This policy applies to members of the ECCO Board and ECCO Committees, ECCO staff and all persons seeking to make presentations at any ECCO meeting (subsequently referred to collectively as ‘ECCO officers’).
1 Why have a policy?
1.1 The purpose of this ECCO Conflict of Interest Policy is to protect ECCO – the European CanCer Organisation from any suggestion of impropriety.
1.2 The policy establishes standards of conduct for ECCO officers in the exercise of any power or the performance of any duty or function on behalf of ECCO. It is intended to support ECCO’s integrity, to promote its goals and to enhance public, stakeholder and donor confidence in ECCO and those associated with it. It supplements any provisions of the ECCO Statutes and its Committees’ Terms of Reference.
2 Declaration of interests
2.1 Conflicts of interest may arise when an ECCO officer’s personal, business, occupational or professional interests’ conflict with those of ECCO.
2.2 Conflicts of interest may be real or apparent.
Real conflict of interest
A real conflict of interest occurs when, in the course of their ECCO functions, ECCO officers are privy to ECCO decisions, documents or transactions that provide opportunities to obtain personal, business, economic, occupational or professional benefits for themselves and/or third parties.
Apparent conflict of interest
An apparent conflict of interest exists when there is a reasonable perception on the part of well-informed persons that an ECCO officer is in a conflict of interest situation.
3 Standards of conduct
3.1 Declaring a conflict of interest
3.2 ECCO officers have an obligation to act in the best interests of ECCO in accordance with its Statutes and Terms of Reference.
3.3 They are required to disclose the nature and extent of any existing or potential conflict of interest, real or apparent, when they accept an ECCO function. This includes declaring links to/funding from external funding sources that might be in conflict with ECCO’s mission.
3.4 ECCO officers are required to complete a disclosure statement which will be updated annually or whenever a change occurs. The disclosure statement is provided in Appendix A.
3.5 If you are not sure what to declare, or whether your declaration should be updated, please contact the Chief Executive Officer (CEO) of ECCO or the President of the ECCO Board for confidential guidance. Interests will be recorded on a secure database, which will be maintained by a designated ECCO staff member. The database will be accessible by the President of the ECCO Board and by the Chief Executive Officer (CEO) of ECCO.
4 What to do if you face a conflict of interest
4.1 You should declare your interest at the earliest opportunity
4.2 If you fail to declare a conflict of interest that is known to the CEO of ECCO, the President of the ECCO Board or the designated ECCO staff member, the CEO will declare that interest.
4.3 If a conflict of interest (real or apparent) is declared at the start or during a meeting, this will be recorded in the Minutes. The report will record:
- The nature and extent of the conflict;
- An outline of the discussion;
- The actions taken to manage the conflict.
4.4 The person concerned may not vote on matters affecting their own interests. They may participate in the discussion but not the decision-making process.
4.5 The meeting Chair must ensure that there is a quorum of the remaining members present.
5 Data Protection
5.1 The information provided will be processed in accordance with data protection principles as set out in the Belgian Law of 8 December 1992 on the protection of privacy in relation to the processing of personal data (Privacy Law/Data Protection Act). Data will be processed only to ensure that ECCO officers act in the best interests of ECCO. The information provided will not be used for any other purpose.
6 Confidential Information
6.1 ECCO officers shall guard the confidentiality of information to which they become privy through participating in ECCO internal or external activities.
6.2 They shall not use such information for their personal or their own organisations’ direct or indirect benefit.
6.3 They shall not disclose such information to other individuals or to organisations in such a manner that a direct or indirect benefit may be conferred to such individuals or organisations.
7 Corporate Opportunity
7.1 ECCO officers shall advance ECCO’s legitimate interests when corporate opportunities arise.
7.2 They shall not take advantage for themselves personally of opportunities that are discovered through the use of ECCO’s corporate property, its confidential information or their position in relation to ECCO.
7.3 They shall not compete with ECCO.
8 Fair Dealing
8.1 ECCO officers shall deal fairly with ECCO’s stakeholders, partners, sponsors etc.
8.2 They shall not take unfair advantage of anyone through manipulation, concealment, abuse of privileged information, misrepresentation of material facts or any other unfair dealing practice.
9.1 ECCO officers may accept incidental gifts, customary hospitality or other benefits of nominal value.
9.2 They shall not offer, solicit or accept transfers of personal economic benefit to or from any third party with whom ECCO has, or they are aware is considering having, any contractual or binding agreements or arrangements.
10 Annual Conflict of Interest Statements
Each ECCO officer, with or without governing board delegated powers, shall annually sign a statement that affirms that he or she:
- Has received a copy of the Conflict of Interest Policy
- Has read and understood the policy
- Has agreed to comply with the policy.
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