
4. Review within 5 working days: Operations for field reports, Member Affairs for conduct reports, and the Techno Committee for information security reports. The report is closed with a corrective action or a recommendation.
5. The reporter receives a reply with what was decided.
6. An anonymised quarterly statistic to the Board of incidents, their types and the actions taken.

No-blame principle: honest reporting of a mistake or near miss is never used against the reporter, and is encouraged. What is held against someone is concealing an incident, deliberately delaying the report, or falsifying it.

Confidentiality: injury and case reports contain health data; they are kept under Policies 21 and 22, and only those who review them may access them.

Non-compliance: under the Unified Disciplinary Path.

Appeal: under the Unified Appeal.

Related policies: Health and Safety (16), Emergency Response (15), First Aid Protocol (14), Psychological Assessment (17), Information Security (23), Media and Statements (13).

Code: NBH-P-21 · Owner: the Techno Committee and Member Affairs · Bylaws reference: §3 and §8

Purpose and scope: to protect the personal data the Team collects through its digital platforms (website, app, communication channels) in accordance with the Personal Data Protection Law No. (30) of 2018. Applies to members, applicants, beneficiaries and visitors to the platforms.

Data controller: the body responsible for your data is the Board of Directors of the Life Pulse Volunteer Team, represented by the Team President. Contact: the Team's official email or phone +973 33292211.

Principles: transparency about what we collect and why, the minimum data needed for the purpose, security through encryption and access control, and no selling or marketing use.

What we collect:

Basic data, the ID image and the signature are mandatory to complete registration; everything else is optional. We do not collect location data.

AI processing: the app uses an artificial intelligence service from an external provider based in the United States (Anthropic) to read ID and document data and fill in the form automatically. A separate permission screen appears before anything is sent, and manual entry can be chosen instead. The data is not used to train any model. Guardian data is not sent to this service.

Who we share your data with: we do not sell data or share it for any marketing purpose, and we do not disclose it except with your consent or by court order. By accepting the Bylaws, it is shared in four cases only:

1. Technical service providers that run the app, hosting and messaging, including the AI processor, under written contracts binding them to confidentiality.
2. Official authorities and event organisers: your ID image and basic data are sent to them to approve you and issue your participation permit; the organisation's name is shown to you before you confirm your registration for the event, and every transfer is recorded in a log you can view from your account.
3. Competent health and official authorities in emergencies to protect anyone's life or safety.
4. Any other party with your explicit prior consent.

Who can access your data: access to ID images and documents is limited to their owner and those with an actual authorisation (committee coordinators, the Board, Member Affairs) through protected links that verify the authorisation every time, and every access is logged.

Your rights:

1. Access: a full copy of your data within 15 working days, free of charge.
2. Correction: within 10 working days, free of charge.
3. Blocking or erasure: unless retention is required by law or within the periods of Policy 22.
4. Objection: to any processing you consider unjustified or harmful to you.
5. Withdrawing consent: at any time, which may make it impossible to continue membership or to take part in events that require a permit.
6. Account deletion: from inside the app or from a page on the website; ID images, documents and guardian data are deleted immediately with it.

Requests are submitted through the official channel in the app or the official email with proof of identity. You may lodge a complaint with the Personal Data Protection Authority if you receive no reply within the period or are not satisfied with the reply.

Breaches: any member who suspects a privacy breach informs Team Management immediately; the incident is investigated and its impact assessed, corrective action is taken, and every affected person is informed directly of the details of the incident and the actions taken.

Changes: members are notified of any material amendment by email, the website or the app, and are asked to re-sign the Bylaws when the purposes of processing change.

Related policies: Data Retention (22), Media and Statements (13), Health and Safety (16), Psychological Assessment (17).

Code: NBH-P-22 · Owner: the Techno Committee and Member Affairs · Bylaws reference: §3.4

Purpose and scope: to define the retention periods for the personal and professional data of members, applicants and beneficiaries, and the procedures for its secure disposal. Applies to all data in the Team's digital platforms and its administrative and paper systems.

Principles: keeping data only for as long as its purpose requires or the law demands, disposal in a way that prevents recovery, and documenting every disposal.

Retention periods:

Data kept for statistical purposes after its period expires is anonymised so it cannot be attributed to its owner.

Secure disposal:

1. An annual review of all databases to identify what has exceeded its period, in addition to the programmed automatic deletion for the periods set above.
2. Electronic: irreversible deletion using secure destruction techniques.
3. Paper: shredding or burning in line with safety procedures.
4. A disposal log documenting the type of data, the date of deletion and the person responsible.

Members' responsibilities: storing data in line with the policy and not keeping unnecessary copies on personal devices, disposing of what is no longer needed, and immediately reporting any loss or misuse.

Non-compliance: under the Unified Disciplinary Path; unauthorised disclosure of data is a serious violation.

Appeal: under the Unified Appeal.

Commitment: every member acknowledges this policy by signing the Team Bylaws, and an additional undertaking is required from anyone who handles members' data by virtue of their role.

Related policies: Privacy (21), Termination (8), Acceptance and Rejection (1).

Code: NBH-P-23 · Owner: the Techno Committee · Bylaws reference: §3.3

Purpose and scope: to protect the Team's systems and data (the app, the website, the management system, email, storage spaces, communication channels) from unauthorised access, loss or leakage. Applies to everyone who has an account or authorisation on any of the Team's systems, and to personal devices used for the Team's work.

Principles: the least privilege sufficient for the role, the account is a personal responsibility, incidents are reported in hours not days, and security is part of the design of every system rather than an afterthought.

Obligations of all members:

1. The account is personal: passwords and accounts are not shared, two-step verification is enabled where available, and the password is not reused for any other service.
2. Devices: lock the device with a code or fingerprint, keep its system updated, and do not access the Team's systems from shared or public devices.
3. Members' and beneficiaries' data is not stored on personal devices nor sent in WhatsApp groups or personal email: no ID images, no medical cases, no lists of names and numbers. Official channels only.
4. No screenshots of sensitive data from the app or the admin panel.
5. Caution with suspicious links and messages, and verifying through the official channel any request for data made in the Team's name before responding.
6. If a device with a Team account is lost: inform the Techno Committee immediately so sessions can be terminated.

Obligations of management and the Techno Committee:

1. Role-based permissions, reviewed every three months, and revoked within 24 hours of the end of membership or a change of role.
2. An access log for every view of an ID image or sensitive document, reviewed periodically.
3. Encryption of data in transit and at rest, and regular encrypted backups with tested restoration.
4. Written contracts with service providers (hosting, AI, messaging) binding them to confidentiality and protection.
5. Keeping systems and software packages updated, with a security check before any major release.
6. A short annual training for everyone with access to members' data.

Security incidents:

1. Any suspected leak, breach or loss of data is reported to the Techno Committee immediately, and the incident is contained first (terminating sessions, changing passwords, isolating the affected system).
2. The impact is assessed within 72 hours, those affected and the Personal Data Protection Authority are notified as the law and its regulations require, and the incident and lessons learned are documented.

Non-compliance: under the Unified Disciplinary Path. Sharing sensitive data outside official channels or deliberately exceeding permissions is a serious violation.

Appeal: under the Unified Appeal.

Review: annually, and after any security incident.

Related policies: Privacy (21), Data Retention (22), Disciplinary Procedures (7).