# All for Climate Welcome to the documentation of All for Climate, a home for active citizens working towards a regenerative future. ## 🌍Who are we? We bring together diverse movements and citizen initiatives working towards a more sustainable and just future. We welcome a broad range of efforts that support ecological and social well-being. By joining forces, we support one another and co-create commons that serve the collective good. [Join our community on Discord](https://discord.gg/vRyfnGu9YQ), introduce yourself and let us know how we can help you. You will find a vibrant community of beautiful souls, organising various activities to learn from and work together. We host weekly calls that are open to attend! 📢 Feel free to sign up for our [Newsletter](https://allforclimate.substack.com/) (sent out once every season) with updates on A4C, features and tips for the platfrom, projects of our collectives etc. {% hint style="success" %} [Read below ](#some-of-our-collectives-and-supported-projects)some of the diverse citizen initiatives that joined All for Climate {% endhint %} ## **✨What is our mission?** Our mission is to connect everyone willing to contribute to a regenerative future, and to support them emotionally, financially and logistically. Whether you are active in your neighborhood, involved in a community project, contributing to environmental research, or building connections online or offline—you’re welcome to connect with like-minded and like-hearted people. We’re here to support your initiatives and help you manage your finances in a transparent and simple way, so you can focus on what really matters. ## 🎁Our services {% hint style="success" %} [Apply to host your initiative](https://opencollective.com/allforclimate) {% endhint %} {% stepper %} {% step %} #### 💰Transparent money management * Your own profile with a unique URL and real-time collective balance. * Always know exactly how much money comes in and how much goes out. {% endstep %} {% step %} #### 📢Fundraising made simple * Create fundraising campaigns or donation boxes, and link directly from your channels * Donors can give as guests or by creating a profile. {% endstep %} {% step %} #### ⚡Easy & quick reimbursements * Submit expenses directly from your profile for fast reimbursement. * Show donors exactly how their contributions are used, building trust and impact. {% endstep %} {% step %} #### 🗝️Full autonomy * It’s your money — you decide how to use it * We act as unincorporated partners, giving you freedom with support. {% endstep %} {% step %} #### 💌Direct donor communication * Thank your supporters, share updates, or launch new campaigns directly to your donor base. {% endstep %} {% step %} #### 📑Grant support * We can help you apply for grants and host them on your profile. {% endstep %} {% step %} #### 📂Manage projects * Create separate projects within your profile, each with its own budget, team, and donation boxes. {% endstep %} {% step %} #### 🎟️Host events * Use the built-in ticketing system with a dedicated budget, updates, and notifications. {% endstep %} {% step %} #### 📊Reporting * Access clear monthly, quarterly, or annual financial reports. {% endstep %} {% step %} #### 🌱Community Connections * Join a network of like-minded people who share knowledge and build together.Trainings & Capacity Building {% endstep %} {% step %} #### 🎓Trainings & Capacity Building * Learn skills in grant writing, fundraising, project promotion, and more. {% endstep %} {% endstepper %} ## 🌞 Some more background When a group first begins organizing, it often lacks the resources to set up a non-profit organization, open and manage a bank account, handle bureaucracy, and track financial transactions. A fiscal host makes all of this much easier, so community members can focus on their work, not paperwork. We created a non-profit in Brussels that acts as a fiscal host for groups working toward a more sustainable and just future. We call these groups **“collectives.”** Collectives can receive donations in euros, cover expenses, and apply for funding using All for Climate’s legal entity. To provide these services, we use [**Open Collective**](https://opencollective.com/allforclimate), a platform designed for transparency and autonomy. Each collective sets its own expense policies while staying in control. Because all transactions are public, everyone in the community can clearly see where money comes from and how it’s spent. This openness builds trust and encourages donors and foundations to support initiatives hosted on All for Climate. [More info](/services/fiscal-hosting) (how it works, how to apply, rules and conditions, etc.) ### **🌍Some of our collectives and supported projects:** * The [**Climate for All Collective**](https://opencollective.com/climate4all) develops innovative educational games that enhance the skills of young adults and youth workers in sustainability and climate action. It promotes cooperation among European NGOs, municipalities, and schools, creating a positive impact on the environment and the communities involved. * [**Karrot** ](https://opencollective.com/karrot)is a free and open-source tool for grassroots initiatives and groups that want to coordinate face-to-face activities locally, autonomously, and voluntarily. * [**Azeitão Eco-consciente**](https://opencollective.com/azeitaoecoconsciente) is a citizens’ movement in Azeitão implementing initiatives for ecological regeneration and sustainability. * [**The Weaving Lab**](https://opencollective.com/the-weaving-lab) is a community weaving systemic change for the universal wellbeing of people and the planet. * [**Generation Earth Portugal**](https://opencollective.com/generation-earth-portugal) runs an annual training program for young people in Portugal to independently carry out projects and promote environmental preservation. * [**Climattitude**](https://opencollective.com/climattitude) is an inclusive and inspiring climate event where everyone can discover, share, and take action for a sustainable future. * [**MotionLab Gym**](https://opencollective.com/motionlab-gym) is a community-driven, open-source gym bringing people together for group CrossFit workouts. All equipment is donated, recycled, self-financed, or purchased with raised funds. Workouts are free. * [**Communitas**](https://opencollective.com/communitas) is a student space located under the cafeteria of the University of Bremen. * [**Climate Camp in South Tyrol**](https://opencollective.com/klima-camp-south-tyrol) is an educational and networking camp. Participation is free of charge. * Brussels Mobility supported a micromobility center and a citizen initiative to build a custom bicycle shed, called [**The Citizen Bike Garden**](https://opencollective.com/citizenbikegarden)**.** \
# Contact info All contact info **Email**: **Community**: [discord.allforclimate.earth](https://discord.allforclimate.earth) **Website:** [allforclimate.earth](https://allforclimate.earth) **Bluesky:** [bsky.app/profile/allforclimate.bsky.social](https://bsky.app/profile/allforclimate.bsky.social) **Mastodon:** **Facebook**: [facebook.com/AllForClimate](https://www.facebook.com/AllForClimate/) **Instagram:** [instagram.com/all4climatedao](https://instagram.com/all4climatedao) **Linkedin**: **X**: [x.com/all4climatedao](https://x.com/all4climatedao) **Newsletter**: [allforclimate.substack.com](https://allforclimate.substack.com/) **OC**: [opencollective.com/allforclimate](https://opencollective.com/allforclimate) **Address** \ All For Climate ASBL\ 10 Cantersteen\ 1000 Brussels\ Belgium Official non profit registration number: 0737875733 \*All For Climate opperates completely online, contact us always via **Bank information** **-VDK Bank**\ Account name: All For Climate ASBL\ IBAN: BE54 8918 7411 4597\ Bank: VDK\ Swift: VDSPBE91 **-WISE**\ Account name: ALL FOR CLIMATE ASBL\ IBAN: BE64905732383652\ Bank: WISE\ Swift: TRWIBEB1XXX \*Do not transfer donations directly to our bank account. Please use the platform and donation boxes of the collective you want to support (otherwise we do not know which collective you want to support). #### Documents * [Articles of incorporation of the non profit](https://drive.google.com/file/d/1rDx3XjRS0NpTpnN6MYKoqO8u7Ee9V28Q/view?usp=sharing) * [Bank Identity Statement VDK bank](https://drive.google.com/file/d/1NdqbNYa8PVkWw1U-HHP8pd1Ay2EaY_Wf/view?usp=sharing) * [Bank identity Statement WISE](https://drive.google.com/file/d/1JKTTXNHwAmuwtWLbDOgNtHqlfFZfie8T/view?usp=sharing) # Principles & values All collectives part of the All for Climate community share those values and principles. **Welcoming spirit**: People are the energy and wisdom of our network. We welcome people from all backgrounds with kindness and equally value everyone's ideas, opinions and even disagreements. **Conversation**: The basis of our community building. No tool can replace listening to each other and our needs and creating networks and connections to help each other get started. **Sustainability**: We want to leave the planet in a better state than we found it. We view environmental sustainability as intergenerational and build a better future together. **Exploration**: We iterate and look at our work with a beginner's mindset. We create a safe and brave space for new forms of participation, new narratives and ways to interact toward a regenerative world. **Transparency**: Following the principles of open source, we share everything we do freely and openly and use feedback as a way to grow. **Gratitude**: We deeply respect people's work and are grateful for all their contributions. We are aware of the time and energy their work requires and always look for ways to reward them.
# How to donate Making donations to support the All For Climate collective (the working group managing the fiscal host [opencollective.com/allforclimate](https://opencollective.com/allforclimate)), or to [one of the collectives](mailto:undefined), can be done in three ways: * bank transfer * credit card * PayPal The procedure always starts in the same way. Click on the donation button and choose the amount you want to give. Create an account, donate incognito or as a guest. Pick your payment method and follow the steps. ![](https://lh6.googleusercontent.com/i9teI2EJjJXvfjKw6CC4NdBvo_kpeRNZNY-GAVfIdWP8---HPuRoNSWk_U10_x-Lb7A7lp7Wvh7jAD0FVziZbD6nXFyV58Ktos-BdUxMLMvM4qDgGryRGpEc_oBEdPhsdAgjmiIL) **‌** ## **By Bank Transfer** **‌**If you want to donate by bank transfer, you receive further instructions via email at the end of your donation process. The donation is only final when the actual bank transfer has been made. Look out for an email with the subject 'ACTION RECQUIRED'. **‌Example of instruction email:** ![](https://lh6.googleusercontent.com/hQWZe_sXt86iEPs6ZTw_L_Bd_JrKqZ583-0AcDrfJyHkeRUgDqGf4EFwvLOJGX591b08N6t4oQHnO8-KtmrMvbpK2BkM2kkUzwrKLLNfO48v4Q_YGjdEb2aLj3HrG0fdETXQoxbc) **‌** Reference/Communication in the bank transfer: please use the OrderId number (= transaction number) that you will receive in this instruction email. This will help us reconcile your donation and allocate it to the right collective hosted by AllForClimate. All For Climate ASBL \ 10 Cantersteen 1000 Brussels \ Belgium Account name: All For Climate ASBL\ IBAN: BE54 8918 7411 4597\ Bank: VDK\ Swift: VDSPBE91 ## **By credit card** **‌**Go directly to one of the collectives that you would love to support on . You will be able to enter your credit card details. Note: there is a credit card fee (see [Stripe](https://stripe.com/pricing)). ## **By PayPal** Go directly to one of the collectives that you would love to support on . Choose PayPal as payment method and follow the steps. The usual PayPal transactions fees apply. ## **PLATFORM TIPS?** With every donation there is a default optional tip of 15% to the platform we use for our fiscal hosting activities. This platform is called Open Collective. You can find more info on [Open Collective here.](https://opencollective.com) Please note this tip is optional. To remove it, you have to select "edit" and "I don't want to contribute".
# Refunds 💳 Refund Policy ### 💼 Process for requesting a refund **For Donors:** 1. Look for your donation confirmation email to identify the collective you supported. 2. Within 30 days, contact the **collective’s admins** (via their Open Collective page). 3. If they cannot process your request, or do not answer, email A4C at with: * Donation URL — the full URL of the donation transaction * Date of donation * Amount * Name of the collective * Reason for the refund request **For Collective Admins:** * You may refund eligible contributions via the Open Collective dashboard if they were paid via **credit card or PayPal** and are less than 30 days old. * **Manual bank transfers are non-refundable** by admins. Please contact A4C to refund those manually *** ### ⏳ Refund timeline * **Within 30 Days**: Donors may **contact the collective’s admin team directly** to request a refund for any reason. * If the donation was made via credit card or PayPal, collective admins can process the refund themselves through the Open Collective interface. * Manual bank transfers cannot be refunded by admins and must be reviewed by A4C. * **After 30 Days and Up to 90 Days**: Donors must **contact A4C directly** at with the subject line "Refund Request – \[Collective Name]". * **After 90 Days**: **Refunds are no longer possible**, regardless of reason or payment method. This is due to limitations with our payment processors and accounting protocols. *** ### 💸 Refund restrictions {% hint style="warning" %} Donations or only refundable within the 90-day window. {% endhint %} *** ### 🔄 Updates & exceptions This policy may be updated as platform capabilities or fiscal regulations change. All exceptions are reviewed on a case-by-case basis and must be approved by A4C’s Board. *** ### 📬 Contact Questions or special cases? Email: ****\ Subject line: **“Refund Request – \[Collective Name]”** # Fiscal hosting If you are looking for a non profit that can host your local group for climate justice, we have created such legal entity and we are happy to share it with you. Read on. ## What is fiscal hosting? When collectives or movements start organising, need money, receive money or have expenses, they feel like creating a bank account. But in who's name is this bank account going to be? Who will have access? Who will keep track of the expenses and donation in the spreadsheet, that everybody has access to and is a chaos in no time? This is exactly what fiscal hosts help collectives with. A fiscal host serves as an 'administrative home' for collectives. Fiscal hosts, like All for Climate, are legal entities that can provide financial management, bookkeeping and legal support to all charitable collectives that don't feel like starting their own legal entity. **Nevertheless, all collectives remain unincorporated partnerships, which means that they keep their full autonomy and legal liability**. In short: a fiscal host provides a bank account and a legal entity for all collectives they are hosting, like a big umbrella organisation. Read more on fiscal hosting [right here](https://docs.opencollective.com/help/fiscal-hosts/fiscal-hosts). ## How to manage all this? We use the [Open Collective platform](https://opencollective.com) to manage the job of being a fiscal host. It provides all the software to track budgets and expenses, to generate monthly and yearly reports and automate the bookkeeping. Via their dashboard, fiscal hosts get an overview of all transactions, and check especially these transactions that need attention (e.g. paying back expenses that have been approved by the collective as soon as there is enough funds to pay for them). For collectives, the platform provides an opportunity to create their profile where the community can view the current balance, past transactions, make financial contributions and view the various updates (newsletters). Every collective has at least two administrators (gender balanced) to manage that space. Their main job is to approve the expenses that members of the collective upload themselves (see also [spending money](https://app.gitbook.com/@allforclimate/s/allforclimate/~/drafts/-MCs2o27KYBCXMavUFP4/collectives/spending-money)). A balance overview is visible at all times and reports can be drawn by the admins. The platform enables collectives to keep their full autonomy and self organize, but still use the services of the fiscal host. Every collective has their own expense policy. The fiscal host merely serves as an administrative help and ensures that the [values and principles](/principles-and-values) of the All for Climate community are respected (mostly for ensuring transparency and accountability to that any donor can go through the record of all transactions and have a clear overview of how their money has been spent). ## Limitations Using a shared non profit is a bit like sharing a house together. It is very convenient, we can share the burden of doing the admin, but it also comes with limitations. #### Every collective is an unincorporated partnership The All for Climate fiscal host cannot take the legal responsibility of your actions, as that would put all the other collectives in potential danger. That means that all active members of your collective share the responsibility (like unions) and must comply with the law. #### You cannot hire people (but you can pay freelancers) As a collective, you cannot hire someone on behalf of the fiscal host, but you can hire a freelancer for a well defined task, for a defined amount of time. #### All for Climate is not a bank You don't have direct access to your money. There is a well defined process to claim the money (see "[How to spend the money on your balance](/collectives/spending-money)"). It can only be spent to fulfil the mission of your collective (as defined by you, and approved by the admins of your collective), with proper documentation (expense receipt or invoice) and it takes a couple of days to be paid (for the fiscal host to check and process the payments). Think of the fiscal host like someone in your community offering their garage to store material for your project. You don't have the key of the garage but you can access it following some rules set by the owner of the garage to make sure that other groups can also benefit from this storage space. The only difference is that in this case, the All for Climate fiscal host is storing money. #### You cannot use the Fiscal Host as a pass-through vehicle. The goal of All for Climate is to enable unincorporated groups of people to be able to receive and spend money in a transparent way. If your group already has a legal entity, then you don't need All for Climate. You cannot use All for Climate as a way to channel the money to another legal entity, that would be breaking the promise made to donors that expect an itemized report on how the money is spent. That's why, we require a much higher level of scrutiny for expenses of more than €1,000. We will usually ask you to break those down to smaller pieces in the interest of transparency whenever possible. The only exception is when you are closing down your collective. If you still have a balance, you can decide to donate it to All for Climate or to another non-profit that is also acting as a fiscal host on Open Collective, or to another non-profit that is pursuing the same mission as your collective. #### More questions? See our [FAQ](/faq) and our [Terms of Service](https://docs.google.com/document/d/1aQrs6fH--3I67I1kzsMTS-SlnXfhjM3nhaOAmMTdIb4/edit). ## Cost See [Pricing](/services/pricing) # Limitations Using a shared non profit is a bit like sharing a house together. It is very convenient, we can share the burden of doing the admin, but it also comes with limitations. #### Every collective is an unincorporated partnership The All for Climate fiscal host cannot take the legal responsibility of your actions, that would put all the other collectives at risk whenever you do something. That means that all active members of your collective share the responsibility (like unions). #### You cannot hire people (but you can pay freelancers) You cannot engage the responsibility of the fiscal host, that means that you cannot hire someone, unless you hire a freelancer for a well defined task, for a defined amount of time. Their invoice must be addressed to one of the admins of your collective. #### You cannot issue invoices in the name of your collective or All For Climate Because your collective is not a registered legal entity, the fiscal host cannot be held responsible for your activities. As a result, you are not allowed to issue invoices in the name of All For Climate, since All For Climate did not provide the services — they were delivered by you and your collective. In addition, you cannot issue invoices under the name of your collective, as it has no legal registration. Doing so would be considered issuing invoices unlawfully. Finally, please remember that your collective must remain non-profit in nature. Its primary purpose is to support your community and advance shared objectives, not to generate personal or commercial profit. #### All for Climate is a not bank You don't have direct access to your money. There is a well defined process to claim the money (see "[How to spend the money on your balance](/collectives/spending-money)"). It can only be spent to fulfil the mission of your collective (as defined by you, and approved by the admins of your collective), with proper documentation (expense receipt or invoice) and it takes a couple of days to be paid (for the fiscal host to process all the payments). Think of the fiscal host like someone in your community offering their garage to store material for your project. You don't have the key of the garage but you can access it following some rules set by the owner of the garage to make sure that other groups can also benefit from this storage space. The only difference is that in this case, the All for Climate fiscal host is storing money. #### You cannot use the Fiscal Host as a pass-through vehicle. The goal of All for Climate is to enable unincorporated groups of people to be able to receive and spend money in a transparent way. If your group already has a legal entity, then you don't need All for Climate. You cannot use All for Climate as a way to channel the money to another legal entity, that would be breaking the promise made to donors that expect an itemized report on how the money is spent. That's why, we require a much hire level of scrutiny for expenses of more than €1,000. We will usually ask you to break those down to smaller pieces in the interest of transparency whenever possible. The only exception is when you are closing down your collective. If you still have a balance, you can decide to donate it to All for Climate or to another non profit that is also acting as a fiscal host on Open Collective, or to another non profit that is pursuing the same mission as your collective. # Terms of Service Read here about the legal agreements you sign up for when joining All for Climate. These agreement describe the relationship with the collective and the host. They exist to make working together possible within a clear legal framework, that protects the fiscal host we share, and to protect all individual collectives. When you apply to be hosted by All for Climate, we first have an onboarding call to get to know each other. Once we approve the collective, you agree to these terms of service. [Read them here](https://docs.google.com/document/d/10FAS12AshqMGjoMp8FPF9AJll3i-iUh1lOVcVuGAoVA/edit?usp=sharing) # Pricing All For Climate strives to keep host fees as low as possible, as we know many collectives work with very limited budgets. Our host fees help cover **basic operational expenses**, including platform costs, VAT, accounting, software, and essential administration. Please note that **host fees do not fully cover all of our expenses**, such as the ongoing work of our volunteers and our one-women back-office lead. We are deeply grateful to everyone who chooses to[ support this work](https://opencollective.com/allforclimate/donate?interval=oneTime\&amount=20\&contributeAs=me) and help keep All For Climate running. ## HOST FEE **A. DONATIONS** Pricing depends on the size of your collective: 1. **Small Collectives** (fewer than 15 donations per year and an annual budget under €1000) have a host fee of **6%**. 2. **Large Collectives** (more than 15 donations per year and an annual budget above €1000) have a host fee of **8%.** The cheapest way to donate is via **manual bank transfer**.\ If a donor gives €10, €9.40 or €9.20 will be added to the collective’s balance. * 6% or 8% goes to All For Climate to cover operating costs * Your donor receives an e-mail with the instructions for a manual bank transfer When donors use automatic payments or PayPal, additional transaction fees apply.\ These fees are charged by Stripe (credit cards) or PayPal — not by All For Climate.
SourceOne time donationsMonthly donationsPay out expenses
One time donationsMonthly donationsPay out expenses
Manual bank transfer6% or 8%n/aFREE
Stripe/automatic transfer6% or 8% + stripe fees6% or 8% + stripe feesn/a
PayPal6% or 8% + PayPal feesn/aPayPal fees
**B. GRANTS** When collectives apply for grants of subsidies, there is a lot more back office work. We take care of the paperwork and are responsible for signing contracts. However some grants require more work and responsibility than others, which is why there are 2 categories for the grant fees: 📌 **Important:** When you want to apply for a grant, please connect with us early in the process so we can discuss the necessary [steps to be taken](/policies/applying-for-a-third-party-grant). If your granter has certain conditions for the host fee, contact us as well, we want to support your work no matter what. | Category 1 | Category 2 | | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Any grant | Any grant | |

Meeting/call to inform us about grant/project + purpose/objective/timeline


A4C shares steps + platform options to manage separate projects/track grant spendings

|

Meeting/call to inform us about grant/project + purpose/objective/timeline


A4C shares steps + platform options to manage separate projects/track grant spendings

| | A4C takes legal responsibility by signing grant agreement on behalf of collective | A4C takes legal responsibility by signing grant agreement on behalf of collective | | A4C needs to sign reports that are fully explained to A4C and we are kept up-to-date on a regular basis | Extra MoU is needed in addition to cooperation agreement to fit requirements of grant | |


| A4C needs to follow up if requirements for spending are being met | |


| A4C needs to help provide a financial report | |


|

A4C needs to follow up on preparation narrative report

→ regular calls according to deadlines

| |


| A4C needs to sign final reports | | 8% | 10% fee | \ **PLATFORM TIPS?** For every donation, there is a **default optional tip of 15%** for the platform we use for fiscal hosting: Open Collective. * This tip does **not go to All For Climate** * It goes directly to Open Collective, which provides the technical infrastructure for our fiscal hosting 💡 Good to know:\ The tip is optional. Donors can remove it by selecting **“Edit” and choosing “I don’t want to contribute.”** We recommend informing your donors about this option so they can make an informed choice.
# Financial training Once your collective grows, we recommend you to create a working group within your collective to work on the topic finance. There is a lot on their to do list: from defining and writing an expense policy to active fundraising. ## Expense policy The expense policy becomes quite important when the budget grows. Writing a first draft of a policy that fits the contex and the collective, refining it, getting feedback, experiment and changing it again. An expense policy is never really finished, and is as dynamic as the collective and its activities. Make sure you discuss following items when creating an expense policy: * the approval process of expenses (e.g. rotation of the administrator roles to mitigate for power) * an overview of what can be expensed * what amount can be spent * strategy for spending money over time * budgetting of future events * important decisions like paying people living expenses for their contributions * etc. See for example [the expense policy of XR Belgium ](https://docs.extinctionrebellion.be/finance/expense-policy) ## Fundraising It's difficult for existing foundations, family offices and other donors to make financial contributions to the various movements/collectives working on climate and climate justice. All For Climate provides the legal entitity that is needed to apply for bigger funds. Please contact us if your collective needs help with this. We can help you with the paperwork and can review applications if needed. ## Money for Movements: financing and fundraising sessions End of 2024, All For Climate hosted 5 financing and fundraising sessions, co-financed by Climate Emergency Fund (CEF), designed to equip you with essential tools for your collective. Click on the titels to check out the material. **Topics discussed:** 1. [**Intro & Fundraising 101**](https://drive.google.com/drive/folders/1fKST9pE76EgsAEJ6bh9VBw8MpBLds2EV?usp=sharing) – Kick-off with the basics of fundraising, from building the financial infrastructure (e.g. using a fiscal host) for your movement to crafting compelling project pitches and budgets. 2. [**Crowdfunding**](https://drive.google.com/drive/folders/16IMkYA6AAkAB29Yp_Sh-5W2kIyRjZ4jU?usp=sharing) – Learn how to leverage community power and online platforms to raise funds for your cause. 3. [**Grant Research & Writing**](https://drive.google.com/drive/folders/1lxDiyr7g_48rl-XOhxelZ4grf1BNYIS4?usp=sharing) – Master the art of finding and applying for grants that align with your mission. 4. [**Managing Your Received Funds**](https://drive.google.com/drive/folders/1MDhjMls4aaxMErE-2GuGF1ldvfRPC9wj?usp=sharing) – Develop strategies to effectively allocate and manage the funds you receive. 5. **Open Space for Q\&A** – Get personalized advice and insights from experts in an open, interactive session
# Building a learning network #### General Assemblies All For Climate hosts a diverse community of more than 180 collectives across Europe. We deeply value connection between groups and aim to create meaningful spaces for exchange. Through our biannual community assemblies, we support you in strengthening your actions while fostering a sense of belonging within the wider movement. Our assemblies have three main goals: * **Get to know each other** and build stronger relationships across collectives * **Make decisions together** and continuously improve All For Climate * **Share experiences and knowledge** so every collective can grow stronger and more effective The planet depends on how effective movements are. All For Climate strives to harness the collective wisdom, experience, and creativity of all hosted collectives to strengthen our shared impact. #### Assemblies on Different Topics We are also planning a series of thematic assemblies focused on topics such as building, organising, and sustaining collectives. More information will follow soon. # Level up your collective - extra features We’ve noticed that some collectives are only using the basic features of the platform; while there are many additional tools available to strengthen your fundraising, improve communication with donors, and clarify your spending policies. Below, you’ll find step-by-step guidance on the different features and how to make the most of them. {% columns %} {% column %} [🦭Contact your donors personally](/services/level-up-your-collective-extra-features/contact-your-donors-personally) [🦒Track your budget/finances](/services/level-up-your-collective-extra-features/track-your-budget-finances) [🦑Pay suppliers directly with vendors](/services/level-up-your-collective-extra-features/pay-suppliers-directly-with-vendors) {% endcolumn %} {% column %} [🐬Include your own spending policy](/services/level-up-your-collective-extra-features/include-your-own-spending-policy) [🐝Creating and managing projects](/services/level-up-your-collective-extra-features/creating-and-managing-projects) [🦦Create a mini-crowdfunding campaign](/services/level-up-your-collective-extra-features/create-a-mini-crowdfunding-campaign) {% endcolumn %} {% endcolumns %} # Contact your donors personally Did you know you can personally contact your previous donors? \ Good news — you absolutely can! 💚 {% hint style="success" %} The platform allows you to: * Send **personalized thank-you emails** when someone makes a donation * Share **updates or newsletters** about your latest activities * Announce new campaigns or future plans * Show donors what you’ve achieved thanks to their support Keeping your supporters informed strengthens your community and increases long-term support. {% endhint %} \ **OPTION 1: SEND A GENERAL UPDATE TO ALL SUPPORTERS 🌝** 1. Go to your **Dashboard** 2. Click on **Updates** 3. Select **Create Update** (top right corner) 4. Write your message — you can include **links, images, and videos** 5. Choose: * Who should be notified * Whether the update should be published publicly on your profile or not Once published, all selected contributors will receive your message by email.\
**OPTION 2: CREATE PERSONALIZED THANK-YOU EMAILS 🐬**\ When someone donates, they automatically receive a standard thank-you email — but you can fully customize this message!\ 1. Go to **Dashboard → Settings → Custom Emails** 2. Write your personalized message (you can also add images) 3. Save your changes \ From then on, your custom message will automatically be sent to every new donor who contributes through the platform.
# Include your own spending policy *Does your group have specific spending requirements?*\ *Is there a maximum reimbursable amount per category?*\ *Do larger expenses need prior approval from the team?*\ *Would you like to make these expectations clear to everyone submitting an expense?* \ No problem 😊 Each Collective can define its own expense policy to ensure clarity and transparency.
{% hint style="success" %} To set or update your policies, go to:\ **Dashboard → Settings → Policies**\ (See screenshot below.) {% endhint %} ### **Expense Policy** Use this section to provide clear guidance for anyone submitting expenses. Clear policies help prevent delays and misunderstandings.\ \ For example, you can specify: * How expenses should be titled and described * Which types of expenses are eligible * What receipts or proof of payment are required * Maximum reimbursable amounts per category * Whether larger expenses require prior team approval * A link to an external document with more detailed guidance \ Your policy will appear in the expense submission form, underneath the general expense policy. Submitters will need to confirm that they have read and accepted your policy before completing their submission. Please see the example below.
# Track your budget/finances *Do you want a clear overview of the donations and contributions your Collective receives?*\ *Would you like to track your income per month, quarter, or year?*\ *Or better understand what is coming in vs. going out?*\ \ Good news 😊 You can easily access and customize these reports directly from your dashboard.
{% hint style="success" %} To view your financial reports, go to:\ **Dashboard → (left menu) → Reports** {% endhint %} #### What you can do * **Filter your data** by month, quarter, or year to get the overview you need * Click on the **🧪 (experiment) icon** in the top right corner to split columns and clearly distinguish between **debit and credit** * Use the **three dots (⋯)** next to transactions to: * View more details * Access the exact transaction * **Export your data**: * Export specific transactions via the three dots * Or export the entire report (or your filtered selection) using the export button in the top right corner These tools can help you keep track of your funding, improve transparency within your team, and make reporting to donors or partners much easier.
# Creating and managing projects Do you have a side project, idea, or initiative that you want to manage separately from your main budget or main profile page? And would you like to run a separate fundraiser for it?
{% hint style="success" %} You can create a **project**, which functions as a subpage on your profile. Each project has its own budget overview, donation tiers, goals, and team. All admins of the main collective will automatically be admins of the project, but you can also add additional users as project-only admins. {% endhint %} #### **Creating a Project** To create a project, go to your collective’s homepage. Make sure the projects section is enabled (via *Settings > Profile Sections*). Once enabled, you will see the option to **“Create Project.”** You will then be asked to: * Choose a project name * Set a profile URL * Add a short description of the project’s purpose #### **Managing a Project** Once your project is live, you can click “settings” to edit and customize it. This includes: * **Basic information:** edit and customize project details * **Contribution tiers and goals:** these work in the same way as on your main collective page. * **Updates:** you can post updates to keep your community informed about progress. To enable updates, go to your project’s profile page and select “always visible” next to the updates section. * **Team management:** all collective admins are automatically part of the project team. In addition, you can add or remove project-specific team members without affecting the main collective. * **Expense submissions:** if a volunteer incurs an expense related to the project, they can submit it directly via the “submit expense” button at the top of the project page.
#### **Closing a Project** To close a project, its balance must first be reduced to zero. * **Transferring money from a project to a collective:** 1. Go to your Collective’s page 2. Select “Contribute” on your custom contribution tier 3. Choose the desired amount 4. Use the “Contribute as…” dropdown menu to select your project 5. Check that your project balance has been automatically selected 6. Click “Contribute” * **Emptying a Project or Event's balance:** To transfer the full remaining balance, go to:\ project dashboard > settings > advanced, then select “Empty project balance.”\ \ Once the balance reaches zero, go to:\ Projects dashboard > settings > advanced, where you can now archive the project.
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# Pay suppliers directly with vendors Do you need to pay a supplier directly from your collective budget?\ Is the amount too large for a volunteer to pay upfront and request reimbursement afterwards?\ \ Good news. You can ask the fiscal host to create a vendor profile for your supplier. This allows the supplier to be paid directly through the platform without needing to create their own account. \ **How to request a vendor**\ Send an e-mail to with the request to create a vendor profile with: * Official registration/business name * Correct banking details * Official address * It is very helpful to also include the invoice, as most of the required information is usually listed there already. \ **Using the vendor in the expense flow** * Once the vendor has been created: * Go to the expense submission flow * Under “Who is getting paid?” * Select “Vendor” * Search for and select the supplier/vendor profile
\ This helps ensure payments are made correctly, improves transparency, and avoids using personal accounts to pay third parties. # Create a mini-crowdfunding campaign Do you want to raise funds for a specific campaign and promote it on a separate page with more explanation, pictures etc? Good news. You can create a mini-crowdfunding campaign in just a few clicks and customize it with your own story, visuals, and fundraising goal. #### How to create a mini-crowdfunding campaign 1. Go to **Tiers** in your dashboard. 2. Create a new **Donation Box**. 3. At the bottom of the page, click **"Standalone page"**. 4. Click **Create**. Your donation box and campaign page will now be created. You can return and edit them at any time.\ 
#### Customize your campaign page Click on the title of your newly created campaign. 1. Customize the page with your own content. You can add: * Pictures * Videos * A detailed campaign description * Fundraising information \ This gives you a dedicated page that you can share with supporters, put it on or website or share via your social media channels. It makes it easier to tell your story and collect donations. You can see an example below.
#### Looking for more flexibility? You can also create **Event Pages** and **Project Pages** as subpages on your profile.These pages can: * Have their own dedicated content * Showcase specific activities or initiatives * Include their own donation box This allows you to organize different fundraising efforts under your main collective profile while giving each project its own space.\ \ Happy fundraising! 🌱 # Conditions for applying Only very few conditions to apply to be hosted by All for Climate, but here they are: 1. You are a collective, citizen initiative or movement working towards a more sustainable and just future. We welcome a broad range of efforts that support ecological and social well-being. 2. The activities of your collective have a non-profit purpose. 3. You agree to our [principle and values](/principles-and-values). 4. You are based in Europe. Since the bank account is based in Belgium, you can only collect euros. International payouts within Europe are not a problem. 5. When you apply, add at least a second person as an admin of your collective. We advice a team of 3 or 4 administrators. Make sure you have a gender balance in the administrator team. 6. You are willing to participate in the general assemblies of AllForClimate, organised 2 to 3 times a year. Any member of your collective can join, it does not have to be one of the administrators. # How to apply with your collective ## Step 1 Apply on and add at least a second administrator. Please have a look at the [few conditions](/collectives/conditions-for-applying) and our [values](/principles-and-values) before you consider applying. ## Step 2 Check your mailbox, after a couple of days. The AllForClimate team will reach out to you to schedule an 'onboarding call'. In this 45 minute call we meet face to face, we answer questions and help you launch you collective. After this call, we approve your application. ## Step 3 Ready to go. You now have access to your own workspace, and you get your own URL like this one: or this one [opencollective.com/azeitaoecoconsciente](https://opencollective.com/azeitaoecoconsciente) This will become your landing page. Use this URL in your communication to backers and sponsers, and to members of your collectives if they need to upload an expense. Administrators will be able to fully manage the collective from this page, approve expenses, change settings etc. ## Need help? Don't ever hesitate to reach out if any questions arise . And the help pages of OpenCollective have proven their value as well :-) [https://docs.opencollective.com/help](https://docs.opencollective.com/help/) Whenever you have an expense, you can file it on that page. One of the admins of your group will have to approve the expense (up to you to define who should be the admins, you can easily change them anytime. We recommend doing a rotation to follow the XR principle of actively mitigating for power). The people managing the fiscal host (“All For Climate ASBL”), go over all the approved expenses to actually reimburse them (or pay directly the vendor if you submitted an invoice instead of a receipt). The fiscal host has no decision making power. As long as the receipt/invoice is legal and approved by one of the admins of your group, it will be paid. To add money to your group (aka collective), people can make one time donations by bank transfer for free (to the IBAN number of the non profit entity). They need to go through the interface so that they can receive the bank details by email along with a unique number so that the fiscal host can attach the money received to your collective. The donor can also control the way they want to be displayed publicly (they can opt to remain incognito or to use the name they want). # How to get money on your balance To add money to your collective balance, people can make donations by **bank transfer, credit card or PayPal.** First step is to communicate the url of your collective to your potential donors. Add the link to your website, facebookpage and other social media channels. Do this regularly. Remind donators they can donate money incognito, if they don't want their name to show up in the transaction list. ### By credit card 💳 Invite your potential donors to go to your collective page (e.g. ). There, they can make a one time or recurring donation using their credit card. Note: there is a 4% or 6% platform fee + credit card fees (see [Stripe](https://stripe.com/pricing)). ### By PayPal Invite donors to go to your collective page. In the contributing process, there will the option 'donate with PayPal'. The usual PayPal fees apply. ### By bank transfer 🏦 Bank transfers are only available for one time donations. The donor can first select a non recurring tier on your collective page and then they will get the option to make a bank transfer (they can also directly go to /donate, e.g. [https://opencollective.com/youthforclimate/donate](https://opencollective.com/youthforclimate)). They will then receive by email the instructions to make the bank transfer to the bank account of the fiscal host along with a unique `OrderId` so that we can properly allocate the money to your collective when we receive it. All For Climate charges a 4% or 6% platform fee on all donations. More on [pricing](/services/pricing). When collectives apply for grants of subsidies, there is more back office work. We take care of the paperwork and are responsible for signing contracts. This is why we charge 6%, 8% or 10% for grants. More on [grant pricing](/services/pricing). {% hint style="info" %} You can directly append the amount of the donation to the `/donate` url, e.g. [https://opencollective.com/youthforclimate/donate/20](https://opencollective.com/youthforclimate/donate/5) to ask for a €20 donation, or to ask for a €5 monthly donation. {% endhint %} ## Tips 💡 * Nobody wants to be the first (is it safe? Is it the official account?), so ask people from your community to chip in, even the smallest possible amount. * Add to your email and newsletter signature a link to donate to your collective * Try to get people to make a recurring donation. It will add up over time and it will give you a recurring revenue to plan your activities. If they support you today, they will likely want to support you tomorrow. But they won't go through the process of donating again. So better to get them directly on a recurring tier so that they can set it up once and forget about it (they can cancel anytime). ## **PLATFORM TIPS?** With every donation there is a default optional tip of 15% to the platform we use for our fiscal hosting activities. This platform is called Open Collective. You can find more info on [Open Collective here.](https://opencollective.com) Please note this tip is optional. To remove it, you have to select "edit" and "I don't want to contribute". We recommend informing your donors about this as well.
## FAQ #### What if a donor is asking for our bank details first? If they can't follow the usual process (see above), we recommend you to do it for them. Make a one time donation to your collective as a "new organization" (and enter their name and website url) and select "bank transfer" as the payment method. You will receive the email with all the instructions that you can then simply forward to them. All our bank details are also [here](/donations), but watch out, if they make a donation without an `OrderId`, it will be considered as a donation for all collectives for climate justice that we are hosting. **Can our donors be refunded if they made a mistake?** Yes, they can always be refunded easily. The admins of your collective are able to approve refunds for up to 30 days from the date the donation was made, as long as the payment provider supports the transaction. After that point, donations can only be refunded by Fiscal Host admins (All For Climate). # How to spend the money on your balance How to use the money of your collective? Below you can find instructions on how to spend money from your collective balance. Tracking and tracing expenses via Open Collective makes it all very easy: everything is transparent, and reports are automatically generated. **Reminder**: All for Climate has an unincorporated partnership with all collectives. Collectives operate with autonomy on their budget and full ownership of their projects. **This means you can never invoice or bill All for Climate for activities within your collective**, as we do not have ownership of your activities. They are part of your collective, not of All for Climate. ### QUICK CHECKLIST Are you ready to submit your expense? Please have a final look if everything on this checklist is included. * [ ] The invoice is [not addressed to A4C](#option-2-invoices) * [ ] I am not using my own account to [pay back someone else](https://docs.opencollective.com/help/expenses-and-getting-paid/submitting-expenses/nviting-a-third-party-to-submit-an-expense) * [ ] I did not upload a bank statement or quote request * [ ] The invoice has a [tax mention](#option-2-invoices) * [ ] The invoice mentions all [data of the supplier](#option-2-invoices) * [ ] I did not upload an order confirmation * [ ] I uploaded the invoice in the currency mentioned on it (and used the built-in converter) ## BASICS These are the basic steps in spending the money on your collective balance: * Someone submits an [expense](https://docs.opencollective.com/help/expenses-and-getting-paid/submitting-expenses). * There are two main types of expenses: * **Reimbursements of a prepaid purchase (with receipt of payment)** * **Invoices for paid services provided to the collective** * A Collective admin (someone on your team) approves it. * All for Climate reviews the submitted expense (confirms that the expense meets legal and fiscal requirements, e.g. having a valid receipt, a clear picture, that the amounts match, the invoice is legally valid, etc.) * They get paid. ## STEP 1: SUBMIT YOUR EXPENSES Any member of the collective that spent money, can submit an expense to the collective page by uploading a receipt or an invoice as proof of payment.
### Option 1: Receipts/reimbursements 🛒 Receipts are for things that you buy for the community and for which you need to be reimbursed. Think of groceries, printing flyers, paint for banners etc. **Make sure that you keep the receipt. Take a clear photo of it** (make sure it's clearly and easily readable) and submit it to your collective (click on "submit expense" on your collective page). A valid expense must contain the name and address of the vendor, the amount, the date, and the description of the items purchased, with any sales tax (such as VAT) clearly defined. [More info here](https://docs.opencollective.com/help/expenses-and-getting-paid/submitting-expenses). ### Option 2: Invoices 📄 Invoices are used to pay people for a service (a vendor, a company, a freelancer). They directly charge the admins of the collective for this service. When you upload an invoice, you are considered an **independent contractor or freelancer.** The invoice needs to contain following essential information: * The invoice cannot be addressed to All for Climate (they did not do a service for A4C). * You have to include the legal name of the collective admin and their legal address (usually the person in the collective that has the relationship with the vendor). * The invoice must include the legal name, address, and tax number of the beneficiary (the vendor or freelancer who issues the invoice). * **The invoice must include a sales tax rate** or, if you are not obliged/allowed to charge VAT, a reference to the law that clarifies that. See below for more on VAT. * Finally, just in case, make sure that you can of course legally issue invoices (you are a registered freelancer or company). We advise you to use qualified accounting software for your invoices, as they make it easier for the details above to be included on your invoice in a way that is legally accepted in your country. If needed, we also have a [useful template ](https://docs.google.com/spreadsheets/d/1u7DbIhKYRGD6-vgvogNqgvyHJpbHJKB_H-QE0eWY-1I/edit#gid=0)to create an invoice that is checked for validity in Belgium (where All for Climate is registered), but please double check that it is also legal in your country. ### More on VAT The Value Added Tax, or VAT, in the European Union is a general, broadly based consumption tax assessed on the value added to goods and services. It applies more or less to all goods and services that are bought and sold for use or consumption in the European Union. Thus, goods which are sold for export or services which are sold to customers abroad are normally not subject to VAT. [Read more details about VAT on the dedicated webpage of the EU](https://taxation-customs.ec.europa.eu/what-vat_en). #### Do I have to charge VAT on my invoices? VAT is charged at the point of sale. In short, this means that if you are the legal entity that issues an invoice, you should charge VAT according to what the law says in the country your legal entity is registered. Double check the following with an accountant in that country: * If you are registered for VAT (i.e. if you have a VAT number) then you most likely have to charge the standard VAT rate in your country. Make sure you know the conditions under which you need to register for VAT in your country (and would therefore be obliged to charge it). * If your VAT rate is 0, then include a reference to the law that clarifies that (why your tax rate is 0?) on your invoice. * If you are not obliged or allowed to charge VAT (in many countries this is different from a VAT rate of 0% so make sure to double check that as well) then include a reference to the law that clarifies that. * If you are registered in any EU member state, any qualified accounting software can ensure your invoices are valid and help avoid double taxation. Usually if you add your VAT number and the one of your client (or specify that the client does not have a VAT number), the software will calculate the appropriate tax rate automatically. * If you are based outside of the EU, then you are obliged to charge VAT, declare it and pay it to the EU. You need to register in the [One Stop Shop](https://vat-one-stop-shop.ec.europa.eu/one-stop-shop_en) the EU has created for that purpose in order to do that. Please visit the website and carefully read the instructions on this page. Be mindful that this only applies to legal entities outside the EU. If you are based in the EU then there is specific legislation you should follow. * Always (ALWAYS) double check with an accountant who would know the relevant sales tax laws in the country you are registered, as well as be experienced in international trade (specifically with Belgium and/or the EU). **What if there is no VAT on my invoice?** Often e.g. US tech companies don't charge VAT on their invoices (subscriptions, website hosting, etc.) because US does not have VAT. However, since they are servicing someone in Europe you do need to pay VAT via a special tax declaration if you are a legal entity. However since your collective is not a registered you cannot do that. As a result, we ask you to subscripe in your own name and claim the money back as a reimbursement. ### Payout methods and details We can pay back expenses or pay invoices via bank transfer or PayPal. Every payout method has to include the name of the person being reimbursed. ## STEP 2: GET YOUR EXPENSES APPROVED When a member of the collective submitted an expense (receipt or invoice), its status is `PENDING`. An email is automatically sent to all the administrators of your collective to invite them to approve it (or comment on it to ask for more information). **The fiscal host has no decision making power on approving your expense** (the administrators of your collective are the ones that know you better, are closer to what you do and can better tell if this or that expense is a valid one and helps the collective fulfill its mission). ## STEP 3: GET PAID Once approved and if there is enough balance to cover for it in your collective, your expense will show up in the list of expenses that are `READY TO PAY` . One of the administrators of the fiscal host () goes through this list every week and reimburses the approved expenses. As long as the receipt/invoice is legal and approved by one of the admins of your group and comply with the transparency and accountability rules (i.e. it is not a lump sum amount sent to an intermediary to hide how the money is spent), it will be paid. Once the payment is done, the status of the expense will go to `PAID` and the balance of your collective will be automatically updated. Note: whenever you edit your expense, its status will go back to `PENDING` so that the admins can review it again. Once paid, an expense can only be edited by the administrators. {% hint style="info" %} Once your collective grows, we recommend you to define your own expense policy so that everyone in your community knows what can be expensed, up to what amount and who gets to approve expenses. You can also create sub collectives for different working groups and each can have their own administrators to approve their expenses. See for example the [expense policy of XR-Belgium](https://docs.extinctionrebellion.be/finance/expense-policy). {% endhint %} ## FAQ #### To whom should we address invoices? They need to be addressed to the collective and use the address of any of its members (usually the person in the collective that has the relationship with the vendor). #### How many expenses can we claim in one time? You can upload up to 15 different tickets on one expense. You do not need to create a different expense for every ticket you need to see reimbursed. #### Can we hire people? Only as contractors (freelancers). They need to be able to submit an invoice. #### Can bank statements serve as proof of payment? We cannot approve bank statements as proof of payment. We need valid receipts or invoices to process a payment. #### Can we sumbit upfront payment as expenses? For every expense we need a proper proof of payment as in either a valid receipt or invoice. We cannot process advances of payment if there are no receipts or invoices. **What if someone finds it difficult to claim an expense or does not want to work with Open Collective?** You can also prepare expenses for other people/organisations that need to be reimbursed. More on how to invite a third party to submit expense step by step can be found [here](https://docs.opencollective.com/help/expenses-and-getting-paid/submitting-expenses/nviting-a-third-party-to-submit-an-expense). There is also a general step-by-step guide from Open Collective on how to submit expenses [here](https://docs.opencollective.com/help/expenses-and-getting-paid/submitting-expenses). #### Can we spend the money outside of Europe? Spending money outside of the Eurozone is difficult. To EU countries with different currencies (Sweden, Poland, etc.) we do not experience issues, but if you need to buy a product from elsewhere (e.g. an online subscription), one of you will have to pay for it and then submit it as a reimbursement to your collective. In all cases, we highly recommend to spend the money of your collective in the local and sustainable economy. Read more on this [here](/collectives/spending-money/sending-money-to-non-european-countries). #### Can I ask to be reimbursed for less than the amount of the expense? Yes. When you file the expense, you can enter any amount lower or equal to the amount visible on the actual receipt. This is useful when you go grocery shopping and you end up with a total bill with things for your collective and things for you. #### What about VAT reimbursements? To keep the administrative overhead to a minimum, your collective can only receive donations (on which there is no VAT), and you cannot get the VAT back from the purchases that you are making. Whenever a vendor needs to issue an invoice to your collective they need to add the VAT as if they would invoice you as an individual. #### What payment methods do you support? The fastest and most versatile one is PayPal as it allows us to click on button and the payment is made. If PayPal fees apply, they are paid by the collective (see [PayPal fees](https://www.paypal.com/be/webapps/mpp/paypal-fees?locale.x=en_BE)). Otherwise, the second best option is doing a simple European SEPA wire transfer using your IBAN number. # Sending money to non-European countries ### The default **The default rule is:** All for Climate does not send money to non-European countries. Exceptions: * **The contactperson has a PayPal account.** In this case we can use PayPal. The fees will be paid by the collective budget. The amount will show when the payment is made in the expense. The conversion rate is set by PayPal and we can not change this. * **The contactperson has an IBAN number or equivalent.** ### Solutions When collectives work with local citizens in non-European countries, and want to support them financially, they can find intermediaries located the EUR zone to help send funds.\ \ Yet the basic rule still applies: no payments without valid receipts and proof of payments. ### Follow this process for VLEs 1. Create **a valid invoice** for your VLE (=volunteer living expense). More info on valid invoice [here](/collectives/spending-money) Invoices are used to pay people for a service (a vendor, a company, a freelancer). They directly charges the collective for this service. When you upload an invoice, you are considerated an **independent contractor or freelancer.** The invoice needs to contain following essential information: * The invoice must be billed to the Collective (including one of the Admin and his/her legal address - usually the person in the collective that has the relationship with the vendor). ***There can be no mention of All for Climate on the invoice.*** * The invoice must include the name, address, Tax number of the beneficiary * **The invoice must include a tax rate and a VAT reference.** If your tax rate or VAT is 0, the invoice must include a note about this (why your tax rate is 0?) 2. Follow up with any other administration required by your collective (e.g. goal setting, mission, what will you use this money for etc.) 3. Find a contact person in Europe who is willing to operate as an intermediary 4. Send all the necessary documentation to this person (invoice, other administration). 5. When this contact person has received all this documentation, he/she/they can transfer the money. Keep the proof of transfer, preferably an email with very clear proof of amount and fees. 6. The contact person creates an expense on the collective to be reimbursed. **This expense includes: original invoice, other relevant documents, clear proof of transfer and fees** 7. When the admin of the collective has approved and all documentation is ok, reimbursement happens within a couple of days. ### Follow this process for expenses and reimbursements 1. Gather all the valid/legal receipts and tickets of your expenses, take clear pictures of them or download them. If you have an agreement with your collective, make sure you have this filled out and signed. 2. Find a contact person in Europe who is willing to operate as an intermediary 3. Send all the necessary documentation to this person (all receipts, tickets, agreements, everything you have). 4. When this contact person has received all this documentation, he/she/they can transfer the money. Keep the proof of transfer, preferably an email with very clear proof of amount and fees. 5. The contact person creates an expense on the collective to be reimbursed. **This expense includes: receipts, tickets, agreements, other relevant information, the proof of transfer, and clear view on fees.** 6. When the admin of the collective has approved and all documentation is ok, reimbursement happens within a couple of days. For more detailed info on uploading expenses, look [here](/collectives/spending-money) # Third party grant opportunities #### A transparent way to support grassroots initiatives Foundations, institutions, and other donors often struggle to support small, grassroots movements. Many of these initiatives don’t have their own bank account or central administration. They may also lack the capacity to navigate lengthy application processes or fulfill complex reporting requirements. Through All for Climate, donors can easily provide financial support while receiving clear, reliable reporting on how the money is used. This allows project leaders to focus on their work instead of setting up their own non-profit entity. All for Climate ASBL supports **initiatives for a regenerative future across Europe**. This enables groups to access funding quickly by submitting their expenses with proof of use — making the process simple, transparent, and empowering. It feels like magic 💫 **Foundations and government agencies that have already donated to various collectives on All for Climate:** * [Climate action engagement Fund](https://caneurope.org/climate-action-engagement-fund-call-now-open/), provide financial support to organisations and groups promoting just transition and climate justice in the European Union. * [European Climate Foundation](https://opencollective.com/european-climate-foundation) * [Erasmus+](https://erasmus-plus.ec.europa.eu/opportunities/opportunities-for-organisations), project-based support for organizations collaborating across Europe. * [Climate Emergency Fund](https://www.climateemergencyfund.org/), support the brave citizens waking up the public to the climate emergency. * [Patagonia](https://www.patagonia.com/how-we-fund/international-grant/), supports grassroots activist organizations that have direct-action agendas and are working on strategic, multipronged campaigns to preserve and protect our environment. * [The Pollination Project](https://thepollinationproject.org/pre-screen-quiz/), seeks to unleash goodness and uplift volunteers all over the world. Their grants are designed to kickstart a volunteer’s or grassroots organization’s work and give you the lift your project needs to thrive and grow. * [FundAction](https://fundaction.eu/), brings together a growing community of grassroots activists across Europe who decide together what gets funded. * [Guerrilla foundation](https://guerrillafoundation.org/what-we-fund/), prioritise applications from grassroots groups which are mainly led by people with direct, lived experience with the issues they work on. The groups we fund usually have annual budgets under €150K and don’t have access to long-term, regular and/or institutional funding. * [Actie Fonds](https://hetactiefonds.nl/en/climate-justice-grants/), movement building for climate justice grassroots groups * Lush Charity Pot, grants provide targeted funding to small, grassroots groups working on urgent issues with a clear impact on the environment, people, and animals. * [UK](https://opencollective.com/redirect?url=https%3A%2F%2Fwww-staging.lush.com%2Fuk%2Fen%2Fa%2Fcharity-pot-funding-guidelines): £100 - £10K * [Germany](https://opencollective.com/redirect?url=https%3A%2F%2Fwww.lush.com%2Fde%2Fde%2Fa%2Fcharity-pot-funding-guidelines): €100 - €5000 * [Portugal](https://opencollective.com/redirect?url=https%3A%2F%2Fwww.lush.com%2Fpt%2Fpt%2Fa%2Fcharity-pot-funding-guidelines): €100 - €3000 * [Spain](https://opencollective.com/redirect?url=https%3A%2F%2Fweare.lush.com%2Fes%2Fcharity-pot-funding-guidelines%2F): €100 - €10K * [Netherlands](https://opencollective.com/redirect?url=https%3A%2F%2Fwww.lush.com%2Fnl%2Fnl%2Fa%2Fcharity-pot-funding-guidelines): €200 - €5000 * [Italy](https://opencollective.com/redirect?url=https%3A%2F%2Fwww.lush.com%2Fit%2Fit%2Fa%2Fcharity-pot-funding-guidelines): €100 - €10K * [Bruss-it - Vlaamse Gemeenschapscommissie](https://opencollective.com/brussit-vgc) * [Greenpeace Belgium](https://opencollective.com/greenpeace-belgie) * [Fondation Charles Léopold Mayer pour le Progrès de l'Homme](https://opencollective.com/fondation-charles-leopold-mayer-pour-le-progres-de-lhomme) * [Celo Foundation](https://opencollective.com/celo-foundation) * [The Tides Foundation](https://opencollective.com/the-tides-foundation) * [Gower Street](https://opencollective.com/gower-street) * YOU! **Some use cases:** * European Climate Foundation and Gower Street fund a collective to reimburse printing expenses for grassroots climate movements in the UK. [More info](/archived/ad-hoc-funding). * [Brussels Mobility](https://opencollective.com/brussels-mobility) supports a micromobility center and a citizen initiative to build a custom bicycle shed ([The Citizen Bike Garden](https://opencollective.com/citizenbikegarden)) If you know about other grant opportunities and you want to share with the community, let us know! **Read more about the steps to apply for a third party grant as a collective** [**here**](/collectives/how-to-apply-with-your-collective) # Fundraising with Patreon How to set up a Patreon page for your collective that works with Open Collective ## Can you combine Patreon and Open Collective? You bet! Do you love the magic of fiscal hosting that Open Collective provides for your creative initiative to manage your finances with ease and transparency, but feel like you’re missing out on the massive outreach and integrations with other tools (like discord) that Patreon offers? Well, you can combine the two and get the best of both worlds! Here’s an 8-step guide on how to set-up a new Patreon page for your collective from [Future Diaries](https://futurediaries.show/): 1. **Sign-up** and set up your page on patreon.com. The basics are pretty much self-explanatory, especially if you already have your branding in place. 2. Add your **tiers**. The guidelines, examples and templates from Patreon according to the type of initiative you have can help a lot to come up with perks for your patrons - the main way to get and keep recurring donations on Patreon, which is the whole point.\ At Future Diaries we offer early access to our episodes, bonus episodes and exclusive privileges on our new [discord](https://discord.gg/BeVatamWe3) server. 3. **Merch** - one of the coolest things Patreon offers now. It costs a bit extra but the additional perks you can offer to your patrons without having to worry about production and shipping may motivate some patrons to maintain a recurring membership. If you’re just starting out you may want to leave this for later though. 4. **Getting paid** - this is the trickiest part for combining Patreon with Open Collective. Close communication with your fiscal host is key here! After selecting your payment schedule and currency, editing your payout settings is where you want to pay attention. * You need to select “**corporation**” (not individual) in the how you are set up section, as the legal entity behind your collective in the face of law is your fiscal host. You also need to select whether you are a US citizen or resident or not. * **Payout method** - here’s another tricky one. Patreon can use two payment gateways for the payouts: PayPal or Payoneer. The latter is slightly cheaper and can get the money straight into a bank account, but unfortunately requires the bank account to be on the same name as the registered user and doesn’t allow multiple users so we can forget about it.\ At the time this is written, PayPal is our only option. Coordinate with your fiscal host to ensure they have (or are willing to open) a **PayPal Business** account and use their PayPal email address for the payout.\ Do not use your personal PayPal account for the payout if you intend to get the funds from Patreon managed through Open Collective for your initiative, which I assume is the reason you’re reading this. And, by Loki, do not even consider getting the payout to your own PayPal account, then depositing the funds to your Open Collective in order to… get payouts from Open Collective for your expenses back to your PayPal account or something, as this can easily be misunderstood as money laundering by your tax office! * Speaking of **taxes**. My, oh my, will the red tape ever end? At Future Diaries we feel lucky that our fiscal host is All for Climate, as communication with our host is a breeze.\ As mentioned before, you will need to keep closely in touch with your fiscal host about this, as you will need their legal data to fill in a W-8BEN-E form from within your Patreon settings. This is required before getting any payouts processed and you also have to wait a week after signing this form (still within Patreon) before issuing any payout. But why hurry? 5. **Page settings**. Yey, we’re done with the red tape! Kinda… Here you need to specify the creator, which is the individual who will be managing the Patreon page. I guess this is you reading this, so… Hi!\ Make sure to type your name exactly as it appears on your passport and select the correct country of residence (where you pay taxes as an individual). You may want to also add the legal address of your fiscal host at the “Local business” field, but that’s up to you. The rest of the settings here is branding, so you got this. 6. There is also an **Advanced** tab where you can customise your welcome notes per tier, add a description for the financial goals of your initiative and create special offers.\ But essentially you are now done setting up your Patreon page and can hit that burning “**Launch**” button! Just don’t be surprised if you don’t see your page launched immediately, as it needs to be checked by Patreon first, to ensure all the legal data you provided in the previous steps with your favourite beverage in hand is sound. They’re quite fast though; it usually takes just a day. 7. *So how do I get paid?*\ Hold your horses… You might wanna spend some time promoting your new page around first. Trust me, this may take quite some time.\ But, hey, once you have some cash on your Patreon page, eager to be set free, login to your account and go to Income -> Payouts. There is a withdraw button right there, next to your current balance. Clicking on it will issue the payout straight into your fiscal host’s PayPal account.\ The payout usually takes no more than a day, but you need to be in close touch with your fiscal host! Let them know you’ve issued a payout from Patreon and specify the exact amount (keep in mind the Patreon fees as well as the 1€ cost of the payout), as Patreon doesn’t indicate anything on the transfer to help your fiscal host figure out it’s for your collective. Then your fiscal host will follow your usual procedure for depositing the funds to your Open Collective account and the rest is history. 8. *That’s awesome! How can I thank you?*\ You’re welcome! And, it’s obvious: [patreon.com/futurediaries](https://www.patreon.com/futurediaries) This short guide comes from Antonis, an… Intertemporal Glider from Future Diaries! # FAQ ## FAQ #### How can I contact you for more information? You can always contact us via .\ Is your question more complicated, we can always schedule a call on Zoom to get through it easily. #### Can I use other crowdfunding websites to raise money? Yes but to reduce the administrative overhead, we ask you to do a payout from that crowdfunding platform up to once a month to the paypal account of the fiscal host. It will show up as one entry in your public ledger on your collective page (e.g. “December donations on Chuffed.org / GoFundMe / ...”). Individuals who donated through such external platform, won’t show up as financial contributors. #### What if a donor is asking for our bank details first? If they can't follow the usual process (see above), we recommend you to do it for them. Make a one time donation to your collective as a "new organization" (and enter their name and website url) and select "bank transfer" as the payment method. You will receive the email with all the instructions that you can then simply forward to them. All our bank details are also [here](/donations), but watch out, if they make a donation without an `OrderId`, it will be considered as a donation for all collectives for climate justice that we are hosting. #### What is a legally valid expense? A valid expense must show the legal name and address of the vendor, the amount, and the date. Check our page on [How to spend money](/collectives/spending-money) for all the details #### What about VAT? There is no VAT on donations and we don’t get the VAT back on purchases. Other questions on VAT, please check our page on [How to spend money](/collectives/spending-money). #### Who is behind the legal entity? The entity was founded by people behind XR Brussels and Antwerp. The statutes of the non profit are publicly available [here](https://drive.google.com/open?id=1tuwuChvVC9XRTgQdyukEQB8nmp4Pus89). They had to be in French to respect Belgian’s laws, but we prepended them with a TLDR in English. The governance follows the rules of sociocracy and the [10 principles of Extinction Rebellion](https://extinctionrebellion.gitbook.io/docs/principles-and-values). Our board is gender balanced and we actively mitigate for power. #### Can I join this legal entity? Absolutely. This entity belongs to the community. As stated in the [articles of incorporation](https://drive.google.com/open?id=1tuwuChvVC9XRTgQdyukEQB8nmp4Pus89): “Effective members are elected annually by the community (defined as any member of any collective that is an adherent member of the association) through an “election without candidates” that will ensure a good gender and, if possible, age and regional balance. To mitigate for power, new members are favored over existing ones. They have full powers over the association.” #### How can I contribute? We are looking for accountants and lawyers but also for rebels who just want to help. Please reach out by sending an email to with a quick word about you, your availabilities and what you’d love to do. You can also contribute financially by [making a donation to our collective](https://opencollective.com/allforclimate-collective/donate). #### What is the bank behind it? We are using a sustainable bank: [VDK in Ghent](https://www.vdk.be/nl/welkom-bij-vdk-bank). #### How are you financing the cost of running this entity? We have a passionate team behind All For Climate who have been volunteering since a few years. Thanks to generous grant from the Climate Emergency Fund and some small profit from the host fee, we manage to cover the operating expenses (accounting, legal, platform fees …) and one person to spend some time to do all the administrative work (so that you don’t have to). You can always help us by [donating to our collective](https://opencollective.com/allforclimate-collective/donate) as well. #### What is the contract between your group and that entity? Here is the [contract ](https://docs.google.com/document/d/10FAS12AshqMGjoMp8FPF9AJll3i-iUh1lOVcVuGAoVA/edit?usp=sharing)that binds your local group to that non profit entity. At least two of you will have to sign it (can be done electronically) but we recommend sharing the responsibility and getting as many people on board as you want. #### What is the legal status of our group? Your group remains a fully independent unincorporated partnership. #### What if one of our admins decides to leave our collective? On the platform you can always change admins and we advice rotation to share responsibility and power. However, note that the people who signed to contract remain oficially responsible. If you make a change, we advice to contact us and sign the contract again with the latest admins. #### Can we leave that legal entity? Anytime. But you will first have to empty the balance that you have. You can do so either by filing expenses / receipts or by making a donation of the balance to another non profit organisation that is also supporting initiatives for climate justice. #### Can we also start such legal entity in our country? Yes please. You should totally consider doing this if you have the capacity. We will actively help you. The more decentralized we are, the more resilient we will be. #### What about other currencies? Right now we only support euros. For other currencies, we invite you to consider creating another legal entity that can act as a fiscal host (see question above). #### What is Open Collective? It’s the platform that we are using to keep track of the balance of each group. It also provides a profile page to make it easy for your group to file expenses, approve them and know at all times how much money you have in your account. It’s [open source](https://github.com/opencollective/opencollective) but we are using the hosted version on [opencollective.com](https://opencollective.com/). ## Resources * [Articles of incorporation of All For Climate ASBL](https://drive.google.com/open?id=1tuwuChvVC9XRTgQdyukEQB8nmp4Pus89) # Clean up inactive collectives 🧹 Policy on the Cleanup of Inactive Collectives ***Effective Date:** January 1, 2025*\ ***Reviewed Annually:** Every January*\ ***Owner:** All For Climate (A4C) ASBL*\ ***Implementer**: All For Climate Back Office supports person or team*\ ***Relevant Clause:** Clause 6.1 of the Cooperation Agreement*\ ***Needed data:** List of collectives with date of last activity + e-mails admins (export from OC)* ### 🎯 Purpose {% hint style="info" %} This policy ensures that All For Climate maintains an active, transparent, and impactful ecosystem of collectives. It outlines the annual process for identifying, reviewing, and archiving collectives that have become inactive and clarifies the procedure for the redistribution of unused funds to collectives that are still very much active. {% endhint %} *** ### 📅 Annual review process **Timing:** Every January **Criteria for Inactivity:** * No expenses paid out in the past 12 months * No visible activity or engagement * No recent updates or communication from the collective *** ### ✉️ Communication flow Collectives identified as inactive are contacted through a four-step email process: #### **Step 1: Initial contact (early January)** * **Email 1** is sent to collectives with **a zero budget**. * **Email 2** is sent to collectives **with remaining funds**. * Collectives are asked to confirm whether they are still active. * If closing, they are requested to archive their collective and confirm by email. **For collectives with remaining funds**, they are given **three options** to allocate their balance: 1. Upload valid receipts for eligible expenses 2. Donate to another collective hosted by A4C 3. Donate to the A4C Treasury (used for emergency/extraordinary initiatives) **Deadline to respond: 30 days** *** #### **Step 2: First reminder (30 days dater)** * **Email 3** is sent as a follow-up. * The collective is reminded of the options and deadline. * They are informed that failure to respond will result in the collective being archived and the remaining funds being moved to the A4C Treasury, in line with **Clause 6.1 of the Cooperation Agreement**. *** #### **Step 3: Final notice (60 days after first email)** * **Email 4** is sent as a final notice. * A4C will unhost the collective and reallocate any remaining funds to the A4C Treasury. * Collectives are invited to reapply if they wish to reactivate their project in the future. *** ### 💶 Handling of remaining funds * **Collectives with zero balance:** Automatically archived if no response after 60 days. * **Collectives with funds below €1,000:** Funds are moved to the A4C Treasury after 60 days of no response. * **Collectives with funds above €1,000:** * An **additional outreach round** is made via social media or other platforms. * If still no response after **6 months**, the funds are moved to the A4C Treasury. *** ### 📌 Additional notes * **Transparency:** All reallocations to the A4C Treasury will be logged transparantly on A4C's OC profile. * **Grace Period:** Collectives that reply late may be given a 14-day grace window to act, at A4C's discretion. * **Equity Consideration:** If there are signs the collective supports a marginalized community or has faced barriers to digital communication, additional effort may be made to reconnect before archiving. *** ### 📜 Reference: Clause 6.1 from the Cooperation Agreement *In cases where a collective becomes inactive and unresponsive for an extended period of time, All For Climate reserves the right to archive the collective and reallocate any remaining funds to the A4C Treasury to be used for aligned initiatives, as defined by the community.* *** ### 📨 Contact For questions or clarifications, contact us at **** To reapply, visit: [**opencollective.com/allforclimate/apply**](https://opencollective.com/allforclimate/apply) ### **E MAILERS** * **Email 1** COLLECTIVES WITH ZERO BALANCE \ \ **Is your collective still active?** Dear Admin of Collective xxx (link collective) We noticed that you have not paid out any expenses for over a year and your balance is on zero. We are therefore checking in to see if you are still planning any activities? It appears from the outside that the collective is inactive and we are going through a big review of all collectives of A4C. * YES we are still very much active!🌞If you plan to continue working on the project in the near future, please respond to this message to let us know. * NO we want to close our collective!😶‍🌫️If you wish to close your collective, please archive your collective and let us know by replying to this message. 💡 **Please respond within 30 days.** If we do not hear from you, your collective will be archived following clause [6.1. from the Cooperation Agreement](https://docs.google.com/document/d/10FAS12AshqMGjoMp8FPF9AJll3i-iUh1lOVcVuGAoVA/edit?usp=sharing). Warm regards All for Climate team🌻 * **Email 2**
#### Is your collective still active? Dear Admin of Collective xxx (link collective) We noticed that you have not paid out any expenses for over a year and are therefore checking in to see if you are still planning any activities? It appears from the outside that the collective is inactive and we are going through a big review of all collectives of A4C. * YES we are still very much active!🌞If you plan to continue working on the project in the near future, please respond to this message to let us know. * NO we want to close our collective!😶‍🌫️If you wish to close your collective, please archive your collective and let us know by replying to this message. Still have remaining funds? There are 3 options: 1. Spending the remaining funds by uploading [valid receipts](https://docs.allforclimate.earth/collectives/spending-money). 2. Donate to any [other collective](https://opencollective.com/allforclimate#category-CONTRIBUTIONS) hosted by All For Climate (simply go to the collective of your choice and donate in the name of your organisation). 3. Donate the funds to the [Treasury](https://opencollective.com/allforclimate/projects/treasurya4c) of All for Climate. The treasury of All For Climate is used for emergency and extraordinary initiatives that directly benefit A4C, after a proposal is presented and approved. 💡 **Please respond within 30 days.** If we do not hear from you, the remaining funds will be transferred to the treasury of All for Climate (see above). In that case, your collective will be archived. Warm regards All for Climate team🌻 * **Email 3**
#### Reminder: Is your collective still active? Dear Admin of Collective xxx We are following up on our initial email, which was sent on xxxx. As we did not receive a response within 30 days of sending the first email, we request once more to share your future plans or we will end the fiscal sponsorship relationship, per our terms of fiscal sponsorship ([here](https://docs.google.com/document/d/10FAS12AshqMGjoMp8FPF9AJll3i-iUh1lOVcVuGAoVA/edit?usp=sharing)), and unhost your collective. * YES we are still very much active!🌞If you plan to continue working on the project in the near future, please respond to this message to let us know. * NO we want to close our collective!😶‍🌫️If you wish to close your collective, please archive your collective and let us know by replying to this message. Still have remaining funds? There are 3 options: 1. Uploading a valid receipt and spend the money. 2. Donate to any [other collective](https://opencollective.com/allforclimate#category-CONTRIBUTIONS) hosted by All For Climate (simply go to the collective of your choice and donate in the name of your organisation). 3. Donate the funds to the [Treasury](https://opencollective.com/allforclimate/projects/treasurya4c) of All for Climate. The treasury of All For Climate is used for emergency and extraordinary initiatives that directly benefit A4C, after a proposal is presented and approved. 💡 **Please respond within 30 days.** If we do not hear from you, the remaining funds will be transferred to the treasury of All for Climate (see above). In that case, your collective will be archived following clause [6.1. from the Cooperation Agreement](https://docs.google.com/document/d/10FAS12AshqMGjoMp8FPF9AJll3i-iUh1lOVcVuGAoVA/edit?usp=sharing). Warm regards All for Climate team🌻 * **Email 4**
#### Archiving your inactive collective Dear Admin of Collective xxx We are following up on our 2 previous emails, which were sent on xx/12/2024 and 27/01/2025 (see below). As we did not receive a response within 60 days of sending both emails, we will end the fiscal sponsorship relationship, per our terms of fiscal sponsorship ([here](https://docs.google.com/document/d/10FAS12AshqMGjoMp8FPF9AJll3i-iUh1lOVcVuGAoVA/edit?usp=sharing)), and unhost your collective. The remaining funds of your collective will be transferred to the [Treasury](https://opencollective.com/allforclimate/projects/treasurya4c) of All For Climate as communicated in the previous emails. If you still would like to keep this project active, you can always reapply for fiscal hosting through this link - [opencollective.com/allforclimate/apply](https://opencollective.com/allforclimate/apply) Thank you for being part of All For Climate. Please let us know if you have any questions. We can be reached directly at . Warm regards All For Climate team🌻 # Unknown Donations 💸 Policy on Unknown Donations ***Effective Date:** June 2025*\ ***Owner:** All For Climate (A4C) ASBL*\ ***Implementer**: All For Climate Back Office supports person or team*\ ***Reviewed:** Annually, or as needed*\ ***Contact:** * ### 🎯 Purpose {% hint style="info" %} This policy governs how All For Climate (A4C) handles financial contributions received directly via bank transfer that are **not correctly linked** to a specific collective through the Open Collective platform. The aim is to ensure transparency, fairness, and consistent communication while protecting the integrity of donation flows and fiscal responsibility. {% endhint %} *** ### 📥 What is an unknown donation? An **unknown donation** is any amount received directly in A4C’s bank account **without a valid reference code** or clear collective identification, making it temporarily unassignable. Examples include: * Bank transfers without using the Open Collective donation flow (and thus reference). * Missing or incorrect reference codes from the OC flow. * Descriptions that mention a general collective name but no matching record is found (we host many different XR groups) * Transfers from unidentified or anonymous donors. *** ### 🧾 Handling process #### **1. Logging the donation** All unidentified donations are: * Logged in a centralized Notion page titled “Unknown Contributions”. * Recorded with available metadata: sender name, date, amount, and any reference message included. #### **2. Matching efforts** The Back Office person attempts to match the donation by: * Searching the Open Collective platform for recent donations of similar amounts. * Reviewing descriptions that may include the collective name. #### **3. Donor outreach** If personal details are available (e.g. organisation name on payment record): * The donor is researched for contact details and contacted and asked to confirm which collective the funds were intended for. Note: only possible with organisations donating #### 4. Collective outreach If there is a reasonable indication of which collective may be the intended recipient, we will proactively reach out to them and ask if they are expecting a donation. If they can confirm: * the expected amount, * the donor’s identity (or a close match), and * the timing of the transfer,\ then we will allocate the contribution accordingly. *** ### ⏳ Holding Period * Donations that **cannot be matched or claimed** are held in an “Unknown Contributions” holding category for **up to 6 months** from the date of reception. * If a donor or collective **claims the donation within this period** and can reasonably verify the intent, the funds will be allocated accordingly. *** ### 💰 Reallocation of Unclaimed Funds {% hint style="warning" %} If no valid claim is made after **6 months**, the donation is: \ \- Reallocated to the **All For Climate Treasury**, in line with our mission to support community initiatives and emergency funding needs. \ \- Marked as resolved in the Notion log with a final status update. {% endhint %} *** ### 📣 Donor Communication & Prevention To reduce the frequency of unknown donations: * A4C will remind all collectives and donors to only donate via their collective’s Open Collective pag**e**, where a unique payment reference code is automatically generated. * This reminder is also published on the A4C docs *** ### ⚠️ Recommendations for Claiming a Donation To claim a donation, a donor or collective admin must: * Specify the intended collective * Confirm the donated amount * Provide proof of payment (bank transfer confirmation or screenshot) → if they step forward themselves and name is clearly different than on bank account * Contact **** *** ### 📘 Transparency * Every unclaimed donations and their resolution will be registered in all transparency on the treasury page of All For Climate on OC * Hence, it will also be included in A4C’s **annual financial reports** *** ### 📝 Amendment & Exceptions All For Climate reserves the right to amend this policy based on volume, fraud risk, or platform changes. Exceptions may be considered in rare cases with sufficient evidence and approval from the Board of All For Climate. *** ### 📨 Contact If you have questions or need help allocating a donation, please contact: **** # Applying for a third party grant 📄 Grant Application Policy ***Effective Date:** June 2025*\ ***Owner:** All For Climate (A4C) ASBL*\ ***Implementer**: All For Climate Back Office supports person or team*\ ***Reviewed:** Annually or as needed* ### 🎯 Purpose {% hint style="info" %} This policy outlines the steps that hosted collectives must follow when applying for grants from third-party funders. It ensures coordination, legal clarity, and alignment with A4C’s values while allowing collectives the freedom to design and lead their own projects. {% endhint %} *** ### 🔄 Summary of key responsibilities | **Collective** | Designs and submits the grant application, informs A4C, leads the project, complies with reporting | | ------------------------- | -------------------------------------------------------------------------------------------------- | | **All For Climate (A4C)** | Provides supporting documents, signs agreements, reviews compliance, holds and transfers funds | *** ### ✅ Eligibility & alignment Before applying for a grant: * The grant opportunity and funder **must align with A4C’s values**, including: * Non-violent, inclusive, and transparent climate action. * No affiliation with extractive, discriminatory, or militarized agendas. * Collectives **must not apply in the name of A4C**. They should clearly state: > "We are a collective fiscally hosted by All For Climate (A4C), a non-profit organization that provides our legal and financial infrastructure." *** ### 📋 Step-by-Step process #### **1. Inform A4C Before Applying** * Email with: * Name of the funder or grant program * Title of your project * Estimated amount and timeline * This avoids **duplicate applications** by other collectives to the same funder and keeps our records up to date. #### **2. Submit the Application** * The collective handles the full proposal, including project design, budget, and narrative. * You may mention A4C’s legal structure if needed. Documents like our [Articles of Incorporation](https://drive.google.com/file/d/1tuwuChvVC9XRTgQdyukEQB8nmp4Pus89/view?usp=sharing) and [banking information](https://drive.google.com/file/d/1yTMRs-QOd3_maN_oeUcg3ULe2QcjsqoL/view?usp=sharing). #### **3. Notify A4C When the Grant Is Likely to Be Awarded** * A call will be scheduled with: * Collective admins * A representative from A4C * Purpose: Review the grant’s requirements, deliverables, timeline, reporting duties, and payment terms. #### **4. Provide the Grant Agreement** * Once the grant agreement is received: * A4C will **review the full contract** for compliance and legal risk. * Any required documents (such as signatures, bank details, or registration certificates) will be provided or completed as needed. * A **Memorandum of Understanding (MoU)** will be drafted by A4C to: * Summarize key obligations (amount, deadlines, deliverables, contacts) * Clarify roles between the collective and A4C * Ensure mutual understanding The MoU must be **signed by at least 2 collective admins**. #### **5. Signing the Grant Agreement** * Once the MoU is signed: * A **board member of A4C** will sign the official grant agreement and any supporting documents required by the funder. *** ### 💰 Allocation & budgeting #### **6. Set Up a Project in Open Collective** * The collective must **create a separate project page** on their Open Collective profile to keep the grant budget separate from general funds. * When the grant funds arrive in A4C’s bank account, they will be allocated directly to this project. #### **7. Grant Fee** * A4C will deduct a **grant administration fee** based on the workload involved. * Pricing is defined under Section B of our [Pricing Policy](https://docs.allforclimate.earth/services/pricing). *** ### 📊 Reporting & Closure #### **8. Compliance and deliverables** * The collective is responsible for: * Executing the project * Meeting all (reporting) requirements from the funder * Respecting the deadlines * A4C does not manage deliverables or implementation. #### **9. Final reporting** * When the project ends, the collective must: * Inform A4C that the project is completed * Share final narrative and financial reports (or budget overviews) * A4C will then sign and submit the final report to the funder, if required. *** ### ⚠️ Important reminders {% hint style="warning" %} Do **not apply for grants using A4C’s name** as the applicant entity without permission. A4C reserves the right to decline signing any agreement that contradicts our legal obligations, values, or capacity. For multi-year grants or those requiring subcontracting, please notify A4C early so we can assess the setup in advance. {% endhint %} *** ### 📨 Questions or Grant Planning Support? Email: ****\ Subject: **Grant Application – \[Your Collective Name]** # Closing your collective ❎ Collective Closure Policy ***Applies to:** All collectives fiscally hosted by All For Climate*\ ***Effective Date:** June 2025*\ ***Owner:** All For Climate (A4C) ASBL*\ ***Implementer**: All For Climate Back Office support team*\ ***Reviewed:** Annually or as needed* ### 🎯 Purpose {% hint style="info" %} This policy outlines the steps to properly close a collective hosted by All For Climate (A4C), ensuring responsible financial management, clear communication, and space for collective continuity when relevant. {% endhint %} *** ### 🔁 Valid closure pathways If a collective decides to close, the admin team must take the following steps: #### 1. **Notify A4C of intent to close** * A written confirmation is required from **all current admins** of the collective. * The confirmation should include: * A short explanation of the reason for closure. * Agreement on what to do with any remaining funds (see below). * This helps ensure transparency and shared decision-making among the leadership. #### 2. **Allocate remaining funds** Collectives can choose one or a combination of the following actions: * Upload [valid expenses](/collectives/spending-money) to spend the remaining funds on the collective’s mission. * Donate the remaining balance to [another collective](https://opencollective.com/allforclimate#category-CONTRIBUTIONS) hosted by A4C. * Donate the remaining balance to the A4C Treasury (used for shared community needs and initiatives). Once the balance reaches €0, A4C will proceed to unhost and archive the collective. #### 3. **Inform your donors** * We recommend informing your contributors—especially recurring donors—about the closure. * You can do this via the Contributors tab in your collective’s dashboard on Open Collective. *** ### ⚠️ Disputed or contested closures To prevent issues where a collective is closed without consultation with the broader movement it represents, the following provisions apply: #### ✅ **Requirement: admin consensus** * A4C will only proceed with closure after **written confirmation from all current admins** of the collective. * This protects against unilateral decisions that do not reflect the intent of the entire collective's leadership team. #### 🧩 **Option: continuation by other members** If people from the movement wish to continue the collective but are not platform admins, they may submit a takeover request: **Takeover request must include:** * A motivation letter signed by at least two individuals involved in the movement. * A clear explanation of: * Their vision for the collective. * Proposed activities and use of funds. * A request to become the new admins. A4C will share the takeover request with the current admins for them to evaluate on a case-by-case basis, with the intention to preserve continuity if there is good faith effort and clear community support. If admins do not object within 10 working days, A4C may approve the new admins and transfer control of the collective. *** ### 🧾 Final review Before officially unhosting the collective: * A4C will verify that: * All funds have been appropriately allocated. * Final communications (e.g. to donors) have been made. * No active grant obligations or legal issues remain. Once reviewed and approved, the collective will be marked as “Archived” on the Open Collective platform. *** ### 📨 Contact for closure or takeover requests All requests related to collective closure or continuation should be sent to: ****\ Subject: **Closure or Takeover – \[Collective Name]** # Dispute Fees 🛡️ Dispute fee policy ***Applies to:** All collectives fiscally hosted by All For Climate*\ ***Effective Date:** November 2025*\ ***Owner:** All For Climate (A4C) ASBL*\ ***Implementer:** All For Climate Back Office support team*\ ***Reviewed:** Annually or as needed* *** #### 🎯 Purpose {% hint style="info" %} This policy outlines how All For Climate (A4C) handles payment disputes initiated by donors through platforms like Stripe or PayPal, and clarifies who is responsible for the related fees. The goal is to ensure fair handling, transparency, and to minimize future disputes through proactive communication. {% endhint %} *** #### 💳 What is a dispute? A dispute occurs when a donor contests a contribution through their payment provider.\ This typically happens when someone intended to make a one-time donation but accidentally subscribed to a recurring (monthly) plan. When a dispute is filed, A4C receives an official notification and must respond by providing: * Details of the original transaction * Our refund policy * Any relevant donor communication In parallel, A4C will reach out to the donor directly to clarify the situation and attempt resolution. *** #### 💸 Dispute fees and responsibility If a dispute is lost, the donor receives a refund, and A4C is charged an additional dispute fee of €15–€20 per case by the payment processor.\ These fees are specific to the collective involved in the disputed transaction. Therefore, the **collective concerned** will be required to **cover the related dispute fee**. *** #### 📨 Process and communication When a dispute is received: 1. A4C will notify the collective involved immediately. 2. A4C and the collective will coordinate on the response and share any useful context or documentation. 3. Once resolved, A4C will inform the collective of the outcome and any financial implications (refunds or fees). This collaborative process ensures clarity and shared accountability. *** #### 🧭 Preventing future disputes To help reduce the likelihood of disputes, collectives are encouraged to: * Clearly communicate the difference between **one-time** and **monthly** donations. * Inform your donors that you are hosted by A4C (they will see thay in their payments overview) * Respond promptly to donor inquiries about payments. *** #### 📬 Contact for dispute-related questions For questions or assistance with a donor dispute, please contact:\ ****\ **Subject:** *Dispute Case – \[Collective Name]* # Rights & responsibilities as admin 👥 Admin Responsibilities Policy ***Applies to:** All collectives fiscally hosted by All For Climate*\ **Effective Date**: June 2025\ ***Owner:** All For Climate ASBL*\ ***Implementer**: All For Climate Back Office supports person or team*\ ***Reviewed:** Annually or as needed - updated July 2026*\ ***Reference Documents:*** * [*Cooperation Agreement*](https://docs.allforclimate.earth/) * [*Spending Money Guidelines*](https://docs.allforclimate.earth/collectives/spending-money) ### 🎯 Purpose {% hint style="info" %} This policy outlines the responsibilities of admins of collectives hosted by All For Climate (A4C). Admins play a vital role in managing their collective's finances, ensuring legal and ethical compliance, and acting as the bridge between A4C and the broader collective community. {% endhint %} *** ### 📌 Who is an admin? An admin is any person listed with administrative rights on a collective’s Open Collective page. Admins: * Represent the collective in financial and in communication matters in relation to A4C. * Have the authority to manage expenses, budgets, and project funds. * Are expected to uphold A4C’s values and legal framework. *** ### ✅ Admin responsibilities Admins of A4C-hosted collectives are expected to: 1. **Maintain at least two active admins** on the collective’s Open Collective page to ensure continuity and shared responsibility. We recommend to have more to share responsibility, have an equal gender balance and to change from time to time. * Admins who leave the collective or no longer wish to fulfill the role should remove themselves from the platform. If needed, they should be replaced by another active admin. Where there is a change in the admin team, the Cooperation Agreement should be updated if necessary, ensuring that the two active admins are the individuals covered by the signed agreement. * Admins monitor whether the contact details of fellow admins remain valid and that all listed admins remain reachable. An admin whose email address is no longer functional or who cannot be contacted is considered an inactive admin and should be removed or replaced. * A4C will conduct an annual review of admin contact details to help keep collective admin information accurate and up to date. If an admin's email address is no longer active or the admin cannot be reached, the collective will be asked to update the contact details, remove the inactive admin, or appoint a new active admin if needed to maintain the minimum requirement of two active admins. *A4C will contact the affected collectives by email, allowing 30 days to respond and update their admin details. If there is still no response after a reminder and an additional 30-day period, A4C may remove the inactive admin's access to maintain accurate and secure platform records.* * Each individual admin must use their own personal admin account. One person should only be connected to one admin account to ensure transparency, traceability, and accountability. Shared accounts or multiple accounts for the same person are not permitted. 2. **Sign the Cooperation Agreement** with A4C. Any newly added admin must notify A4C and sign the agreement upon joining the admin team. There will also be another onboarding call to inform the admin about the platform, legal aspects etc. 3. **Inform A4C of key changes**, including: * Any change in the admin team. * If the collective becomes inactive or intends to close. * Any major initiative (such as grant applications). 4. **Review and approve expenses**, ensuring they: * Comply with A4C’s [spending requirements](https://docs.allforclimate.earth/collectives/spending-money). * Include proper documentation (receipts, invoices, etc.). * Are aligned with the collective’s purpose and mission. 5. **Not approve their own expenses**. Expenses must be reviewed by another admin to ensure financial transparency and avoid conflicts of interest. 6. **Create projects** on the collective page when receiving large grants or funding for specific initiatives, in order to manage budgets transparently. 7. **Attend to deadlines and reporting requirements**, especially for grants, donations with conditions, or time-limited activities. *** ### 💬 Communication & participation Admins are encouraged to: * Contact A4C at any time at for support, questions, or concerns. * Attend A4C’s biannual community assemblies, where updates, decisions, and collective input are shared. * Share suggestions and feedback to help improve A4C’s services and policies. * Sign up for A4C’s newsletter to keep informed about the latest features of Open Collective and updates from A4C *** ### ⚠ Accountability & values As outlined in A4C’s values policy and legal agreement, admins are expected to: * Act with transparency, respect, and integrity. * Comply with applicable laws and use funds only for their collective’s mission. * Cooperate with A4C in the event of a complaint, audit, or investigation. *** ### 📝 Summary | Topic | Requirement | | ----------------------- | ---------------------------------------------------------------------------------- | | Minimum active admins | At least 2 active admins required | | Admin access management | Admins must keep the admin list accurate and remove inactive or unreachable admins | | Admin accounts | One person = one admin account; shared accounts are not allowed | | Notify A4C of changes | Yes (admin changes, inactivity, major updates) | | Sign the Agreement | Yes (each admin must sign) | | Expense review | Admins cannot approve their own expenses | | Expense compliance | Must follow A4C spending guidelines | | Project separation | Required for major funding or grants | | Communication | Open line via | | Community involvement | Encouraged to join biannual assemblies, newsletter and offer suggestions | # Compliance to values Policy on Collective Responsibility & Values Compliance ***Effective Date:** June 2025*\ ***Owner:** All For Climate (A4C) ASBL*\ ***Implementer**: All For Climate Back Office supports person or team*\ ***Reference Document:*** [*Cooperation Agreement*](https://docs.allforclimate.earth/)\ ***Legal Context:** Belgian law & terms of Open Collective platform*\ ***Reviewed:** Annually or as needed* *** ### 🎯 Purpose {% hint style="info" %} As a fiscal host on the Open Collective platform, All For Climate (A4C) enables climate and social wellbeing-focused collectives to transparently manage donations and expenses. However, A4C operates as a back-office provider and facilitator only. This policy clarifies the limits of A4C's responsibility for the activities of collectives and sets out procedures for upholding shared values and legal compliance. {% endhint %} *** ### 🔗 Legal Structure: unincorporated partnership Each collective hosted by A4C operates as an **unincorporated partnership** under the terms of the [Cooperation Agreement](https://docs.google.com/document/d/10FAS12AshqMGjoMp8FPF9AJll3i-iUh1lOVcVuGAoVA/edit?usp=sharing). Collectives: * Are not legally owned by A4C. * Independently choose how to spend their money, within the boundaries of the law and A4C’s values. * Must comply with all applicable laws and uphold A4C’s ethical framework at all times. A4C provides financial hosting only and does not control or endorse the specific actions, events, or opinions of hosted collectives. *** ### 🚫 Liability disclaimer Per *Clause 4.1–4.2* of the Cooperation Agreement: * A4C is not responsible for any actions, initiatives, communications, or content produced by a collective. * Collectives (the "Principals") bear full liability for their own conduct and use of funds. * Collectives agree to indemnify A4C from any third-party claims arising from their activities. *** ### 🌱 Values-based expectations All For Climate is founded on a shared commitment to **climate and social justice, equity, and transparency**. By joining, collectives agree to align with these values, including: * Embracing non-violent action. * Remaining open and inclusive to all, regardless of background or identity. * Acting transparently, especially with public donations and spending. * Avoiding discrimination, hate speech, or behavior that would harm A4C's reputation or mission. *** ### 🧊 In case of non-compliance If a collective is reported to violate A4C's legal or ethical expectations (e.g., through complaints, media reports, or public behavior), A4C reserves the right to take the following actions: 1. **Initial assessment**: The A4C team will investigate the concern in good faith and request clarification from the collective’s admins. 2. **Freeze of activity**: If concerns are credible, unresolved and third party valid complaints are being experessed, A4C may temporarily freeze the collective’s funds on the platform. 3. **Notice of intent to unhost**: A written warning will be issued if the situation is not resolved satisfactorily. 4. **Termination**: In accordance with Clause 6.1 of the Cooperation Agreement, A4C may unhost (terminate the agreement with) the collective at any time. *** ### 📣 Transparency & right to respond Before any action is taken, collectives will be given: * An opportunity to respond in writing (within a defined time frame, usually 7–14 days). * A summary of the concerns received. * The option to appeal through direct dialogue with the A4C team. *** ### 🔄 Ongoing alignment A4C may update its values, compliance requirements, or operational policies from time to time. Hosted collectives will be notified of any such updates and are expected to adapt accordingly. *** ### 📬 Contact & reporting To raise a concern or seek clarification: * Email: **** * Subject: **“Concern About Collective – \[Collective Name]”** All reports are handled with confidentiality and care. # Misconduct 🚨 Policy on Illegal Activity or Financial Misconduct ***Effective Date:** June 2025*\ ***Owner:** All For Climate ASBL*\ ***Implementer**: All For Climate Back Office supports person or team*\ ***Reviewed:** Annually or as needed*\ ***Legal Reference:** Clause 4 and Clause 6.1 of the* [*Cooperation Agreement*](https://docs.allforclimate.earth/) ### 🎯 Purpose {% hint style="info" %} This policy defines how All For Climate (A4C) responds when a collective is credibly accused or confirmed to have engaged in illegal activity, including financial fraud, embezzlement, or criminal misconduct. It outlines steps for investigation, fund freezing, potential unhosting, and the final destination of remaining funds. {% endhint %} *** ### ⚖️ What Constitutes Misconduct Misconduct may include (but is not limited to): * Fraudulent reimbursement or falsified expenses * Theft or misappropriation of funds * Use of funds for unlawful activities * Money laundering or tax evasion * Criminal offenses carried out in the name of or funded by the collective Such actions violate the Cooperation Agreement and may trigger both internal action and external legal consequences. *** ### 🧊 Step-by-Step response procedure #### **1. Immediate freeze** * A4C will freeze the collective’s account on Open Collective immediately upon: * Receiving a judicial order or on the basis of an administrative decision by a duly authorized authority. * Notifying the collective and beginning an internal investigation. #### **2. Internal review & external reporting** * A4C will: * Review documentation, expense history, and internal records. * Engage legal counsel if required. * Inform relevant authorities if there is a legal obligation to do so (e.g. for financial crimes). #### **3. Right to respond** * The collective's admins will be given a written notice and an opportunity to respond within 7–14 days, unless a legal process prohibits such contact (e.g. under investigation). #### **4. Final decision** * Based on outcomings procedure, A4C may: * Unhost the collective permanently, with written explanation. * Retain cooperation with legal authorities, if applicable. *** ### 💶 What Happens to the Remaining Funds? If a collective is unhosted due to confirmed illegal activity or serious misconduct and if a valid legal claim exists; funds may be held or returned to a relevant authority, funder, or injured party, depending on legal obligations or court rulings. *** ### 📌 Notes * If a funder is involved (e.g. a grant), A4C will notify them and follow the required return or reporting procedures. * All unhosting decisions will be documented internally for accountability and legal traceability. *** ### 📨 Contact To report suspected illegal activity or serious financial misconduct: Email: ****\ Subject: **Urgent – Misconduct Concern – \[Collective Name]** All reports are treated confidentially and reviewed with care. # Governance 💸 Policy on Governance Structure ***Effective Date:** June 2025*\ ***Owner:** All For Climate (A4C) ASBL*\ ***Implementer**: Originally drafted from A4C team member Marco together with the A4C team*\ ***Reviewed:** As needed*\ ***Contact:** * *** ### 🎯 Purpose {% hint style="info" %} This policy governs how All For Climate’s governance system works. It aims to merge the originally ‘’Formalisation & ratification of current existing Governance’’ proposal published in early 2024 in the new policy system created in 2025. {% endhint %} *** ### 📥 Structure, working spirit, ASBL composition, proposal system All For Climate is governed by the A4C team, its collectives and admins. The structure is flat, with a decision making process open to all the collectives’ admins and team members. You can find the original Governance proposal and its clear manifesto [here](https://www.notion.so/Formalisation-ratification-of-current-existing-Governance-2074f1e64bd547f0a6071bb844106682?pvs=21). The proposal and its vote can be found [here](https://discord.com/channels/868122000957247498/1230178541702873130/1237699389351268414). ### **👥Working Spirit** All For Climate’s mission is to help active citizens to be as successful as possible in their fight for a more sustainable society. Listening to people and their needs, bringing them together and helping them get started is the core business of our work. This is our working spirit: * 👥 We are a **learning network**: with open minds, ears and eyes we co-create All For Climate. We adapt and grow together with what people offer us and opportunities that rise. We are transparent: everything we do is open and transparent. We are happy to share everything we do and welcome feedback. * 🤲 We use **deep democracy techniques** in our meetings and assemblies and actively mine the collective wisdom in the network. All voices are welcomed, they are the energy and the wisdom of our network. We highly value gender balanced teams. * 🌱 For important decisions we follow the **a4c proposal system**, which is based on the model of **Peer Governance** with a main **consent based mechanism**. * 👁️ We **work in public**. All our meetings are open to access by the members of All For Climate. All the relevant documents on how the organisation is posted publicly. * 🗣️ We respect **plurality** and each other's knowledge and authority in our respective domains. We **deeply respect the work people do** and are grateful for all contributions. We are aware of the time and energy the work requires. * 🔭 We are an organisation of the 21st century: we highly value **decentralization**, embrace **tools of the future**, and we are aware of the **impact of our choices on the planet**.
### 💥Composition 🟢 **Team**: flexible and open team that meets continuously at the weekly working check-in. \ 🟤 **Active Members**: they are chosen by the founding members (initially). They are elected every year through a candidate-less election process where collectives members nominate and vote anonymously. Active members have significant responsibilities including approving requests from adherent members and having a say in major organizational decisions. *** 🔴 **Board of Directors**: closed number of people behind the first European Chapter. They are liable for any activity conducted by A4C, therefor they have the veto on any decision in the organisation. \ 🟡 **Founders**: they play an important role at the beginning of the life of the organisation, as they are the only people who can vote and elect Adherent Members. *** 🌑 **Collectives**: composed by all the climate activists that we support daily. \ 🟣 **Adherent Members**: each collective is considered an adherent member through one or more representatives. These members are registered through an online form and commit to the internal regulations defined by active members. They act as liaisons between their respective collectives and the organization, they contribute to the organization by maintaining active engagement in its operations and supporting its governance through feedback and participation in sociocratic processes. ### ✔️Proposal System For all major decisions that are going to impact the Fiscal Host and its future, we require to create dedicated proposals that can be voted by all the members that compose All For climate. Every member of All For Climate can create proposals. ### 🛠️Mechanism 🚪 JOIN THE ALL FOR CLIMATE HUB First you have to be in our Discord Server, where we coordinate with the team and collectives. Invite: 🗣️ PRESENT Before presenting any new proposal, you are kindly invited to come in our weekly work syncs to introduce it to us and gather a first round of feedback. 🌱 CREATION 1. Open Discord 2. Enter the All For Climate Hub 3. Go on the ‘’governance-for-climate’’ channel 4. Click the ‘’thread’’ icon top right and then click Create 5. Press ‘’/’’, write poll and then click on ‘’time poll’’ 6. Enter the proposal text in the first space and the time as ‘’7d’’ on the time slot. 7. Wait for the 7 days to pass 8. If proposal passed, announce it in the channel If proposal did not pass, announce on a revision of the proposal
🌬️ VOTING Once a proposal is posted, all the members are invited to read it and **express their judgement**. Dissent by asking questions and sharing doubts as comment. Approval by clicking on the ‘’👍’’ emoji. Only Board Members of the organisation can use the veto on any proposals.
🌓 OUTCOMES If there is dissent and the team decides that **agreement was not found in the 7 days**, the **proposal does not pass**. Members are invited to hold a discussion to reach agreement and later **post a new updated proposal**. If **consent is reached** the proposal passes and the team can activate to bring the voted project to life.
# Privacy policy ***Effective Date:** version June 2025*\ ***Owner:** All For Climate ASBL*\ ***Implementer**: All For Climate Back Office supports person or team*\ **Data protection officer**: *Antonios Triantafyllakis*\ ***Reviewed:** Annually or as needed* ### 🎯 Purpose {% hint style="info" %} At All For Climate, we believe that trust is built on transparency. This Privacy Policy explains how we collect, process, and protect your personal data in line with the GDPR and other applicable privacy laws. It also outlines your rights as a data subject and how you can exercise them. \ \ We want to be clear and accountable about how your data is used—whether you’re signing up for our newsletter, joining an (online) event, using Open Collective, or simply visiting our website. This policy helps ensure that your data is always treated with respect, security, and care. \ \ The personal data you provide us are processed by All For Climate asbl, Kantersteen 10, 1000 Brussels. All For Climate is therefore responsible for the processing of your data. We work according to the provisions of (i) the European General Data Protection Regulation (GDPR) of May 25, 2018, (ii) the Belgian law of July 30, 2018, regarding the protection of natural persons in relation to the processing of personal data, and (iii) other applicable special laws on data protection (hereinafter referred to as "Privacy Legislation"). {% endhint %} ### 🔍 Scope This policy applies to: * All members and users of All For Climate platforms * Visitors to our website and message boards * Users of collectives hosted by All For Climate via [Open Collective](https://opencollective.com/allforclimate) *** ### 🧾 What data we collect | **Purpose** | **Type of Personal Data** | **Legal Basis** | **Retention Period** | | --------------------------------------------------- | --------------------------------------- | ---------------------------------------- | ------------------------------------------ | | For newsletter subscription | Email address | Consent | Until user unsubscribes | | For donations to All For Climate on Open Collective | Name, email, payment info | Contractual necessity | 10 years (legal obligation for accounting) | | For expenses on Open Collective | Name, email, IBAN, proof of payment | Contractual necessity / Legal obligation | 10 years | | For hosted collectives | Name, email, messages, transactions | Legitimate interest | As long as collective is active | | For applying to be a hosted collective | Name, email, answers to onboarding form | Consent | 1 year after application | | For internal coordination | Email, messages discord | Legitimate interest | As long as user is active | | For events | Name, email, participation info | Consent | 6 months after event | *** ### 🔐 How we protect your data We take appropriate technical and organizational measures to protect your data, including: * Secure servers and encrypted connections * Access controls and role-based permissions * Minimization of data collected Access to your personal data is restricted to prevent unauthorized access, modification, or misuse, and is only permitted to employees who need it to perform their job. These employees are obligated to handle the data discreetly and comply with all technical regulations to ensure the secure processing of the data. *** ### 🤝 Third parties We use several applications or programs to process your data. Some of these applications are hosted by external service providers specializing in this area. Some of these providers developed the application and manage it for us. They act as processors on behalf of All For Climate. We have entered into necessary data processing agreements with these providers. This means they also handle your personal data carefully and correctly, and we monitor this. The providers we work with are: * **Open Collective** (platform & fiscal hosting infrastructure), [privacy policy](https://opencollective.com/privacypolicy) * **Ghost** (for newsletters) * **Discord** (for internal coordination) * **Zoom** (for internal and partner communication) * **Google Workspace** (for team communication and storage) We only share your data when necessary to deliver our services, and never sell or monetize it. Any transfer of personal data to a third country or international organization will only occur if an adequacy decision by the European Commission exists regarding that third country or if one of the following safeguards is in place: * A data transfer agreement that includes model contract clauses, as referred to in the "European Commission Decision of 5 February 2010 (Decision 2010/87/EC)"; and/or, * Binding corporate rules; and/or, * The recipient is certified under a certification mechanism in accordance with Article 42 of the GDPR. *** ### 🌍 International data transfers Some of our tools (like Google) may store data outside the EU. We ensure they offer adequate safeguards (e.g., Standard Contractual Clauses) in line with GDPR requirements. *** ### 🙋 Your rights under GDPR In summary, you have the right to: * **Access** your personal data * **Correct** or update your data * **Request deletion** ("right to be forgotten") * **Object** to certain processing * **Withdraw consent** at any time To exercise any of these rights, contact us at ****. We will respond within 30 days. **What Are Your Rights?** As a data subject, you have certain rights, and All For Climate aims to ensure that you can easily exercise them. However, keep in mind that not all of these rights can be invoked automatically. For a detailed overview of your rights, please refer to the appendix at the bottom of this privacy statement. Under the European General Data Protection Regulation (GDPR) of 25 May 2018, exceptions are provided. If we cannot comply with requests for access, correction, erasure, restriction of processing, data portability, or objection to processing, we will always provide justification. For certain processing activities, as a data subject, you always have the right to withdraw your consent free of charge. This applies to newsletters, where you can unsubscribe via a link in the newsletter. For event invitations, you will also always have the option to unsubscribe from future invitations via a link in the message. **How to Exercise Your Rights?** If you wish to exercise your rights under the Privacy Legislation, you can reach us through the following channels: * By email: send your request to . Note: In case of reasonable doubt about your identity, we may require proof of your identity to process your request. In that case, we may ask for a copy or scan of the front of your identity card or other proof of your identity. We will only use the proof to verify that you are indeed the data subject whose personal data is being processed, or the parent/guardian in the case of minors under 16 years of age. Once we are both satisfied with the response to your request, we will destroy the proof. **Where Can You Turn if You Are Not Satisfied with How We Handle Your Data?** We do our utmost to handle your personal data correctly. However, if you are not satisfied with how we work, please contact our Data Protection Officer. **Data Protection Officer of All For Climate** *Antonios Triantafyllakis* Email: You can also file a complaint with the competent supervisory authority. This could be the supervisory authority of (i) your usual residence, (ii) your workplace, or (iii) the location of the alleged violation of the Privacy Legislation. The contact details for the Belgian Data Protection Authority are: **Data Protection Authority** Rue de la Presse 35, 1000 Brussels Tel.: +32 (0)2/ 274 48 00 Email: **Cookies** We use cookies on the All For Climate websites to improve our services, ensure optimal website functionality, efficiently run campaigns, and for purposes outlined in our privacy statement. Cookies are small text files placed on your PC, tablet, or mobile phone by a web page. On your first visit to the All For Climate websites, your consent will be requested for the placement of cookies. You always have the right to withdraw previously granted consent for the use of non-essential cookies by clicking on "manage cookies" at the bottom of the site. Below you will find a list of commonly used browsers and a link to how you can manage your cookies in that browser: * Chrome * Safari * Firefox * Internet Explorer Below is an overview of the cookies placed and their functions: **Google Analytics** * **Cookie**: \_gat | **Purpose**: Used to measure request speed * **Cookie**: \_gid | **Purpose**: Used to distinguish users * **Cookie**: \_ga | **Purpose**: Analytical cookie that measures website visits and is used to differentiate between users (anonymously) With Google Analytics cookies, website usage is analyzed to optimize it. A permanent cookie is placed on your computer or mobile device for this purpose. This gives All For Climate insight into how and how often the website is used, allowing for necessary adjustments to be made based on that data. All For Climate processes statistics about visits to its website. This is done through a web analysis system. The following data, among others, are stored in the web analysis system via cookies: * IP address * Technical details such as the browser you use (like Chrome, Safari, Internet Explorer, etc.) and your computer screen resolution * The page you came from before visiting the website * When and how long you visit or use the website * Whether you use functionalities of the website * Which pages you visit on the website **Facebook Cookies** * **Cookie**: Facebook; Act, c\_user, csm, fr, lu, s, presence, p, xs | **Purpose**: Cookies that provide insight into the effectiveness of media deployed by Facebook. With these cookies, after visiting All For Climate’s website, you may see ads tailored to your preferences on other websites (interest-based targeting). **Advertising** * **Cookie**: Google Doubleclick | **Purpose**: These cookies allow you to see ads tailored to your preferences on other websites after visiting the All For Climate website (interest-based targeting). **Annex: Rights of Each Individual under the GDPR Legislation** Under the new GDPR regulations regarding the processing of personal data, every individual has acquired new rights since May 25, 2018. Below is an overview of these rights. **Right to Access Your Personal Data** The individual has the right to access and review the personal data processed by the organization. If requested, the organization will provide a copy of this personal data. **Right to Correct Your Personal Data** The individual always has the right to have inaccurate, incomplete, inappropriate, or outdated personal data corrected or removed. **Right to Erasure of Your Personal Data** The individual has the right to request the erasure of their personal data if: * The processing is no longer necessary for the purposes for which it was processed. * The data was processed unlawfully. * The individual validly objects to the processing. **Right to Restrict Certain Processing** The individual has the right to restrict the processing of their personal data if: * They contest the accuracy of the data for a period allowing the organization to verify its accuracy. * The processing is unlawful, and the individual opposes the erasure of the personal data and instead requests the restriction of its use. * The organization no longer needs the personal data for processing purposes, but the individual needs it for establishing, exercising, or defending a legal claim. * They have objected to the processing, pending the decision on whether the objection is justified. **Right to Data Portability** The individual has the right to obtain the personal data processed by the organization in a structured, commonly used, and digital format, allowing them to store this data for personal (re)use or to directly transfer it to another data controller. This right applies as long as it is technically feasible for the data controller. **Right to Object to Certain Processing Activities** The individual has the right to object to the processing of their personal data for reasons related to their specific situation. The data controller must immediately cease processing the personal data unless there are compelling legitimate grounds for the processing that override the individual’s interests, rights, and freedoms, or if the processing is related to the establishment, exercise, or defense of legal claims. **Right to File a Complaint with the Supervisory Authority** If the individual believes that the processing of their personal data is not in compliance with the law, they may file a complaint with the supervisory authority. This is the authority responsible for (i) the individual's usual place of residence, (ii) the workplace, or (iii) the location where the alleged breach of Privacy Laws occurred. For Belgium, this is the Data Protection Authority (Drukpersstraat 35, 1000 Brussels, tel.: +32 (0)2/ 274 48 00; email: ). **Exercising Privacy Rights** To exercise the aforementioned privacy rights, the individual must date and sign their written request (if there is reasonable doubt about the individual's identity, additional proof of identity will be requested). This request should be sent via email to the data processing officer of All For Climate ASBL at \[insert relevant email], or to the data protection officer at \[insert DPO email]. This request is free of charge unless the data controller considers the request to be manifestly unfounded or excessive (as may be the case with repeated requests). For any additional copies requested, the data controller may also charge a reasonable fee based on administrative costs. The request for a copy of the data will be processed within one month. This period may be extended by two additional months, taking into account the complexity and number of requests. If the period is extended, the individual will be informed of the reasons for the extension. The data controller will notify third parties to whom the data has been communicated of any rectification, erasure, or limitation performed, unless this is impossible or requires a disproportionate effort. # Fundraising with Facebook ## **Fundraising** via Facebook All for Climate is recognized as a charity organisation by Facebook. That makes fundraising via the facebook 'donate' button possible, not only for All for Climate, also for all members of the collectives. Think birthdayfundraisers or fundraisers for a specific facebookevent. **How to organise this?** **Step 1** Visit the All for Climate facebookpage: [facebook.com/allforclimate](https://facebook.com/allforclimate). Don't forget to like the page if you haven't done so 👍🏽 **Step 2** Create a fundraiser on the homepage. Click the button 'Raise money'. ![](/files/-MJm9RN1zvAh8J94Ufhy) **Step 3: Adjust information** ![](/files/-MJmOc1G5pvoFcYkC9oi) ![](/files/-MJmR9cqpblrj0x_lQ6i) **Step 4: tell your friends!** Share your fundraiser on your facebookpage, on other social media platforms and in your networks!! Motivate people to donate by giving a personal message: why are you so involved in this collective? Why is it so important to you? And what will be done with the money? People only donate to stories that they resonate with, stories they care about! **Step 5: your fundraiser is over** Facebook transfers monthly the money that has been raised to the AllForClimate bank account. Facebook does not take any fees on donations to charity organisations. As soon as the money has arrived, it will be transferred to your collective's balance manually. Example: ![](/files/-MKA11YnZo_ko_te1gZ6) 👉🏼 What we still need to figure out is what happens when a lot of fundraisers happen at the same time. Right now we only had one, so it was very clear which collective collected some money. Keep a close eye on this page for extra updates while we learn. And please ... help us find out. Start a fundraiser and give us feedback!! 🙏🏽 # Fundraising with Gitcoin Gitcoin is a web3 platform to fund public goods. Since December 2021, we have been working with them to also raise funds for climate projects. Every 3 months, a new funding round is happening. #### Use cases * [Ayowecca Uganda raises more than €30k to plant fruit trees in 64 schools and 40 health centers in Tororo District](https://allforclimate.mirror.xyz/-0o1MmBDD8-YgmCtSiqPTS3dacwQdgzO3btBJCTHZa4) * [Shamba Oracle raised funds](https://allforclimate.mirror.xyz/1ypHIvCQOxodJBBxyHWgZeJNG_RhApWK-ZHvRr5oET4) to use geospatial data to help build real-world, impactful climate solutions * [Regens Unite raises more than €30k](https://gitcoin.co/grants/4912/regens-unite-conference-brussels-2022) to organize in person events to bring together Regens from a wide range of sectors. * [Imagine Brussels raised money](https://gitcoin.co/grants/3994/fund-solarpunk-artists-to-help-us-reimagine-our-c) to support local artists to re-imagine the streets of the capital of Europe in a solarpunk future * ... [More information](https://dao.allforclimate.earth/gitcoin) on how to apply, how to participate, etc. # 2021 All for Climate UK fund If you are part of a movement working for climate justice in the UK, we can cover your expenses for printing materials (posters, stickers, leaflets, ...) ## What is it? It's a £30k fund that anyone can tap into for printing materials to raise awareness for the climate emergency in the UK that ran its course in 2021. The following is an archive of the description of the fund, how it worked, etc. It was an easy way to get funding for your local group. No application process, no reporting. Grassroots groups just had to file their eligible expense with a social proof and that's it. It's magic 💫 ## How does it work? * You print stickers, flyers, posters, leaflets, pin badges, banners at any printshop in the UK * You take a picture of the receipt or you ask the vendor to directly file the invoice to the [AllForClimate-UK collective](https://opencollective.com/allforclimate-uk) * You share on social media (twitter, facebook, instagram) a picture of the printed material with the hashtag #allforclimate from the social media account of your group (it has to have at least 50 followers or likes) * You share the URL of that social media post as a comment to your expense along with a link for other people to download the source file of what you printed (so that others can copy and adapt!) * You will be reimbursed via your PayPal account (or the vendor will be paid via their bank account) Look at the [previous expenses submitted](https://opencollective.com/allforclimate-uk/expenses) for some examples 👀 ## Conditions * You are a grassroots group for climate justice based in the UK (you don't have a legal entity) * Your social media accounts must have at least 50 followers / subscribers (social proof). * You must provide a valid receipt or expense dated in the past 2 weeks. * You must agree with [Our Principles & Values](https://docs.allforclimate.earth/principles-and-values) * Maximum £500 per local group per month (to make sure many different groups can benefit) ## **FAQ** ### How much money do you still have left to disburse? Our [collective page](https://opencollective.com/allforclimate-uk) will show in real time how much money we have left in our account. Hopefully we will find more funders over time so that we can continue to support all local groups of climate movements. ### How many expenses can we file? Each group can file up to 4 expenses totaling no more than £500 per month. ### Who can file the expense? Whoever made the expense and needs to be reimbursed. ### How am I going to be reimbursed? We use PayPal. We are considering other payout methods but at the moment and to make sure that we can scale this, we only support PayPal. ### What about transparency and privacy? The description, amount and recipient of all expenses are publicly posted on [our collective page](https://opencollective.com/allforclimate-uk). The actual receipt or invoice is not public as it often contains private information. If you don’t want your name to be publicly attached to the expense, you can use a pseudonym. ### Why UK only? It's a pilot. We would love to do it in Europe, in the US and elsewhere. If you want to start such fund in your region, please let us know, we will help you! ## How this came about? We are a collective of citizens that have been contributing to different movements for the climate. We have realised that our respective movements share some common issues. One of them is securing relatively small amounts of funding at short notice. We collaborated on weekly calls to understand how we could solve this issue and this is our first trial. We hope that it will help all of you who are already doing so much for the climate. Thank you all for your work 🙏 * [See our slide deck](https://drive.google.com/open?id=1PphvahWtC8DUlSYi8g3KzlPdGH6TTV0Z) * [Minutes of our calls](https://docs.google.com/document/d/15HBFzeweVVLICWRG9WbaSDu1zQBAcWAmY7BEnxu44nk/edit)