TVACAA Rules & Policies

 

Thames Valley and Chiltern Air Ambulance Trust (TVACAA) Rules and Policies for the Weekly Lottery, operated by Lottery Fundraising Services (LFS) and Raffle operated by Charity Funding and Promotion (CFP).  

Introduction:
 
TVACAA is committed to ensuring that the lotteries (which includes the raffles) organised on its behalf are done so in a fair and socially responsible way and to endorse responsible gambling. 

Thames Valley and Chiltern Air Ambulance will only conduct its Lotteries/ Raffle with an External Lottery Manager (ELM) that is registered with the Gambling Commission.

The Gambling Commission regulates gambling in the public interest.  The regulatory framework introduced by the Gambling Act 2005 is based on three licensing objectives:
 
1.       Preventing gambling from being a source of crime and disorder, being associated with crime and disorder, or
         ' being used to support crime.  
2.       Ensuring that gambling is conducted in a fair and open way.  
3.       Protecting children and other vulnerable persons from being harmed or exploited by gambling.  

This document sets out the TVACAA policy to ensure we approach any gambling activities in a socially responsible way.TVACAA currently operates its weekly lottery through LFS, its ELM, to canvass for and administer the trust’s lottery. The policies of our external agency, LFS are shown on the Weekly Lottery page. These are reviewed by TVACAA on a 6 monthly basis, with monthly communications between the two organisations. The Rules of the Lottery are shown below. TVACAA currently operates its raffle through CFP, its ELM, to administer the trust’s raffle. General information on the policies of our external agency, CFP, are shown at www.cfpdata.co.uk/gambling_policies.php
These are reviewed by TVACAA on a 6 monthly basis, with monthly communications between the two organisations. The Rules of the Raffle are shown below. TVACAA staff are trained in updates regarding TVACAA own policy changes or legislation changes.   TVACAA’s Responsible Gambling Guide (including Self-exclusion procedures) are shown below.

  1. 1.    Rules of the Thames Valley and Chiltern Air Ambulance Trust Lottery:
  2.  

1.1         Participation in the TVACAA Lottery costs £1 per entry.  

1.2         Profits from this lottery will be donated to TVACAA. TVACAA Trust is a registered charity of England and Wales
               1084910, Company Number 4062250.  

1.3         In order to promote responsible gambling we recommend a maximum of two tickets be bought per person.  

1.4         The lottery is open to all mainland Great Britain residents over the age of 16 (this excludes Northern Ireland,
               Isle of Man, Channel Islands and BFPO addresses and is due to Gambling Commission legislation). It is
               illegal for tickets or raffle entries to be sold to, or by a person under 16 years of age. Any person found to
               be under 16 years of age automatically forfeits the right to any prize and the original stake will be refunded.  

1.5         Lottery entries can be purchased after completing an application form via direct debit.  

1.6         Lottery entries must be purchased before midnight on the day of the draw. Entries received late will be
               transferred to the next draw.  

1.7         The draw will take place every Friday until further notice. Winning entries will be randomly drawn in the
               presence of two witnesses. Prizes are as follows: 1st Prize: £1000 2nd Prize: £250 There are 10 runner-up
               prizes of £25 each  

1.8         The winners will be notified on the draw date by post.  

1.9         A list of the winning numbers will be posted on our website: www.tvacaa.org. To request a winner’s list by
              post, please send a stamped, self-addressed envelope to ‘Lottery Winners List’ Thames Valley and
              Chiltern Air Ambulance Trust, Artisan, Hillbottom Road, High Wycombe, Buckinghamshire. HP12 4HJ.  

1.10       TVACAA is licensed by the Gambling Commission under the Gambling Act 2005.
               www.gamblingcommission.gov.uk. Contact: Yusuf Firat CEO, Thames Valley and Chiltern
               Air Ambulance Trust, Artisan, Hillbottom Road, High Wycombe, Buckinghamshire. HP12 4HJ.
               Registered Charity Number: 1084910 Gambling Commission License Number: 00-005167-N-304999-004  

1.11       It has been agreed with the Gambling Commission that we carry out random checks to verify that
              Lottery players over the age of 16. To enable us to do this we will need to ask for date of birth which we
              will use to seek independent verification of age.  

1.12       Donations from the Lottery may be used to reduce costs, allowing more profits to be contributed towards
               the work of TVACAA.  

1.13       If you have a complaint, please refer to our complaints policy starting on page 5 of this document or in the
               first instance please refer to our ELM by calling 01494 834497.  

1.14      Contact for enquiries Yusuf Firat CEO, Thames Valley and Chiltern Air Ambulance Trust, Artisan,
              Hillbottom Road, High Wycombe, Buckinghamshire, HP12 4HJ.
 
Are you gambling more than you really want to? If you feel you have a problem with gambling, please visit Gamcare’s website for help and advice at www.gamcare.org.uk or contact the Gamcare National Telephone Helpline on
0845 6000 133. Lines open 8am to midnight.  

If you would like to be excluded from our Lottery you can complete the Self Exclusion Form available from TVACAA on request.

  1. 2.    Rules of Thames Valley and Chiltern Air Ambulance Trust Raffle:

2.1         Participation in the TVACAA Raffle costs £1 per entry. Sold in books of twelve tickets.  

2.2         Profits from this raffle will be donated to TVACAA. TVACAA Trust is a registered charity of England and Wales
              1084910, Company Number 4062250.  

2.3         In order to promote responsible gambling we recommend a maximum of two books be bought per person,
              per draw.  

2.4         The raffle is open to all mainland Great Britain residents over the age of 16 (this excludes Northern Ireland,
               Isle of Man, Channel Islands and BFPO addresses and is due to Gambling Commission legislation).
               It is illegal for tickets or raffle entries to be sold to, or by a person under 16 years of age. Any person found to
               be under 16 years of age automatically forfeits the right to any prize and the original stake will be refunded.  

2.5         Raffle entries can be purchased by post cheque, postal order or by using the credit/debit card boxes
               provided in the first page of the ticket booklet.  

2.6         Raffle entries must be purchased before midnight on the day of the draw (which is the closing date of postal
               entries). Entries received late will be transferred to the next draw.  

2.7         The draw will take place the advertised draw date. Winning entries will be randomly drawn in the
               presence of two witnesses. Prizes are as follows: 1st Prize: £2500 2nd Prize: £1000 3rd Prize: £500
               4th Prize: £250 (x2) 5th Prize: £125 (x4)      

2.8         The first three winners’ names are notified on the advertised draw date by telephone if a phone number has
               been provided. A letter of confirmation will also be posted that same day. Prize cheques will be sent within
               14 days of the draw to the name and address of the registered owners of the winning entries.  

2.9         A list of the winning numbers will be posted on our website: www.tvacaa.org. To request a winners’ list by
               post, please send a stamped, self-addressed envelope to ‘Raffle Winners List’ Thames Valley and Chiltern
               Air Ambulance Trust, Artisan, Hillbottom Road, High Wycombe, Buckinghamshire. HP12 4HJ.  

2.10       TVACAA is licensed by the Gambling Commission under the Gambling Act 2005.
               www.gamblingcommission.gov.uk. Contact: Yusuf Firat CEO, Thames Valley and Chiltern Air Ambulance
               Trust, Artisan, Hillbottom Road, High Wycombe, Buckinghamshire. HP12 4HJ.
               Registered Charity Number: 1084910 Gambling Commission License Number: 00-005167-N-304999-004  

2.11       It has been agreed with the Gambling Commission that we carry out random checks to verify that Lottery
               players over the age of 16. To enable us to do this we will need to ask for date of birth which we will use to
               seek independent verification of age.  

2.12       Donations from the Raffle may be used to reduce costs, allowing more profits to be contributed towards
               the work of TVACAA.  

2.13       If you have a complaint, please refer to our complaints policy starting on page 5 of this document or
               please call 0800 954 0260.  

2.14       Contact for enquiries Yusuf Firat CEO, Thames Valley & Chiltern Air Ambulance Trust, Artisan,
               Hillbottom Road, High Wycombe, Buckinghamshire. HP12 4HJ.  

Are you gambling more than you really want to? If you feel you have a problem with gambling, please visit Gamcare’s website for help and advice at www.gamcare.org.uk or contact the Gamcare National Telephone Helpline on 0845 6000 133. Lines open 8am to midnight.

If you would like to be excluded from our Lottery you can complete the Self Exclusion Form available from TVACAA on request. 

Thames Valley and Chiltern Air Ambulance Trust Weekly Lottery Policies

Thames Valley and Chiltern Air Ambulance will only conduct its weekly lottery with an External Lottery manager (ELM) registered with the Gambling Commission.

Preventing gambling from being a source of crime and disorder

When an individual joins the lottery our ELM will check that:
The individual is aged 16 or over. (see 3.1)
The individual is resident in the UK.
Our ELM retains the right to cancel any membership should they suspect criminal activity.
Our ELM may limit the maximum number of entries to £2 per person per week.
The ELM will ensure their staff are trained to detect and also how to report potential money laundering threats. They are all issued with Proceeds of Crime Act 2002 leaflet and examples of money laundering.

Ensuring that gambling is conducted in a fair and open way.

Our ELM will ensure that:
Players have access to clear information on matters such as the rules of the lottery, the prizes that are available and the chances of winning are equal to all participants.
The rules are fair.
Any advertising and promotional material is clear and not misleading.
The results are made public. 
Protecting children and other vulnerable persons from being harmed or exploited by gambling.
Our ELM will use its best endeavours to address the following issues:

Age Verification Policy 

It is an offence for persons under the age of 16 to play the lottery.
Our ELM will ensure their staff are trained to be aware of their responsibilities for preventing underage gambling and for returning stakes and not paying prizes to underage customers. Where lottery tickets are sold face to face, if it appears that the potential customer might be underage, our staff ask for proof of identity, establishing that the person is aged 16 and over before selling the lottery ticket to them. 
Examples of acceptable identification for age verification purposes include:
· Passport
· Driving Licence 
· Official Student Card

Protecting vulnerable persons

Our ELM will ensure thier staff are trained to detect vulnerability in potential customers and politely decline offers of support from such individuals. People particularly at risk include the elderly, mentally disabled and those under the
influence of drugs or alcohol.

Gambling Limits 

The Thames Valley and Chiltern Air Ambulance may impose limits on the value of entries into a lottery that can be purchased by an individual to £2 per week. 
If our staff have a concern that a customer’s behaviour (signified for example by a sharp increase in their expenditure on lottery tickets or chances) may indicate problem gambling, they will be trained to report the matter to the responsible person, for the lottery. The responsible person for the lottery will telephone the customer to discuss the matter, including the help that is available for problem gamblers. In severe cases, consideration may be given to barring the customer from participating in the lottery.

Self Exclusion

Our ELM will take all reasonable steps to refuse service or to otherwise prevent an individual who has entered a self-exclusion agreement from participating in gambling. A customer who has made contact to request self-exclusion will be refused service and prevented from gambling with any lottery administered by LFS. A request for self-exclusion will be available with immediate effect and with no “cooling off” period.

During this period we will take all reasonable steps to ensure that the individual does not try and play any lotteries administered by LFS and to prevent any marketing material being sent to them. We will remove name and details of a self-excluded person from any marketing databases and otherwise flag them as an individual to whom marketing material must not be sent within two days of having received the completed self-exclusion notification.An individual when requesting self-exclusion will be informed as to what self-exclusion is and will be provided information on gambling support agencies. The main being: www.gamcare.org.uk or telephone 0845 6000133 www.gambleaware.org.uk

The individual’s lottery account will be closed. Any balances outstanding on that account will be refunded. Where an individual has paid by cheque, the amount from the last draw they were entered into, to the end date of their subscription will be refunded by cheque within 10 working days. Where an individual pays by Standing Order, they will have to contact their bank directly to cancel the Standing Order and we will refund them by cheque each month until such time as the Standing Order has been cancelled. Where the individual pays by direct debt we will cancel the direct debit and refund any unused credit on the ticket(s).

During the period of self-exclusion, they will not be entered into any charity lottery draw promoted by LFS, even if the individual has failed to cancel their Standing Order.

After the self-exclusion period ends, if the individual wishes to recommence participating in one of the lotteries promoted by us, he she must request in writing that they wish to be removed from the self-exclusion register. Once we receive this letter the individual will be given one day to cool off before being given the opportunity to recommence participation in the lottery.
The individual must be the one to take positive action to gamble again and no contact will be made by the charities until contact has been made by that individual.

Complaints and Disputes Procedure

Our ELM will ensure all complaints are recorded and documented. At the point of which a complaint is received, the customers name, telephone number, email address and address should be asked for. Also, a brief outline of the nature of the complaint should be established. The complaint receiver then explains that their complaint or concerns will be passed onto the Lottery Manager for their urgent attention and that the Lottery Manager will contact them personally to investigate the complaint or dispute. Should a complaint be received by the Fundraising Office out of office hours the Lottery Manager and Canvassing Manager can both be contacted by mobile telephone and email.

Our ELM’s Lottery Manager will normally contact the customer immediately or within one working day. The Lottery Manager will take time to listen to the customer and take a more detailed description of the complaint or dispute. The Lottery Manager will explain to the customer what investigations and actions will take place relating to their concerns. The customer is also consulted if they are happy with what is suggested and also that they understand the procedure. If necessary the Lottery Manager is to assure the customer that their personnel details will not be revealed – this is sometimes necessary if a complaint is received about a member of the canvassing or fundraising teams. Once the Lottery Manager has established the facts concerning the complaint or dispute the customer will be contacted and informed of the results of the enquiry and what actions has been taken. All complaints, concerns and disputes are logged and filed at the lottery office.

A copy of this complaints procedure is available to all customers on request. Any complaints or disputes that are not resolved by this complaints procedure are referred to the Independent Betting and Adjudication Service.

Independent Betting and Adjudication Service.
PO Box 62639
London
EC3P 3AS
Telephone: 020 7347 5883
Fax: 202 7347 5882
Email: adjudication@ibas-uk.co.uk

Thames Valley and Chiltern Air Ambulance Trust Raffle Policies

Thames Valley and Chiltern Air Ambulance will only conduct its raffles with an External Lottery manager (ELM) registered with the Gambling Commission.

Fair and Open Draws

All draws are conducted at the ELM’s premises in plain sight of staff.
Draws are conducted at random using either a random number generator or using a blind draw.
Winners results are published on our website, information is also included in letters sent out to players. Winner’s information is also available on request.
Rules are published on websites, on entry forms and the reverse of raffle tickets.
Printed versions of rules are available on request.
We have a complaints procedure in place.

Law & Disorder

Our ELM keeps a record of all raffle tickets that have been distributed.
Our ELM is able to provide information for any police checks of a Raffle ticket seller that may be carried out. They are able to provide address details and details of any monies sent in for tickets received.
Our ELM operate from secure premises, with fire safes in situ, and contractors such as Securicor.
Our ELM processes all entries and handles all monies received for a raffle; however, all monies are paid directly into our own bank account, and banking reports are issued by our ELM on a weekly basis.
Thames Valley and Chiltern Air Ambulance advises supporters not to sell tickets in the street.  This advice appears on the reverse of all tickets.
Before fulfilling a request for additional tickets, we will check for any previous history of tickets bought or sold by the individual and make a judgement as to whether more books are sent. Our policy is to send additional books to of tickets to a maximum of <no. books>. Following each draw, for all additional tickets requested and sent out, our ELM will carry out an audit to identify whether the individual has sent back payment and stubs, or has returned the additional books unsold.  Where we have received neither, our ELM will contact the individual to ascertain what has happened to the additional tickets.

Protection of Children & the Vulnerable

Thames Valley and Chiltern Air Ambulance has taken steps to ensure that our raffles do not attract young people.
We have the following procedures in place through our ELM to prevent under age players from participating in any raffle promoted by ourselves;
On all cold data used, it is requested that all persons under 16 years of age are excluded from the list before being supplied for the use of our raffles. 
Where possible we check our database to ensure persons are above the legal age limit before data is supplied for the use of a raffle.  
The minimum age for play is detailed on the back of all tickets and entry forms produced.
Any player who provides dishonest information regarding their age automatically forfeits the right to any prize. This fact is also stated on the reverse of all tickets and on all entry forms.
Any player that is found to be under 16 years of age will have any monies paid in relation to the raffle returned to them.
If in doubt, Experian Age Verification will be used to ascertain the age of the entrant.
In the event that a request to case mailing rafflepacks is received from a vulnerable person’s carer, we would remove their details from out mailing database immediately. If the person has been sent a raffle pack as a result of their details being supplied to us through a cold list, we will give the carer details of how to have that persons details removed from the list owners mailing records as well.

Problem Gambling

Thames Valley and Chiltern Air Ambulance has put in place the following procedures to encourage people to gamble responsibly and seek help should gambling become a problem;
The GamCare helpline number and website address is included on all tickets and entry forms to our raffles. Our website address is included on all tickets.
A page on our website is dedicated to encouraging people to gamble responsibly and recognise the sings of problem gambling. We also include the GamCare’s helpline and website details for people to refer to should they need further help.
There is a restriction in place on the number of ticket books or numbers that can be allocated to an individual. The maximum is 5 raffle books per person or 10 raffle numbers.
Players can request a self exclusion from our database for further raffle mailings.
Players can request the number of books they would like for an individual raffle and also the number of raffles they would like to participate in on a yearly basis.
Through our ELM, Thames Valley and Chiltern Air Ambulance makes a contribution each year to help problem gambling via The GREaT Foundation (Gambling Research Education and Treatment of problem gambling).

Player Complaints for the Raffle

Telephone Complaint

Initial complaints and queries are dealt with over the telephone by the advisers in the telephone room of our ELM
A telephone log sheet is completed at the time of the call, detailing the caller’s contact details, details of the telephone adviser who took the call, nature of the complaint and how the complaint was resolved
The telephone log sheets will be kept on file for 3 years by our ELM
If an initial complaint cannot be resolved, the complaint is logged by our ELM and we are notified immediately of the issue and it is taken internally to resolve
In the event that a telephone or online complaint cannot be resolved by the ELM (CFP) or representatives of Thames Valley and Chiltern Air Ambulance, Thames Valley and Chiltern Air Ambulance will provide free third party arbitration via IBAS
All general queries will be logged on the log sheets by the ELM and held for future reference

Written Complaint

Initial complaints and queries to be responded to within 48 hours of receipt of complaint by the administration team of our ELM
All complaints are logged on the complaints log sheet, detailing the individual’s contact details, details of the administrator that has dealt with the complaint, the nature of the complaint and what steps were taken to resolve the complaint
The complaints log sheets and written complaints will be kept on file at our ELM for 3 years
If the initial complaint cannot be resolved by our ELM, the complaint is logged and forwarded immediately to ourselves to be resolved internally
In the event that a written complaint cannot be resolved by the ELM (CFP) or representatives of Thames Valley and Chiltern Air Ambulance, Thames Valley and Chiltern Air Ambulance will provide free third party arbitration via IBAS
All general queries will be logged on the log sheets by the ELM and held for future reference.


Thames Valley and Chiltern Air Ambulance Trust (TVACAA)  Weekly Lottery and Raffle Complaints Procedure

All complaints are recorded and documented by TVACAA’s External Lottery Manager (ELM). Copies of the complaints procedures by each ELM (CFP or LFS) are shown above.  Any complaints or disputes that are not resolved by these complaints procedures may be referred to the Independent Betting and Adjudication Service. 
 
Independent Betting and Adjudication Service.
PO Box 62639
London
EC3P 3AS  
Telephone: 020 7347 5883
Fax: 202 7347 5882
Email: adjudication@ibas-uk.co.uk


Thames Valley and Chiltern Air Ambulance Trust Responsible Gambling Guide
Website: www.gamblingcommission.gov.uk.

Promoter and Responsible person: Nicholas Godwin, Thames Valley & Chiltern Air Ambulance Trust, Artisan, Hillbottom Road, High Wycombe, Buckinghamshire. HP12 4HJ.

Registered Charity No.: 1084910 Gambling Commission No.: 00-005167-N-304999-004  
All profits from the Lottery and Raffle will be used to fund the work of Thames Valley and Chiltern Air Ambulance Trust.

Our Commitment Towards Responsible Gambling: TVACAA is committed to ensure that information about how to gamble responsibly and how to access information and help in respect of problem gambling is readily available to all.

Keeping Your Gambling Under Control:
The majority of people do gamble responsibly and gambling in moderation is okay, but it may help you to keep your gambling under control by:
Remembering that you are taking part for fun and not as a means of investing your money
Setting strict limits on how much time and money you're going to spend, before playing
Quitting while you're ahead
Only gambling with money that you can afford to los
Not spending more money on gambling in the hope that you will win back any money that you've already lost
Keeping up other interests and hobbies and not letting gambling take over your life
Not gambling in order to escape from stress or boredom

How To Identify That Gambling Is Becoming A Problem
For some people however, gambling can become a problem. If you are concerned about the amount you are gambling and feel it is taking over your life, then asking yourself the following questions may help you assess whether or not gambling is becoming a problem:

Have others ever criticised your gambling?
Have you lied to cover up the amount you have gambled or the time you have spent doing it?
Do arguments, frustrations or disappointments make you want to gamble?
Do you gamble alone for long periods?
Do you stay away from work or college to gamble?
Do you gamble to escape from a boring or unhappy life?
Are you reluctant to spend 'gambling money' on anything else?
Have you lost interest in your family, friends or pastimes due to gambling?
After losing, do you feel you must try to win back your losses as soon as possible?
When gambling and you run out of money, do you feel lost, in despair and need to gamble again as soon as possible?
Do you gamble until your last penny is gone?
Have you lied, stolen or borrowed just to get money to gamble or to pay gambling debts
Do you feel depressed or even suicidal because of your gambling?

If 'yes' is the answer to some of these questions, then it is likely that a gambling problem exists. You may also wish to consider whether a friend or relative might have a gambling problem?


How To Get More Information And Help About Problem Gambling:
For friendly and helpful advice from trained counsellors, call the GamCare helpline on 0845 6000 133. The helpline operates between 8am and midnight, 7 days a week, 365 days a year – and calls outside of these hours will be taken by a recorded message service. Sometimes just telling someone about your problem can be a relief - and it is the first step towards dealing with your problem. You can also visit the GamCare website at www.gamcare.org.uk, for more information and advice.

Thames Valley and Chiltern Air Ambulance Trust (TVACAA) Lotteries Self Exclusion
Self-exclusion procedures should require individuals to take positive action in order to self-exclude. This can be a signature on a self-exclusion form which is available from TVACAA on request.