Documentation Sets

At Agea Digital, we understand that managing the essential paperwork for your organisation can feel like a daunting task. Whether you're a budding charity, a thriving sports club, or a busy small business, getting your governance and legal documents in order is crucial for smooth operations and peace of mind.

We're here to take that weight off your shoulders. We specialise in quickly generating the precise documentation sets you need, ensuring you’re compliant, professional, and free to focus on what you do best.

For charities and community groups, robust documentation demonstrates good governance, transparency, and compliance, helping you build trust and fulfil your mission.

• Governing Document (Constitution, Trust Deed, or Memorandum & Articles of Association): This is your charity's foundational rulebook. It defines your name, charitable purposes (what you aim to achieve), trustee powers and responsibilities, rules for meetings (like AGMs), and procedures for winding up.

• Trustee Code of Conduct: A clear agreement outlining the expected standards of behaviour, ethics, and legal duties for all trustees. It helps ensure everyone understands their responsibilities, such as acting in the charity’s best interest and avoiding conflicts of interest.

• Safeguarding Policy: Absolutely essential for any charity working with children or vulnerable adults. This policy details your commitment to protecting individuals from harm, including procedures for identifying and reporting concerns, DBS checks for staff and volunteers, and identifying a designated safeguarding lead.

• Risk Management Policy & Register: This policy outlines your charity’s approach to identifying, assessing, and mitigating various risks (e.g., financial, reputational, operational). The Risk Register is a live document that lists specific risks and the actions being taken to manage them effectively.

• Data Protection & Privacy Policy: A vital document detailing how your charity collects, stores, and uses personal data in compliance with UK GDPR. It explains what data is collected, why, for how long, and how individuals can access or request the deletion of their information.

• Volunteer Policy & Agreement: This document sets out clear expectations for your volunteers, including their roles, responsibilities, and the support provided by the charity. The Volunteer Agreement formalises this important relationship.

• Financial Procedures Manual: A detailed guide on how your charity manages its money. It covers everything from how donations are handled and recorded to procedures for authorising payments, budgeting, and financial reporting, ensuring transparency and accountability.

• Annual Report and Accounts Template: A pre-formatted document to help trustees prepare their yearly report and financial statements, as required by the Charity Commission. It ensures all necessary information is included, from a review of the year's activities to a comprehensive financial summary.

Sports clubs need clear documentation to ensure fair play, safety, and smooth operation, protecting both members and the club itself.

• Club Constitution: This is the fundamental rulebook defining your club's name, purpose, and legal structure. It details membership classes, rules for electing the committee, meeting procedures, disciplinary processes, and rules for managing club assets.

• Code of Conduct (Players, Coaches, Members & Spectators): Separate but related documents that set behavioural standards for everyone involved. For example, the Player's Code of Conduct might cover respect for officials and opponents, while the Coach's Code of Conduct would include best practices for training and youth development, and the Members Code of Conduct would set behaviour expectations.

• Safeguarding Policy: Crucial for any club involving children and young people. It includes a clear reporting structure for any concerns, a commitment to background checks for those working with children, and rules for appropriate behaviour on and off the field.

• Equality, Diversity & Inclusion Policy: A formal statement ensuring that your club is open and welcoming to everyone, regardless of age, gender, background, or ability. It outlines the club’s commitment to providing an inclusive environment for all.

• Risk Assessment & Health & Safety Policy: These documents identify potential hazards in the club's activities and premises (e.g., equipment, facilities, weather conditions) and detail the procedures in place to minimise risk and ensure a safe environment.

• Membership Policy & Forms: This document explains the club’s membership fees, the application process, and any specific terms and conditions members agree to, such as adherence to a code of conduct. The forms themselves collect necessary personal and medical details.

• Disciplinary Policy: A transparent procedure for handling breaches of the club's rules or code of conduct. It outlines who is responsible for investigations, the right to appeal, and a range of potential sanctions to ensure fairness.

For small businesses and local groups, these documents provide a solid legal and operational framework, protecting both the organisation and its people.

• Articles of Association: If your organisation is a limited company, these are the core rules for how it is run, including the powers of directors, shareholder rights, and procedures for issuing shares.

• Terms and Conditions (T&Cs): A crucial contract with your customers. This document outlines your business's terms of sale, including payment terms, delivery and refund policies, and a limitation of liability, providing clarity for both parties.

• Privacy Policy & Cookie Policy: Essential for any business with a website or that collects personal data, ensuring compliance with UK GDPR. These explain how data is collected, used, stored, and protected, and how your website uses cookies.

• Employee Handbook / Staff Manual: This comprehensive guide outlines your organisation's policies for its employees. It covers everything from annual leave and sick pay to company values, dress code, and disciplinary procedures, setting clear expectations.

• Health & Safety Policy: A legal requirement for businesses with five or more employees. It details your organisation's commitment to ensuring a safe working environment and outlines procedures for first aid, fire safety, and accident reporting.

• Contracts of Employment: A legal agreement between the employer and an employee, detailing the role, salary, working hours, benefits, and notice period. This is a vital document to protect both parties.

• Supplier Agreements / Service Contracts: Written agreements with key suppliers or service providers that define the terms of the relationship, including service levels, costs, and payment schedules. This provides clarity and legal protection for your business.

The type of documentation you need also depends heavily on your chosen business structure. A limited company is a separate legal entity, whereas a sole trader is legally inseparable from their business. 

A limited company requires a more formal and extensive documentation set to maintain its legal corporate structure and comply with Companies House and HMRC regulations.

• Incorporation Documents: The foundational paperwork that officially brings your company into existence:

  • Certificate of Incorporation: The official document from Companies House confirming your company's legal formation and existence.

  • Memorandum of Association: A legal statement signed by the initial shareholders, signifying their agreement to form the company.

  • Articles of Association: Your company's internal rulebook, governing how it's run, including director powers, shareholder rights, and meeting procedures.

  • Share Certificates: Documents issued to each shareholder, proving their ownership of a specific number of shares in the company.

• Statutory Registers: A collection of official records that your company must legally maintain:

  • Register of Members: A comprehensive list of all company shareholders, their addresses, and the number and class of shares they hold.

  • Register of Directors: A record of all current and past company directors.

  • Register of Secretaries: A record of any company secretaries (optional for private companies).

  • Register of People with Significant Control (PSC): A register of individuals who own or control more than 25% of the company's shares or voting rights.

• Annual & Financial Filings: Documents that must be prepared and submitted to Companies House and HMRC annually:

  • Annual Accounts: A yearly financial report of the company's performance, submitted to Companies House.

  • Confirmation Statement (formerly Annual Return): Filed with Companies House annually to confirm that the company's public records (directors, shareholders, etc.) are up to date.

  • Corporation Tax Return: The company's annual tax return, detailing its profits and tax liability, filed with HMRC.

• Operational & Legal Documents:

  • Terms and Conditions (T&Cs): A legal contract outlining the terms of sale for your products or services, including payment terms, delivery, and refund policies.

  • Privacy Policy & Cookie Policy: Essential for any company with a website or that handles personal data, ensuring compliance with UK GDPR.

  • Contracts of Employment: Legal agreements for any staff you employ, detailing their roles, salary, working hours, benefits, and notice periods.

  • Health & Safety Policy: A written policy outlining your commitment to a safe working environment and procedures for first aid, fire safety, and accident reporting.

  • Shareholder Agreement: (Highly recommended if multiple shareholders) An agreement between shareholders that goes beyond the Articles of Association, covering things like share transfers, decision-making, and dispute resolution.

As a sole trader, your documentation needs are simpler, primarily focused on keeping accurate financial records for tax purposes, as you and your business are legally the same entity.

• HMRC Registration & Tax Documents:

  • Self Assessment Registration: The record or confirmation that you have registered with HMRC as a sole trader.

  • Unique Taxpayer Reference (UTR): Your personal tax reference number issued by HMRC after registering for Self Assessment.

  • Records for Self Assessment: This is the most crucial aspect. You must meticulously keep records of:

    • All sales and income (e.g., copies of invoices issued, till rolls, records from online sales platforms, bank statements showing business income).

    • All business expenses (e.g., receipts for goods and stock, invoices for services, utility bills, travel expenses).

    • Records of any personal income from other sources and any money you've taken out of the business for personal use.

• Operational & Client-Facing Documents:

  • Invoices: Professional invoices that include your business name, contact details, and all legally required information for sales.

  • Terms of Business / Client Agreement: While not strictly legally mandated like a limited company's T&Cs, it is highly recommended to have a clear document outlining the terms of your service, payment schedules, cancellation policies, and what happens if project scope changes.

  • Privacy Policy: If you collect and store any personal data from customers or website visitors, you must have a privacy policy to comply with UK GDPR.

  • Licences & Permits: Depending on your specific trade or industry, you may need certain licences or permits to operate legally (e.g., a street trading licence, food hygiene certificate, or specific professional certifications).