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“Can you show exactly which version the board approved?”

A regulator

Giraft keeps one dated record for every policy the board approves: the version in force, the votes and the date, a seal that shows the approved words haven’t changed, and who has acknowledged them since.

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The answerExample data
Giraft.Conflicts of Interest Policy

Policy record

Conflicts of Interest Policy

Version 3ApprovedPublished
Download the record (PDF)
Approved
4 of 5 votes, by personal link
14 Oct 2026
Sealed
The approved text, unchanged since approvalsha256:9f4c2b…3d8a01
14 Oct 2026
Published
Public policy pageShows the version in force
15 Oct 2026
Next review
October 2027Reminders before the date passes

Staff acknowledgement

38 of 41staff acknowledged

  • 38acknowledged
  • 2waiting
  • 1not asked yet
Asked
15 Oct 2026
New staff
Asked automatically

How it works

How the record gets made

The record isn’t put together when someone asks. Each step adds its own dated line as the work happens.

  1. 0129 Sep

    Draft

    Start a new draft, or bring in the Word document you already have.

  2. 022 Oct

    Comment

    Every comment lands beside the text. You decide what changes.

  3. 0314 Oct

    Approve

    Each director votes from a personal link in their email.

  4. 0414 Oct

    Seal

    The approved words are sealed with the date.

  5. 0515 Oct

    Publish

    The version in force goes on your policy page.

  6. 06Open

    Acknowledge

    Staff are asked to acknowledge it, and people who join later are asked automatically.

Nothing is sent, approved or published until you say so.

From the same record

The other questions you’ll be asked

Each one is answered from the same register of policies.

  • “Did the board approve this version, or an earlier draft?”

    This one. The seal ties the vote to the approved words, and shows they haven’t changed since.

    Versions

    • Version 3Approved 14 Oct 2026
    • Draft of version 4Out for comment
    • Version 2Replaced 14 Oct 2026

  • “What is waiting on the board?”

    Two policies are out for a vote, and one is out for comment.

    Waiting on the board

    • Risk Management PolicyApproval requested
    • Safeguarding PolicyApproval requested
    • Reserves PolicyOut for comment

  • “What is due for review next?”

    The Investment Policy, in three weeks. Giraft reminds you before a review date passes.

    Next review

    • Investment PolicyReview due in 3 weeks
    • Protected Disclosures PolicyMar 2027
    • Conflicts of Interest PolicyOct 2027

  • “Can the public see the version in force?”

    Yes, if you choose. Approved policies go on your public policy page, which always shows the version in force.

    Public policy page

    • Conflicts of Interest PolicyVersion 3
    • Complaints PolicyVersion 2
    • Code of ConductVersion 1

The law

Where a record helps

A record supports accountability. It doesn’t prove every duty was met.

  1. Each director's duty

    Each director must ensure that the company complies with the Companies Act.

    Companies Act 2014, s.223(1)

    Oversight, and what can follow

    Through the specific duty breached: the Corporate Enforcement Authority, or the DPP.

    What Giraft can show

    Which policies the board approved, when, and when each was last reviewed.

  2. Board minutes

    The company must minute every board and committee meeting as soon as may be: who attended and what was decided. A minute signed by the chair is evidence of the proceedings.

    Companies Act 2014, s.166

    Oversight, and what can follow

    The Corporate Enforcement Authority can inspect the minute books, and failing to keep them is an offence (s.166(6)).

    What Giraft can show

    The exact words voted on, the votes and the date, beside your minutes, not in place of them.

  3. Directors' compliance statement

    Directors of every PLC, and of companies over the Act's size thresholds, must state that they are responsible for securing compliance with key company and tax law, and confirm that a compliance policy statement, arrangements and a yearly review are in place, or explain why not.

    Companies Act 2014, s.225

    Oversight, and what can follow

    The Corporate Enforcement Authority. Failing to comply is an offence by each director in default, and the Authority can serve a notice to put it right (s.873).

    What Giraft can show

    The compliance policy statement in force, who approved each version and when, and the date of each review.

  4. Charity boards

    Every registered charity reports each year whether it meets the Charities Governance Code, and explains where it doesn't. The Code asks trustees to agree the operational policies the charity needs.

    Charities Governance Code, core standard 3.4

    Oversight, and what can follow

    The Charities Regulator, which samples charities' declarations and can ask for the board-approved compliance record form.

    What Giraft can show

    Each policy's approval and review history, for your compliance record form.

A summary of the law, not legal advice.

Questions

  1. 01

    Does the record make us compliant?

    No record can. It shows what was done and when: which version the board approved, by how many votes, and who acknowledged it. Meeting each duty stays with the board.

  2. 02

    What does the seal show?

    That the approved text hasn’t changed since it was approved. Giraft keeps a sha256 fingerprint of the approved words, with the date.

  3. 03

    Do directors need an account?

    No. Each director votes from a personal link in their email: no account, no password.

  4. 04

    Does Giraft replace the minutes?

    No. Your minutes record the board’s decision as they always have. Giraft keeps the policy’s own record beside them.

Have the answer ready before the question.

We’ll walk you through Giraft with your board’s own policies, and show you the record it keeps.

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