International

In this Section will answer the following questions:

• How does my WafaWanaka Funeral Association Plan work?
• What happens when the plan holder dies?
• Making changes
  How to Complain?
• Cancelling funeral plan
  How is my personal information used?

1.Who Can Join

1.1 Must be Zimbabwean citizens by birth or descent.

1.2 Be a person of good repute; willing to associate with others socially.

1.3 Be at least 16 years of age.

1.4 Must be ordinarily resident in the United Kingdom and Ireland.

1.5 Nominees: Only relatives living in the UK and Ireland, defined narrowly as:
• Parents
• Siblings
• Spouse
• In-laws
• Offspring

1.6 Must have completed a membership registration form and paid the registration fee of £60, non-refundable.

Fill in the provided form online or physically.
Provide all the information required:

• Correct names for everyone covered, might need to provide pictures.
• Correct dates of births and birth certificates if they don’t have IDs.
• Correct addresses.
• ID numbers including proof of ID, (pictures or show staff who will copy).
• Any necessary diseases.
• Sign and date.

1.7 A member who has been with the Association for 3 years or more will be covered regardless of location (even if the member relocates to Zimbabwe) as long as account is up to date.

1.8 Transfer clause from nominee to member: When a nominee becomes a member and assumes full payment status, they can move with their qualifying period as their memberparent. Their nominees, if haven’t been on our database and are new. They are subject to governance of new nominee rules and regulations, ie – they will start from cooling period and follow the scaling ladder – see 4.3.7 & 6.

2. Definition: Nominee

Nominees must qualify under the following terms:

2.1 Must be a Zimbabwean citizen by birth or descent

2.2 Must be a spouse of a member, living at the same address. A marriage certificate can be requested as proof at the time of death if spouse is not Zimbabwean, each case will be treated on its merits in the event of a marriage certificate being unavailable. Birth Certificates will be required at registration and/or other forms of identification eg passport, driver’s licence etc

2.3 Must be named on a fully registered member’s registration form.

2.4 Is covered outside the UK or Ireland for up to 6 months, cover ceases after the 6 months and will resume when nominee is back in the UK and Ireland.

2.5 A nominee may only be named on one registration form. The onus is on members to ensure that duplications do not occur.

 3. Registration

3.1 Prospective members will complete a registration form including their current address, date of birth and next of kin details (NB- NOK is not a nominee unless they are a registered nominee). Applications are to be completed on the Association’s Website for

3.2 They will nominate up to four persons for whom they will receive contributions in the event of their death.

Only relatives living in the UK and Ireland, defined narrowly as:
• Parents
• Siblings
• Spouse
• In-laws
• Offspring

3.3 Nominee addresses and date of birth will be required at the time of registration.

3.4 A £60 non refundable registration fee will be paid.

3.5 Members will be provided with a membership number for use on all correspondence and as a reference on bank transactions.

3.6 Membership begins on the day the completed registration form and payment are received.

3.7 A deferred period of 4months (waiting / cooling period) will apply for all registrations. During the deferred period members must pay for all funerals. Members will not receive payments or make any “Claims” until after the deferred period (first 4months).

3.8 In the event of death, checks will be conducted to ensure validity of membership.

3.9 There is a renewal membership annual fee of £20 pounds payable every 1st of January for membership renewal.

 

4. Amendments

4.1 A member may amend nominees on the registration form by sending an email to  info@Wafawanaka.org during the amendment window, of 15 September to 15 October annually.

4.2 Acceptable reasons for amendments include:

a. nominee becomes a member

b. nominee emigrates

c. family expansion

d. family reconstruction

e. Change of address or contact details can be done anytime

4.3 Any entrants/amendments will be subject to 3 months deferred period assuming eligibility on 15 December for all amendments made during the amendment period.

4.4 A member may replace a deceased nominee if the nominee died after being a member for four years.

5. Withdrawal

5.1 A member may withdraw from the society if they wish to do so.

5.2 Notice of withdrawal should be in writing, by email to info@wafawanaka.org or text message to any Admin member.

5.3 Should a member fail to meet the financial obligations set out in the constitution, their membership may be withdrawn by the Executive Board.

6. Suspensions and Terminations

6.1 Should a member fail to meet their financial obligations set out in the constitution, their membership maybe withdrawn or terminated by the Executive Committee.

6.2 Payments/ Contributions to be made within 72 hours

6.3 Any member not paid after 7 days of funeral announcement, that member will be suspended and if no communication is established with member an email/text message will be sent to confirm suspension

6.4 If no response or payment is received after suspension, membership is automatically terminated without further notice and member is removed from all communication platforms.

6.5 If member is terminated for non-payment, member cannot rejoin the association (either as a nominee) for 5years and will be subject to all conditions of a new member including interest charged at that current UK Bank interest rate.

6.6 In Hospital, Poorly or Cannot Work

● Any qualifying nominee can take over membership temporarily

● If member is the only adult on the form – the Association will not chase payments from such a member, but all funeral contributions and payouts will be made excluding the member from any payout calculations.

● If such member passes on and only children under the age of 16 are on the form, such children will be covered by the Association until 16 years, only then the 16-year-old is to take over the membership. If not willing to take over membership that nominee is terminated until one of the nominees takes over membership.

7. Contributions

7.1 An amount paid by registered members is herein known as a Contribution.

7.2 Contributions will be paid on a pay as you go basis upon the death of a member or their nominee within 72 hours of a notification of death. For example: If a funeral requires £1,000 and there are 500 Covered Lives, the cost per
Covered Life would be £2.
– A member with 1 Covered Life would contribute £2.
– A member with 5 Covered Lives would contribute £10.

7.3 Contributions are an Obligatory condition of membership, although spiritual, emotional and practical support are also encouraged.

7.4 Any late payment of contributions will need to be communicated to the Secretary who will inform the Executive Board of payment date.

7.5 If a member has a genuine reason for failing to pay, the Board should be duly notified and will assess the member’s circumstances.

7.6 Contributions shall be paid to the Society’s bank account with Tide bank hereinafter known as the Bank. Account details will be given on registration.

7.7 Joining fee will be £60 – nonrefundable.

7.8 The Membership Number must be used as a reference on every transaction (e.g., CM00001 Nzou) and in correspondence with the Association.

8. Financial and other assistance

Assistance, financially, materially and/or in kind will be rendered as follows:

8.1 Where a fully paid-up member or their nominee passes away; the association will contribute () towards funeral costs.

8.2 A Scaling Payout System will be used for all Funeral Payouts.

● Deferred Period & Payouts:

• 0–6 months: £0

• 6–12 months: £3.500

• 12+ months: £6.500

• ⁠18months – £10.000

• ⁠24months- £15.000

● Over 6 years – £15,000.00 (account should not have fallen into arrears during that time)

8.3 The Contribution will include an Admin Fee per member which will be calculated using a formula that will divide the Funeral Payout equally to all members.

8.4 Financial assistance can only be made if the deceased person was a member for three months or more and their contributions paid up to date.

8.5 UK and Ireland Funeral Payments will be made on submission of the following:

● Proof of death (Death Certificate).

● Proof of Address (utility bill, bank statement, GP Letter etc. within the last 3 months)

● Proof of ID (first page of Passport with passport holder’s details, Drivers Licence or Birth Certificate)

● If deceased is not a Zimbabwean Citizen but a spouse or partner of member, proof of relationship is mandatory (Marriage Certificate).

8.6 Deaths outside UK and Ireland will be made on submission of the following:

● Proof of death (Burial Order or Death Certificate)

● Proof of address (Utility bill, Bank statement, GP Letter etc. within the last 3 months

● Proof of ID (first page of Passport with passport holder’s details, Drivers Licence or Birth Certificate)

● If member/nominee has Zimbabwean Passport – picture of UK Resident Permit required

● Picture of Passport page with Arrival Date Stamp at final Airport destination

● Air Tickets or a full itinerary with ticket number departure date and return date is required.

8.7 Joining Fees (including any Contributions made) are non-refundable.

8.8 All funerals to be notified to the Executive board within 7 Days, failure of which may result in claim being rejected.

 9. Meetings

9.1 An Annual General Meeting of the Association shall be held annually in the last quarter of the year.

9.2 The Secretary at the request of the chairperson, shall convene the Annual General Meeting by arranging the posting of notice thereof to all members specifying the time and place of the Annual General Meeting at least 14 days in advance.

9.3 The Annual General Meeting shall elect the Members Area Representatives Committee (MARC) for the ensuing year. This is the Committee that will be created to inform members of their rights, organizing and lobbying on behalf of members. Improving member-executive committee relationships under the “strength in numbers” model.

2 members (total 24 members) will be elected from the following geographical areas:

● England – North East, North West, Yorkshire/Humber, East Midlands, West Midlands, Anglia, Wales, South West, South East and London

● Scotland

● Ireland

9.4 Nominations for the MARC and items for inclusion on the agenda shall be made in writing and received by the Secretary at least 7 days before the date of the Annual General Meeting. The Honorary Secretary shall arrange for notice to be posted of such nominations and agenda received not less than 7 days before the date of the Annual General Meeting.

9.5 MARC Office Bearers shall hold office for a period of one year, at the expiry of which they shall be eligible for re-election.

9.6 A Special General Meeting may be convened at any time by the Organisation Executive Board in the event of a member dying or any special urgent purpose, the Secretary shall arrange for notice to be posted on the time, place and business of the meeting.

10. Voting and procedures

10.1 At any General Meeting of the Organisation an Executive Board member must have two thirds majority of voting members available at the meeting.

10.2 All members of the Organisation who are 16 years or above, provided that their contributions are not in arrears on the day of the meeting, shall be entitled to attend the Organisation meeting and vote.

10.3 At any General Meetings of the Association, all election of Board/Committee members shall be decided by a show of hands.

10.4 Every member present and entitled to vote shall have one vote. Decisions will be reached based on a simple majority, except in the case of amendments to the Constitution. In the case of equality of votes, the Chairperson of the meeting shall have a second or casting vote or at his/her discretion, may direct a second ballot or a second show of hands.

11. Wafawanaka Organisation Board

11.1 The Supervisory Board

● Will be responsible for approving all Organisation’s major decisions and giving direction in achieving the Association’s vision.

● Members of the supervisory board will come from the Executive board.

11.2 The Executive Board

● shall manage the affairs of the Association, which shall meet quarterly and, subject to this constitution, shall have full power to apply the funds of the Association and to take such

other steps as deemed to be necessary to pursue the objectives of Organisation The Organisation’s Executive Board shall comprise of the following nominated persons:

❖ The Chairperson and Vice Chairperson

❖ The Secretary

❖ The Treasurer

❖ Two committee members

11.3 The committee might set up sub-committees to aid in primary debates, brainstorming and administration tasks.

11.3.1 Members of the Executive board will come from members of MARC when a vacancy arises.

11.4 The Members Area Representative Committee (MARC)

● Created to inform members of their rights, organizing and lobbying on behalf of members. Improving member-executive committee relationships.

● MARC members will be voted into MARC every year by Wafawanaka members at the AGM

 12. Amendments to the Constitution

12.1 Amendments to this Constitution may only be made at a General Meeting. A 75% vote of those present and voting in favour of any amendment is required for its acceptance.

12.2 The Supervisory Board’s has the mandate and responsibility to guide the Association and will at certain times carry out amendments that are aimed at directing and safeguard the Association.

12.3 Sufficient notice of any proposed amendments must be given to the Secretary no less than 7 days before the AGM to be considered by the Association Board for inclusion in the Agenda for the AGM.

 13. Dissolution 

Prior notice having been given in the notice convening the General Meeting at which the matter is to be discussed, the Organisation Executive Board may be dissolved by a two thirds majority of those present and voting at the meeting.

14. Data Protection

14.1 All the information regarding members and their personal details will be used for the purposes of the Association and shall not be passed to any individual or organisation for any other reasons other than the purposes of the Association.

14.2 How will my personal information be protected?

We will protect your personal information with the right level of security. We take the steps needed to make sure that your information is treated securely and has the right legal protection.

Sensitive Data will be handled by the secretary, treasurer, and a limited number of vetted persons to ensure the integrity of the data.

14.3 All spreadsheets, emails, storage drives will be password protected. Passwords will be changed periodically.

14.4 This section is a notice which we are required to give you under the data protection laws. We, WafaWanaka Funeral Association  will collect and use your personal information, including any sensitive personal information such as your medical information where necessary.

14.5 We may update this notice from time to time and we will alert you to any important updates. It’s not meant to be a legal contract between you and WafaWanaka Funeral Association, and does not affect your rights under the data protection laws.

In this notice we have included the uses that we feel would be most important to you.

We use your information for the following:

• Arranging, providing, administering your plan and managing any claims.
• Assessing medical and lifestyle information-we only do this when it is necessary to set up your plan or consider your claim for ill health.
• Verifying your identity and carrying out fraud prevention checks.
• We will not share it outside the WafaWanaka Funeral Association.

14.6 We also use your information for other activities. Where we do this we require a ‘legitimate interest’. This is when each activity is assessed and your rights and freedoms are taken into account ensuring that nothing we do is too intrusive or beyond your reasonable expectation. We use legitimate interests for:

• Market research-We use personal information to help us understand that our products and services suit the needs of our customers and meet your expectations. We also do this to improve your customer experience.
• Analytics and Insight-We generally combine your information with other customers’ in order to check if our products are priced fairly and are suitable for our customers. We also do this to check that our communications are easy to understand.
• Marketing and Communications-To send you information about your products and other products you may be interested in.
• We use a trusted 3^rd party to help us to provide you with communications relevant to you, and reduce the chances of you receiving information you wouldn’t want. There is more information on marketing and communications in our full Privacy Notice on our website.

We may monitor and record phone calls, such as when you apply or when dealing with queries and claims, for training and quality purposes. We do this so we have accurate records of what you tell us to do.

 

14. 7 Providing information about someone else

If you provide information to us about someone else, you must have their permission to do so, and have told them about how we will use their personal information.

14. 8 How long will you hold my personal information?

We’ll keep your personal information for as long as is needed, for the purpose for which it was collected, and to comply with our legal and regulatory responsibilities. This will involve keeping your information for a reasonable period of time after your plan or your relationship with us has ended.

If there aren’t any legal, regulatory or contractual requirements, any other personal information is kept for seven years from the date your plan ended.

14.9 How will my personal information be shared?

Your information will be used by employees of WafaWanaka Funeral Association, who need to see or work on your policy. In addition to our own staff we share your information with other companies so that we can administer your policy and provide our services to you.

14.10 How can I find out more?

You can find out more information about how we handle your personal information by visiting our Privacy Notice at www.wafawanaka.org/legal/privacy/

14.11 Our full Privacy Notice contains more detail on:

(i) our legal grounds for using your personal information (including more information about our legitimate interests and our approach to sending marketing communications);

(ii) how your personal information is protected if we transfer it overseas;

(iii) how we protect your personal information;

(iv) how long we keep your personal information for; and

(v) your rights under the data protection laws and how to exercise them (including how to object to marketing we send to you and to processing done under legitimate interests)

15. General

15.1 The Association will operate as an Unincorporated Association, under the name uk  Wafawanaka or Organisation.

15.2 The Association reserves the right to accept or reject an application for membership.

15.3 Any rules or regulations not covered in this Constitution or determined by the Organisation’s Board shall be as per the Memorandum, Articles of Association and Rules of Society.

15.4 The Organisation shall operate within the laws of the United Kingdom and the Financial Services Authority.

15.5 The Board will in future register the Association as a different entity as deemed by the Boards.

16. Acceptance of Terms

By submitting a completed registration form and paying the registration fee, prospective members agree to the terms set out in this constitution.

If the plan holder dies during the first year of their funeral plan

Please contact WafaWanaka Funeral Association Plan directly on info@wafawanaka.org

17. If the plan holder dies after the first year of their funeral plan

Please contact WafaWanaka Funeral Association as shown on the certificate of entitlement. The person arranging the funeral will need to provide the certificate of entitlement and either a medical or death certificate to the funeral provider.
The funeral provider will confirm the details of the funeral plan and may ask the plan-holder’s personal representatives to contact us. This will happen if the plan holder has made a contribution payment, or if they have missed a payment or stopped paying. WafaWanaka Funeral Association will also ask the plan-holder’s personal representative to contact us if the plan holder has died as a result of an accident during the first year of their funeral plan.
If you have any questions about what you should do, or if you can’t find the certificate of entitlement, please email us on info@wafawanaka.org.

18. What happens next?

If it’s not the plan holder who died then they will receive the planned money for burial of their covered loved one and the plan carries on.
If the plan holder dies the family will receive the money as arranged in the agreement i.e. either get all the money and stop the plan or one of the covered dependence can choose to carry on the Plan.

19. How do I pay for my funeral plan?

Your annual administration fee of £20  is paid by Direct Debit from your account by you or another person on your behalf. It is your responsibility to ensure that payments are made.
We’ll collect payments each annually until your Final Payment Date, or until you die if that is earlier. We’ll also stop taking payments if your funeral plan is cancelled.

 

20.How to complain

We hope that you never have a reason to complain about your funeral plan. If you do, we’d like to put things right.
If your complaint relates to your insurance policy, or the way in which your funeral plan was sold to you, please contact us info@wafawanaka.org.