Heartbeat Lottery

Policies & Procedures

Contents

  1. Introduction……………………………………………………………………………….…3
  1. General Policy Statements…………………...…………………………………………....4
  1. Licencing Objectives…………………………………………………………………….…6
  1. Preventing gambling from being a source of crime………………………………….…6
  1. Ensuring that gambling is conducted in a fair and open way………………………….7
  1. Protecting children and other vulnerable persons from being harmed

or exploited by gambling……………………………………………………………….…7

  1. Information Requirements………………………………………………………………...7
  1. Complaints and Disputes……………………………………………………………….…7
  1. Appendix 1 Heartbeat Lottery Terms and Conditions………………………………..8
  1. Appendix 2 Heartbeat’s Social Responsibility Policy………………………………..11
  1. Appendix 3 Keeping Safe – Cash Handling…………………………………………16
  1. Appendix 4 Heartbeat’s Self-Exclusion Policy and Form……………………………17
  1. Appendix 5 Heartbeat’s Suspicious Activity and Information

Requirements Policy………………………………………………………………………19

  1. Appendix 6 Heartbeat’s Complaints and Disputes Policy……………………………20

1.Introduction

1.1Heartbeat Lottery Licence:

  • Non-remote Operating Licence number: 000-005098-N-309071-009
  • Remote Operating Licence number: 000-005098-A-31607-003
  • Promoter: Heartbeat, Sir Tom Finney Way, Preston, PR1 6PA
  • Registered Charity Number: 1168850

1.2This document contains the Heartbeat Lottery gambling policies. These policies are a requirement for maintaining a Lottery Operating Licence from the Gambling Commission. Heartbeat is licensed by the Gambling Commission to promote its weekly Lottery.

1.3All employees, beneficiary lottery employees and any contractors associated with Heartbeat lotteries operation will be made aware of the policies and procedures contained in this document. Any contractors and agents will be contractually obliged to operate in accordance with them.

1.4All staff and persons representing Heartbeat or it’s beneficiaries for Lottery recruitment and/or cash collection must confirm that they have read and understood all Lottery policies and procedures and operate in accordance with them. It is your responsibility to raise any questions on these policies and keep up to date with their contents.

1.5This policy is compulsory. It sets out our non-remote gambling policies, which are based on The Gambling Commission’s Licence Conditions and Codes of Practice (LCCP), dated February 2015, under the Gambling Act 2005.

1.6Heartbeat will alter this policy to reflect any future changes to the Gambling Commission’s Licence Conditions and Codes of Practice. All Heartbeat Policies and Procedures will be reviewed and updated on a regular basis to ensure they are fit for purpose.

2. General Policy Statements

2.1General

2.1.1 Heartbeat will operate its Lottery business in accordance with the Gambling Act 2005 complying with the general Licence Conditions and Codes of Practice

2.2 Protection of customer funds

Lottery entry payments will be held in a specific bank account and advance payments for future draws identified so that should the lottery be cancelled, entrants may be refunded payments for future draws. Heartbeat is in a position to identify all advance payments in the event of insolvency and entrants may be refunded.

2.3Cash handling

2.3.1 All staff will, whenever and wherever possible, ensure that customers’ personal details, customers’ bank account details are stored as safely and securely as possible.

2.3.2All banking will be re-counted and cross-checked against the relevant lottery administration paperwork, for lottery banking purposes.

2.3.3All cash collectors will collect cash and return this with the relevant forms to the relevant people responsible within the Lottery. For entries to be added into the draw everything must be returned before the next draw is due to take place.

2.3.4All cash collectors should be aware of their personal safety when collecting cash and be vigilant at all times to minimise any crime risks.

2.3.5All cash collectors handling cash should refer to and read, Keeping Safe – Cash Handling, (Appendix 3) guidance from the Suzy Lamplugh Trust which is included at the end of this document.

2.4General ‘fair and open’ provisions

2.4.1 Heartbeat will ensure that the terms upon which gambling is offered are not unfair under the Unfair Terms in the Consumer Contracts Regulations 1999 and, where applicable, meet the reasonableness test under the Unfair Contract Terms Act 1977.

2.4.2The rules of the Lottery are available to ticket holders on the Heartbeat Website and can be obtained from the Heartbeat office. These rules are set out in plain and intelligible language.

2.4.3Heartbeat Lottery members will be notified of changes to the terms before they come into effect.

Please refer to Heartbeat Lottery Terms and Conditions (Appendix 1).

2.5 Display of licensed status

2.5.1Heartbeat and those associated with the Lottery will display “licensed and regulated by the Gambling Commission” and details of the Gambling Commissions website on lottery tickets and materials.

2.6Lotteries

Heartbeat will ensure that its Lottery will be operated specifically in accordance with Condition 11 of the Gambling Commission’s Licence Conditions and Codes of Practice (LCCP) dated February 2015, concerning Lotteries. This can be accessed by visiting:

3. Licencing Objectives

The Gambling Commission regulates gambling in the public interest. The regulatory framework introduced by the Gambling Act 2005 is based on three licensing objectives:

1)Preventing gambling from being a source of crime and disorder, being associated with crime and disorder, or being used to support crime.

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

3)Protecting children and other vulnerable persons from being harmed or exploited by gambling.

In addition please be aware of the following in reference to licencing objective 1) Preventing gambling from being a source of crime and disorder, being associated with crime and disorder, or being used to support crime

3.1Contractors/Agents

Heartbeat or lottery beneficiaries will not work with any contractors or agents who we suspect may be associated with any potential or actual criminal activities.

3.2Heartbeat Employees/lottery beneficiary employees, self-employed agents and all persons representing the Heartbeat Lottery

4.3.1Heartbeat will obtain references from all prospective employees and self-employed agents that are likely to be associated with Heartbeat’s gambling business.

4.3.2Heartbeat will monitor staff and self-employed agents on an ongoing basis, particularly regarding their direct and indirect association with potential criminal activities.

4.3.3Heartbeat will ensure that it reports any actual or suspected criminal activity to the police.

4.3.4All Heartbeat staff involved in promoting the Lottery or selling Lottery tickets face to face or via telephone will be trained to a satisfactory standard to ensure compliance with Heartbeat’s gambling policy and procedure.

4.3.5All cash collectors should be aware of their personal safety when collecting cash and be vigilant at all times to minimise any crime risks.

4.3.5All cash collectors handling cash should refer to and read Keeping Safe – Cash Handling (Appendix 3) guidance from the Suzy Lamplugh Trust which is included at the end of this document.

4.4Heartbeat/Lottery beneficiaries - Lottery Customers

4.4.1Heartbeat will not enrol any person into the Heartbeat Lottery if that person is suspected of any potential or actual criminal activities.

4.4.2Heartbeat will endeavour to contact all customers who cancel their Lottery subscription (cash, direct debit, standing order) to obtain feedback.

4.4.2Heartbeat will ensure that it reports any actual of suspected criminal activities to the police.

In addition please be aware of the following in reference to licencing objective 2) Ensuring that gambling is conducted in a fair and open way

The Heartbeat Lottery is conducted in accordance with a strict set of lottery rules. These rules are available on the Heartbeat website, and will be provided in writing on request.

Winning numbers will be published on the Heartbeat website. All winners will be notified in writing. Prize cheques will be posted to winners to ensure that winners do not actually have to claim their prize in person.

In addition please be aware of the following in reference to licencing objective 3) Protecting children and other vulnerable persons from being harmed or exploited by gambling.

Please also refer to the Heartbeat Self-Exclusion Policy and Self Exclusion Form (Appendix 4).

Information Requirements

Please refer to Heartbeat’s Suspicious Activity and Information Requirements Policy (Appendix 5).

Complaints and Disputes

Please refer to Heartbeat’s Complaints and Disputes Policy (Appendix 6).

APPENDIX 1

Heartbeat Lottery Rules

The Heartbeat Lottery is licensed by the Gambling Commission (

Promoter: Heartbeat, Sir Tom Finney Way, Preston, PR1 6PA

The Heartbeat Lottery may form partnerships with various organisations from time to time where it is seen to further the charities aims for the prevention of heart disease and similar ailments. By bringing these other organisations into Heartbeat’s Lottery, economies of scale in the form of savings in administration costs will be achieved, meaning that more of the ticket monies goes to each good cause. All of the good causes money from your stake will go to support your chosen organisation, whether it be Heartbeat or one of the other organisations involved.

Lottery Operating Licence Number: 000-005098-N-309071-008

Ancillary Remote Operating Licence: 000-005098-A-319607-003

Registered Charity Number: 511786

All profits from the Heartbeat Lottery after deduction of prizes and expenses will be used to fund work by Heartbeat or other beneficiary organisation.

The following terms and conditions govern the Heartbeat Lottery.

Terms and Conditions:

  1. Your purchase of entries to the Heartbeat Lottery is from the Promoter, in accordance with the terms under which Heartbeat promotes its lotteries.
  2. All proceeds from the Heartbeat Lottery go to Heartbeat, Sir Tom Finney Way, Preston, PR1 6PA (Registered Charity Number: 511786). After deduction of prizes and reasonable expenses, Heartbeat will split the profits between itself and any other beneficiaries of the Heartbeat Lottery. The good causes element of each ticket stake will go to the organisation supported by the individual purchasing the ticket.
  3. To enter the lottery you must be a resident of Great Britain.
  4. Entrants must be aged 16 years or over. It is an offence for lottery entries to be sold to a person under 16 years of age. It is an offence for persons under 16 to gamble in the Heartbeat Lottery.
  5. You must not buy or purport to buy an entry to this lottery on behalf of anyone under the age of 16.
  6. In the event of participation and of confirmation of underage or residency outside of Great Britain, all stake money shall be returned and no winnings shall be paid – entitlement to receive any prize is forfeited and the prize is retained by Heartbeat. If a person under 16 years of age has played the Lottery any prizes that have already been won and awarded are retained by the individual.
  7. Entrants are responsible for providing Heartbeat with their accurate contact details, including name, personal address and telephone number and are responsible for keeping Heartbeat informed of any changes as and when they arise. Heartbeat is not liable for any failure or inability to contact an entrant due to omissions, errors or inaccuracies in contact details provided.
  8. The cost of each entry is £1.00. Players are charged £0.10 per number, per play. More than one entry per week may be bought and payment must be made in advance before the ticket can be entered into the draw.
  9. All lottery entry sales are final and no refunds shall be made at any time.
  10. Any unused funds less than £1 that are remaining in a player’s lottery account upon cancellation or inactive play shall be deemed a donation to the charity unless claimed within 6 months.
  11. The Heartbeat Lottery draw will be conducted on a weekly basis by Random Number Generator (RNG). In the event of the draw not taking place on the specified date it will be drawn on the next available date.
  12. The winning number will receive £1,000 every week and there will be additional cash prize winners in every weekly draw. Prizes are subject to change.
  13. There are no alternatives to the regular weekly prizes. No interest is payable on the prizes.
  14. All winners will be notified by post and prizes will be paid by cheque in the name of the entrant and will be sent in the post within 14 days. These cheques are valid for a period of six months, after which time they will be considered as a donation to the charity.
  15. The results will be published on the Heartbeat website and will be available on display from Heartbeat offices. Beneficiaries of the Heartbeat Lottery will also make results available to their players.
  16. Entrants who win and accept a prize agree that they may be required to have their photograph taken for promotional/publicity purposes. Heartbeat reserves the right to use the winners name and town (e.g. Mrs Smith from Preston) in promotional/publicity or Heartbeat materials unless prior notification has been received.
  17. Heartbeat does not accept liability for:
  18. any loss, theft or delayed receipt of any communication sent by the postal service
  19. any delay in bank payments, or any failure in banking systems
  20. any failure or delay relating to software used for the administration of the lottery. The Lottery draw will then take place, including all paid members, as soon as possible.
  21. Heartbeat may (without giving any reason or notice) decline to accept an application, cancel an existing subscription, or terminate or suspend the lottery scheme.
  22. Lottery entry payments will be held in a specific bank accounts and advance payments for future draws identified so that should the lottery be cancelled, entrants will be refunded payments for future draws. Heartbeat is in a position to identify all advance payments in the event of insolvency and entrants will be refunded.
  23. Entrants can cancel Lottery membership at any time by contacting Heartbeat in writing at Sir Tom Finney Way. By telephone on 01772 717147 or email:
  24. Heartbeat has a Complaint and Disputes Procedure, and any complaints relating to the Lottery should be made in writing to Heartbeat, giving full details of the complaint. Heartbeat’s Complaints and Dispute Procedure is available on our website: and can also be made available on request and will be made available on making a complaint when in dispute with Heartbeat subject to the outcome of the complaints/disputes procedure.
  25. The Heartbeat Lottery is a form of gambling and Heartbeat encourages people to gamble responsibly. More information and help about gambling can be accessed through GamCare, or by calling GamCare on 0845 6000 133.
  26. The Heartbeat Lottery operates a Self-Exclusion Policy for those wishing to be excluded from the lottery. A Heartbeat Lottery Self Exclusion Form can be obtained from the Heartbeat website, or from Heartbeat, Sir Tom Finney Way, Preston, PR1 6PA
  27. A copy of these terms and conditions are available by sending a stamped addressed envelope to Heartbeat, Sir Tom Finney Way, Preston, PR1 6PA
  28. Heartbeat’s decisions made pursuant to the rules shall, once made, be final and binding.

APPENDIX 2

Social Responsibility Policy

Heartbeat operates a Society Lottery for the general public in Lancashire and the surrounding area, for the sole purpose of raising funds for Heartbeat, including beneficiaries.

Heartbeat is committed to ensuring that the lottery is operated in a secure, fair and socially responsible way and to endorsing responsible gambling amongst its members.

The Gambling Commission regulates gambling in the public interest. The regulatory framework introduced by the Gambling Act 2005 is based on three licensing objectives:

4)Preventing gambling from being a source of crime and disorder, being associated with crime and disorder, or being used to support crime.

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

6)Protecting children and other vulnerable persons from being harmed or exploited by gambling.

This document sets out Heartbeat’s (and its beneficiaries) policies and approach to ensure we approach any gambling activities in a socially responsible way.

1. Preventing gambling from being a source of crime and disorder

  • When an individual joins the lottery we will check that the individual is resident in Great Britain.
  • When an individual joins the lottery we will check the age of apparently underage purchasers, asking them to produce proof of identity and age, to ensure that players are over 16 years of age.
  • When an individual joins the lottery we will check that we do not suspect money laundering in any way, in line with the Proceeds of Crime Act.
  • We retain the right to cancel any membership should we suspect criminal activity.
  • We train staff to be wary of anyone purchasing a significant number or entries over a short period of time and to report any incidents to the Lottery Manager.
  • We will record any incidents for future reference.
  • All lottery related computers and software is password protected and accessible only by authorised members of staff
  • Heartbeat employ a Suspicious Activity Policy to provide the Gambling Commission with any information that may, or suspect may, relate to an offence under the Gambling Act

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

We will ensure that:

  • Players have access to clear information on matters such as the rules of the lottery, the prizes that are available and the chances of winning.
  • The rules are fair.
  • Any advertising and promotional material is clear and not misleading.
  • The results are made public.
  • A complaints procedure is in place to deal with any issues in a clear and procedural way, including an independent arbitration service.

3. Protecting children and other vulnerable persons from being harmed or exploited by gambling.

We will use our best endeavours to address the following issues:

  • Under age Gambling. It is illegal for individuals under the age of 16 to enter into a lottery. If for whatever reason, upon winning any individual is unable to prove that they are 16 or over then all stakes are refunded and any winnings will be forfeited.

Heartbeat (and beneficiaries) will not accept Lottery entries from children who Heartbeat knows to be under 16 years of age or suspect of being under 16 and cannot prove otherwise by providing acceptable identification documents such as a valid driving licence, passport or identity card.

If a person under 16 years of age has played the Lottery any prizes that have already been won and awarded are retained by the individual in accordance to the Gambling Act.