Armed Forces Covenant - Internal Govenance Policy

HAUS OF ÄSTHETIK LTD.
Internal Governance Policy – Armed Forces Covenant Oversight
Policy Reference: HA-GOV-005
Effective Date: 10th May 2025
Review Date: 10th May 2026
Approved by: Managing Director

1. Purpose

This policy outlines the internal governance structure, oversight responsibilities, and accountability mechanisms relating to Haus Of Ästhetik Ltd.’s commitments under the Armed Forces Covenant, including employment support, community engagement, charitable giving, and policy implementation. It ensures transparency, consistency, and regulatory compliance across all business operations related to Armed Forces support.

2. Scope

This policy applies to:

  • All directors and management personnel

  • All staff involved in recruitment, training, communications, and finance

  • All internal documentation, audits, and reporting relevant to Armed Forces Covenant activity

It forms part of the wider Haus Of Ästhetik governance framework and underpins our obligations under the Ministry of Defence’s Employer Recognition Scheme (ERS).

3. Governance Roles and Responsibilities

3.1. Managing Director / Armed Forces Champion
The Managing Director (currently Owen Thomas Dickinson) shall act as the designated Armed Forces Champion, responsible for:

  • Ensuring implementation of all Armed Forces-related policies and discounts

  • Liaising with external stakeholders such as the MoD Covenant Team and Project Nova

  • Approving any training placements, charitable contributions, or public communications

  • Reporting annually to internal stakeholders on Armed Forces engagement outcomes

3.2. Finance Lead / Accountant
Responsible for:

  • Ensuring charitable donations are processed in line with UK tax law and documented for CT600 filings

  • Liaising with the Managing Director to determine annual donation levels and timing

  • Preparing internal records evidencing Corporation Tax calculation and relief applied via charitable gifts

3.3. Operations and Compliance Team
Responsible for:

  • Ensuring that discount policies are applied consistently to eligible clients

  • Coordinating staff training on Armed Forces sensitivity, trauma-informed care, and confidentiality

  • Managing GDPR compliance for any Armed Forces service verification documents

4. Governance Processes

4.1. Policy Review Schedule
All Armed Forces–related policies will be reviewed on a 12-month rolling basis or sooner if:

  • There is a change in legislation or Armed Forces Covenant guidance

  • New partnerships, such as training affiliations or funding programmes, are introduced

  • Major charitable donation decisions are due at year-end

4.2. Record Keeping and Documentation
The following documentation must be retained in digital or secure hard copy formats:

  • Armed Forces Covenant signed pledge and policy suite

  • Donation receipts and tax adjustment calculations

  • Proof of service (from clients or trainees) used to apply discounts

  • Feedback forms from Armed Forces personnel who attend training or observation

4.3. Feedback and Reporting

  • A quarterly internal report will be produced by the Armed Forces Champion summarising engagement, feedback, and community impact.

  • A summary of donations, Armed Forces outreach, and client feedback may be shared publicly in marketing or ERS applications.

5. Risk Management and Compliance

  • All activities under this policy are subject to audit to ensure regulatory compliance and financial propriety.

  • The Armed Forces Champion will initiate internal investigations if:

    • Charitable donations are misallocated or delayed

    • Discounts or training places are denied unfairly

    • There is a complaint from a service member or family that suggests failure of policy application

6. Policy Accessibility

  • All employees will be made aware of this policy and its relevance to their roles during induction and annual refresher training.

  • This policy will be made available to third parties, stakeholders, and regulators upon request.

  • Public summaries will be incorporated into the business’s Armed Forces webpage, with relevant links to supporting documentation.


 

Signed:

 

Owen Thomas Dickinson
Managing Director
Haus Of Ästhetik Ltd.

Date: 10th May 2025