Payana Code of Ethics
Preamble
At Payana, we are dedicated to promoting the health and human rights of sexuality minorities with
unwavering commitment and compassion. Central to our mission is the recognition of every
individual's inherent dignity and worth, regardless of sexual orientation, gender identity, or
expression. As we strive to fulfill our vision of a world where all individuals are treated with equality
and respect, we recognize the importance of maintaining the highest ethical standards in all aspects
of our work.
Our Code of Ethics serves as a guiding framework, reflecting our values, principles, and aspirations as
an organization. It underscores our values of integrity, accountability, and social responsibility in
every endeavor. Through this code, we seek to ensure that our actions are aligned with the highest
standards of ethical conduct, fostering trust, transparency, and mutual respect within our
organization and the communities we serve. Further, we affirm our dedication to upholding the
rights, well-being, and dignity of sexuality minorities and all categories of individuals entrusted to
our care.
Through our collective commitment to ethical excellence, we reaffirm our vision of a world where
every individual can live freely, authentically, and without fear of discrimination or prejudice.
Scope
This Code of Ethics policy applies to all individuals affiliated with Payana, including members of the
governing body, management, staff, volunteers, interns, consultants, and partners. It serves as a
guiding framework for ethical conduct, binding all associated with Payana to uphold the
organization's core values and principles in every aspect of their work.
For further clarity, the individuals /organisations associated with Payana (“Associate” for short) in
any way are categorized as follows:
1. Governance and management are all members of the Board of Directors, General Body or any
other committee or sub-group created for any purpose
2. Staff and Consultants are all those who have an employment/consultancy contract with Payana
3. Volunteers are all those who volunteer their time and contribute to the mission and objectives of
Payana on a voluntary basis and without any financial benefit
Aim/Purpose:
A code of ethics provides guidance on the organization's principles, values, and expected conduct for
all individuals associated with the organization, including staff, volunteers, and partners. The aim of
this Code of Ethics is to establish clear guidelines and expectations for ethical behavior among all
members of the Payana community, ensuring alignment with the organization's values and mission.
This policy aims to foster a culture of integrity, respect, and accountability, promoting the well-being
and rights of sexuality minorities while upholding the highest standards of ethical conduct in all
activities and interactions.
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What the Policy Seeks to Do:
All Associates of Payana must be lawful and honest in relation to the production of any outputs or
deliverables in the course of their work. This applies to and includes any research work, outputs,
deliverables, communications, applications for funding, the generation and analysis of data,
publishing results, and acknowledging contributions by colleagues, collaborators and others.
This policy seeks to ensure that all associates of Payana uphold the principles of legality and honesty
in every aspect of their work, encompassing research, communication, data analysis, and
collaboration, thereby fostering trust, integrity, and credibility in our endeavors.
The principles guiding our Code of Ethics and Conduct:
1. Integrity, Honesty, Accountability and Responsibility: We shall conduct ourselves with honesty,
transparency, and integrity in all interactions, both internal and external. Payana expects every
Associate to demonstrate professional conduct and behavior par excellence, including respect,
integrity, honesty, and accountability in all interactions with clients, colleagues, and stakeholders.
We shall take responsibility for our actions and decisions, and are accountable to our stakeholders,
including beneficiaries, donors, and the wider community.
2. Respect for Diversity: We shall value and respect the diversity of individuals, communities, and
cultures, and strive to promote inclusivity in all our activities. Payana affirms our organization's
commitment to upholding the human rights of all individuals, regardless of sexual orientation,
gender identity, or expression.
3. Cultural Competency: Payana encourages all Associates to demonstrate high cultural sensitivity
and competency in serving diverse populations within the sexuality minority community, recognizing
intersecting identities and experiences.
4. Professionalism and Excellence as our Commitment to Beneficiaries: We shall prioritize the well-
being and rights of the communities and individuals we serve, ensuring their voices are heard and
their needs are addressed with dignity and respect. We shall uphold professional standards of
excellence in all aspects of our work, continuously striving for quality, innovation, and efficiency.
5. Conflict of Interest: We shall avoid conflicts of interest and act impartially in the best interests of
our organization and the communities we serve. All Associates are encouraged to maintain
appropriate boundaries with each other and in their work-life balance; and to avoid conflicts of
interest or dual relationships which could compromise the well-being or rights of individuals served
by the organization. Refer to Payana’s Confidentiality and Privacy Policy for additional information.
6. Confidentiality and Privacy: We shall respect the confidentiality and privacy of individuals and
organizations with whom we work, ensuring that sensitive information is handled with care and
discretion. Payana upholds the value of maintaining confidentiality and respecting the privacy of
individuals seeking services, especially in sensitive matters related to sexual orientation, gender
identity, HIV status or any other identifier characteristic. Refer to Payana’s Confidentiality and
Privacy Policy for additional information.
7. Continuous Learning and Improvement: We shall embrace a culture of learning and reflection,
continuously seeking to improve our knowledge, skills, and practices to better serve our mission and
objectives. At the same time, persons responsible for conducting research shall take necessary steps
as may be practicable for conducting research in a safe and healthy environment.
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8. Zero Tolerance for Discrimination and Harassment: We shall maintain a zero-tolerance policy
towards discrimination, harassment, and any form of exploitation or abuse, promoting a safe and
inclusive environment for all. Payana prohibits discrimination based on sexual orientation, gender
identity, or any other characteristic protected by law or human rights standards.
9. Adherence to Laws and Regulations: We shall comply with all relevant laws, regulations, and
international standards governing our work, ensuring legal and ethical compliance in all our
activities.
Code of Ethics on Research Components
Payana is an evolving community, with a diversity of development projects, thematic areas, domain
interests and covering myriad subject matters. Payana upholds the highest ethical standards that
govern the conduct of all human resources associated with the Organisation in its area of
operations.
Currently, Payana lacks a research component in its interventions. However, the Board of Directors
at its discretion shall ensure that a Research Ethics policy is in place prior to implementing any such
projects, assignments or interventions under the category of research (for ex., social sciences,
humanities, engineering and technology, health, education, culture, business and any inter-
disciplinary research etc). Until such time that a full-fledged policy document on research ethics is in
place, the following guideline shall be diligently followed for any intents and purposes.
This document is therefore meant as a set of overarching guiding principles which align with the
ethos embodied by Payana. Furthermore, the policy regulates all research which involves human
subjects, and an Ethics Review Board (until created which shall be fulfilled by the Board of Directors)
shall address all research related ethical concerns arising out of the engagement with human
subjects.
This Code of Ethics and Conduct applies to all of Payana human resources (HR) including staff,
volunteers, consultants, and advisors who may at one time or another represent the organization to
third parties. All such HR associated with Payana are entrusted with upholding the utmost standards
of rigor and integrity in all organizational endeavors. It sets the standard for excellence and ethical
conduct in all organizational activities. This code extends to all members of the Payana community,
regardless of affiliation or location - whether working on Payana premises or elsewhere.
Context
In addition to Payana's internal policies, it's important to acknowledge that various funding sources
may impose their own guidelines and conditions on the projects they support. These conditions may
involve maintaining confidentiality, adhering to professional codes of conduct, or obtaining
necessary qualifications or accreditations which support best practices in the upholding of ethical
practices. As Payana engages in developmental activities related to the health and human rights of
the sexuality minority community, it is essential for all team members to stay informed about
evolving practices and to uphold the highest standards of ethical conduct. Payana's leadership
(Board of Directors) periodically reviews and updates this policy in alignment with the organization's
mission and evolving best practices in the field.
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All Human Resources of Payana must be lawful and honest in relation to the production of any
outputs or deliverables in the course of their work. This applies to and includes any research work,
outputs, deliverables, communications, applications for funding, the generation and analysis of data,
publishing results, and acknowledging contributions by colleagues, collaborators and others.
Payana shall interpret and report data and findings of any study or research honestly, objectively,
and accurately, without bias. Payana cherishes principles of truthfulness, compassion, dignity,
pluralism, pluri-versalism, professionalism and equality for all its members. Payana shall therefore
strive to create an environment which is accessible, inclusive, and equal for all those involved.
Informed Consent and Protection in Research
Informed consent is vital to ensuring voluntary participation in research, free from coercion or harm.
Payana is committed to upholding ethical standards in research, particularly regarding the consent
process and the protection of vulnerable populations.
Payana ensures that all individuals provide informed consent for participation in research or
advocacy initiatives. Consent, whether written or oral, is obtained from research subjects, especially
children, and individuals being interviewed, photographed, or recorded for any purpose.
Consent Process
Research involving human subjects requires free and informed consent prior to data collection.
Participants are informed of the research scope, nature, purpose, and potential risks. Information is
provided clearly and concisely, in a language comfortable to the participant. Participants have the
right to refuse participation at any point.
Protection of Vulnerable Populations
Special consideration is given to vulnerable groups, including incarcerated individuals and
marginalized communities. Researchers minimize risks and ensure participants are not harmed
physically, mentally, or emotionally. Additional training is provided to staff involved in research with
vulnerable populations.
Protection of Children and Persons with Diminished Capacities
When involving children or individuals unable to provide informed consent, consent is obtained from
parents or legal guardians. Participants and their guardians are informed of the research's purpose
and potential impact. Researchers undergo relevant training to ensure responsible conduct in
research involving children and vulnerable populations.
Data Protection and data sharing:
Researchers should ensure that data is collected in a manner which is consistent with acceptable
best ethical practices, prevailing laws and policy guidelines in India and relevant policies of data
protection and sharing. Researchers must ensure that the data collected is kept confidential and the
integrity of the data is not compromised. Reasonable measures must be taken to ensure that all data
whether digital or non-digital data, are securely stored.
Personally identifiable data must be anonymised/ pseudonymised, and researchers should ensure
that the privacy of respondents is maintained, whether in the storing or sharing of data. All the
relevant data relating to the research, including, but not limited to prior informed consent, curated
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data, tools and notes collected as part of the study, shall be maintained by the researcher for at least
three years from the date of completion of the study. For more information refer to Payana’s IT
Policy.
Violations to the Code of Ethics
A general description of violations to the Code of Ethics has been given below as an illustration with
an example provided under each. This is a non-exhaustive list. The following, if proven, amount to
misconduct and will result in serious disciplinary action against concerned personnel:
Conflicts of Interest:
1. Violation: Engaging in activities or decisions that benefit personal interests over
organizational goals, leading to misuse, loss of value, biased advocacy or allocation of
resources.
Example: Accepting bribes or other forms of incentives from anyone in exchange for grant of
Purchase or promotion of self-interest.
Lack of Transparency:
2. Violation: Withholding information or misleading stakeholders about organizational
activities, finances, or outcomes.
Example: Failing to disclose funding sources for advocacy campaigns, compromising the
credibility and integrity of the organization's message.
Misuse of Resources:
3. Violation: Diverting organizational resources, including funds, equipment, or personnel, for
personal gain or unauthorized purposes.
Example: Using funds earmarked for programs towards unsecured personal loans, personal
purchases, self-gratification, finance unsanctioned staff retreats or other personal expenses.
Ethical Conduct in Research:
4. Violation: Failing to obtain informed consent from research participants, manipulating data,
misrepresenting research findings and plagiarism
Example: Publishing false case studies, falsifying medical records, publishing without proper
consent or fabricating research results, deception or falsification of results or fabrication to
secure funding or with the intention to advance a particular agenda.
Discrimination and Bias:
5. Violation: Discriminating against individuals or communities based on race, ethnicity,
gender, sexual orientation, disability, or other factors.
Example: Providing unequal access to healthcare services based on social or economic
status, perpetuating systemic inequalities.
Violation of Privacy and Confidentiality:
6. Violation: Breaching confidentiality agreements or sharing sensitive information without
consent, compromising the privacy rights of individuals.
Example: Disclosing personal health information of clients or beneficiaries without their
permission, leading to stigma or discrimination.
Compromising Human Rights:
7. Violation: Engaging in activities which undermine the rights, dignity, or autonomy of
individuals or communities.
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Example: Coercing individuals to participate in health interventions or advocacy campaigns
against their will, violating their right to self-determination.
Inadequate Governance and Oversight:
8. Violation: Failing to establish effective governance structures, policies, and accountability
mechanisms to prevent misconduct or address ethical breaches.
Example: Allowing unchecked power dynamics within the organization, leading to abuse of
authority or exploitation of vulnerable populations.
Misleading, misrepresenting or impersonation
9. Violation: Engaging in activities which are intended to mislead, misrepresent or pretending
to represent the organization while falsely deceiving others
Example: Claiming to be Payana’s official representative or providing false information about
oneself. Presenting work accomplished as part of one project as progress in another project.
Punishment and Penalties for Violations to the Code of Ethics and Conduct
The prescribed punishment for violations of ethics and codes of conduct shall vary on a case to case
basis depending on specific circumstances and the laws or regulations governing the situation. In
many cases, as ethical violations are not explicitly covered by statute or law, yet they shall have
consequences within the context of employment contracts, professional codes of conduct, or
organizational policies.
In the context of Payana, violations of ethical standards shall result in disciplinary action which may
range from simple warnings and/or fines, or mandatory ethics training to more progressive penal
actions such as reprimands, suspensions, demotions or transfers in case such situations permit.
Termination of employment of employee or cancellation of contract in case of consultants shall also
be considered in case any partner organization submits a complaint to the management of Payana in
writing and thereby, the allegations therein made are proved to be serious in nature.
In circumstances where Partner/ Donor Agencies explicitly request the omission of a particular
employee/ consultant or Associate of Payana from future interactions which may thereby impinge
on a cordial relationship between such Partner/ Donor and Payana, the Organisation shall have no
other option than to terminate the continuance of a working relationship with such employee/
consultant forthwith. The sanctions thereby imposed by such Partner/ Donor agency shall have an
over-riding effect on all existing contracts of employment or consultancy.
In some cases, certain types of ethical misconduct may also constitute violations of laws or
regulations governing fraud, deception, conflicts of interest, or other related offenses. In such
instances, individuals or organizations may face legal penalties, including fines, civil lawsuits, or
criminal charges, depending on the severity of the violation and applicable legal provisions. Payana
may also initiative proceedings to recover losses or costs which may include costs of litigation or
penal action from the individual or organization.
Overall, while violations of ethics and moral codes of conduct may not always result in legal
consequences, they can have serious implications for individuals and organizations in terms of
reputation, credibility, and professional standing. It is therefore important for individuals and
organizations to adhere to ethical standards and to address any instances of misconduct promptly
and effectively.
