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If you welcome a new volunteer, arrange four things: a volunteer agreement, safe working conditions, a (tax-free) allowance, and compliance with the GDPR. Volunteers are indispensable to many associations, but engaging them brings responsibilities. Below, you can read what you need to arrange.
Draft a volunteer agreement
A volunteer agreement (or volunteer contract) sets out the rights and obligations of both the volunteer and the association. Think of:
- the nature of the work and the expected time commitment;
- any reimbursements and insurance;
- agreements regarding confidentiality and codes of conduct.
The agreement provides clarity, prevents misunderstandings, and serves as a reference in the event of problems or disputes. You can have a volunteer agreement drafted or draft it yourself; in any case, have your own version checked by an expert.
Ensure safe and healthy working conditions
If your volunteers perform hazardous activities — such as working with hazardous substances or at height — you must comply with the Working Conditions Act and ensure safe and healthy conditions. This also applies to volunteers who are pregnant, breastfeeding, or minors.
Volunteer and expense allowance
A volunteer allowance is a thank-you for the effort and is tax-free as long as a certain limit is not exceeded. TODO_VERIFY: the tax-free maximums are adjusted annually — the original article mentioned €190 per month / €1,900 per year for 2023; check the current amounts with the Tax and Customs Administration.
In addition, you can agree on an expense allowance for actual costs incurred by the volunteer, such as travel, telephone, or material costs.
Comply with the GDPR
As an association, you must comply with the General Data Protection Regulation (GDPR). This means, among other things:
- a valid legal basis for storing and using personal data of volunteers (for example, for a volunteer database);
- do not retain data longer than necessary;
- Inform volunteers about what you do with their data.
Frequently Asked Questions
Is a volunteer agreement mandatory?
Not legally required, but highly recommended. It prevents misunderstandings and establishes rights, obligations, and agreements (such as confidentiality and compensation).
How much can I reimburse a volunteer tax-free?
Up to an annually determined maximum per month and per year. Check the current amounts with the Tax and Customs Administration, as these change.
Does the Working Conditions Act also apply to volunteers?
Occupational health and safety obligations apply to high-risk work activities and for vulnerable groups (pregnant women, minors). You must then ensure safe and healthy conditions.
Am I allowed to store volunteer data?
Yes, provided you have a valid legal basis, do not retain the data longer than necessary, and inform the volunteer. The GDPR also applies to associations.
Need help recruiting volunteers?
With a good volunteer agreement, safe conditions, proper compensation, and GDPR compliance, you ensure that volunteers can contribute safely and comfortably. We advise you and draft the necessary documents.
View our expertise in employment law and privacy, or schedule a no-obligation intake consultation.
