Conflict of Interest Policy

Document: Conflict of Interest Policy
Status: Adopted and in force
Version: 1.0
Adopted by: The Management Committee
Effective date: 1 January 2020
Last reviewed: January 2026 (reaffirmed without amendment)
Next review due: January 2029
Review cycle: Every three years

1. Purpose

1.1 This Policy sets out how members and officers of the British Polygraph Society are to identify, disclose, and manage actual, potential, and perceived conflicts of interest.

1.2 A conflict of interest exists where a personal, financial, familial, fraternal, political, or professional interest of a member could, or could reasonably be perceived to, improperly influence:

1. the conduct of a polygraph examination;
2. the making of a finding or the content of a report;
3. a decision of the Management Committee, a Complaints Panel, or an Appeals Panel; or
4. any other exercise of responsibility within the Society.

2. Duty to Identify and Disclose

2.1 Every member has a continuing duty to consider, before accepting any examination instruction or acting in any Society role, whether a conflict of interest arises.

2.2 Where a conflict arises or may arise, the member shall disclose it promptly and in writing to:

1. the retaining party, in the case of an examination instruction; and
2. the Secretary, in the case of a Society role or decision.

3. Examples of Conflict (non-exhaustive)

3.1 The following typically give rise to a conflict:

1. a personal or familial relationship with the examinee, the complainant, the retaining party, a witness, or an opposing party;
2. a prior professional role in relation to the examinee (for example, as therapist, supervisor, instructor, or solicitor);
3. a financial interest in the outcome of the examination or of related proceedings;
4. a contingent, reduced, or inflated fee arrangement prohibited by paragraph 3 of the Code of Ethics;
5. concurrent service as a member of any Society panel considering the member’s own conduct, or that of a close associate;
6. a prior adverse professional relationship with any party that would undermine impartiality.

4. Management of Conflict — Examinations

4.1 Where a conflict is identified before an examination, the member shall either:

1. decline the instruction; or
2. proceed only where all relevant parties have been informed in writing of the conflict and have consented in writing to the member proceeding.

4.2 A member shall not proceed where, notwithstanding consent, the member judges that the conflict cannot be managed consistently with the member’s duty of impartiality under the Code of Ethics.

4.3 Where a conflict becomes apparent during or after an examination, the member shall promptly notify the retaining party and take such steps as are reasonable and proportionate, which may include withdrawing from the matter.

5. Management of Conflict — Society Roles

5.1 A member of the Management Committee, a Complaints Panel, or an Appeals Panel who has a conflict of interest in a matter under consideration shall:

1. declare the conflict at the earliest opportunity;
2. not participate in discussion or decision on the matter; and
3. withdraw from any meeting for the duration of the item.

5.2 The Chair shall keep a written record of declared conflicts and of the steps taken.

6. Register of Interests

6.1 Every member of the Management Committee shall submit to the Secretary, on election and annually thereafter, a statement of their relevant interests, which shall be held on a Register of Interests.

6.2 The Register shall be available for inspection by any member on reasonable notice.

7. Breach

7.1 Failure to disclose or manage a conflict of interest in accordance with this Policy is a breach of the Code of Ethics and may be dealt with under the Complaints, Discipline and Appeals Procedure.

8. Governing Law

8.1 This Policy is governed by the law of England and Wales.