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Individual fundraising terms and conditions

These Terms and Conditions apply to all Fundraising Activities. By agreeing to fundraise for the Woodland Trust You agree to comply with the below Terms and Conditions.

If You are under 18, You confirm that You have shown these Terms and Conditions to Your parent/guardian and they have agreed to accept responsibility for complying with them.

Definitions

In these Terms and Conditions the Woodland Trust uses certain terms. These are what we mean by them:

Fundraising Activity or Activities – means any voluntary fundraising activity or activities you do to raise funds for the Woodland Trust;

Sponsorship Form – means any form provided to you by the Woodland Trust or any form you create to collate and record sponsors;

You (or Your) – means you the person agreeing to these obligations set out below;

We – means the Woodland Trust.

Your responsibilities

  • You are to organise Fundraising Activities as an independent supporter of the Woodland Trust. You should therefore refer to raising money ‘in aid of’ and not ‘on behalf of’ the Woodland Trust.
  • You agree that You will comply with any reasonable lawful instruction or guidance provided by the Woodland Trust relating to any Fundraising Activity You undertake.
  • You are responsible for all aspects of organising the Fundraising Activities including health and safety, conducting risk assessments, gaining appropriate permissions and licences and obtaining insurance where required. Your Fundraising Activities will not be covered by the Woodland Trust’s insurance.
  • You must ensure Your Fundraising Activities are conducted in accordance with all relevant and up-to-date guidance on social distancing and restrictions in relation to Covid-19 as issued by any of the UK Government, the Governments of Scotland, Wales and Northern Ireland (where applicable) and any relevant Local Authorities.
  • You will be responsible for the payment of any costs, taxes, or expenses incurred or arising in connection with Your Fundraising Activities. These cannot be paid with donations received as part of the Fundraising Activities.
  • A responsible adult aged 18 or over must take responsibility for collecting donations and counting the funds raised.
  • You will pay all fundraising proceeds to the Woodland Trust as soon as reasonably possible and in any case within 28 days after the date(s) on which the Your Fundraising Activity or Activities are concluded.
  • All payments to the Woodland Trust shall be made via debit or credit card, cheque, bank transfer or via a secure online fundraising platform. Please note that if You are using an online fundraising platform hosted by a third party it is Your responsibility to read their terms and conditions carefully and to be aware of any charges they make for handling Your donation as You will be liable for any additional costs or charges made by the online fundraising platform.
  • If Your fundraising activity involves an element of physical challenge it is Your responsibility to ensure that the participants have the appropriate level of fitness, You complete health and safety risk assessments prior to the event and You ensure that a suitable level of medical support is provided to all participants and attendees.

Raffles

  • Raffles are a form of lottery. If You intend to conduct a raffle as part of Your Fundraising Activities at an event You must adhere to all applicable UK Government, Local Authority and Gambling Commission laws and regulations and obtain all necessary licences and consents.
  • The Woodland Trust cannot assist You in obtaining any relevant licence or permissions for conducting a raffle.
  • If you intend to run a raffle please review the Fundraising Regulator’s Guidance and the Gambling Commission’s Guidance. This guidance is not produced or monitored by the Woodland Trust and may be updated by the Fundraising Regulator or the Gambling Commission at any time.

Gift Aid

  • You will encourage donors and/or sponsors to make Gift Aid declarations where eligible using forms provided by the Woodland Trust. These forms will indicate what personal information they will be sharing in order for Gift Aid to be claimed and must be returned to the Woodland Trust within 28 days of the of the Fundraising Activity or Activities. Information provided by donors and/or sponsors will only be used for the purpose of processing Gift Aid declarations. For more information in relation to Gift Aid please visit our Tax Efficient Giving page.

Personal data

  • By fundraising in aid of the Woodland Trust, You are agreeing to share Your personal data with the Woodland Trust so we are able to contact You about Your Fundraising Activities. All personal data held by the Woodland Trust will be processed in accordance with our Privacy Policy. If You wish to change Your marketing or contact preferences then please visit our Preference Centre.

Photographs, video and media

  • You agree that if You provide the Woodland Trust with any photographs or videos taken during Your Fundraising Activity, You are confirming You hold all the relevant permissions and consents, including copyright, and that the Woodland Trust may use the photographs or videos for commercial or fundraising purposes.
  • By providing any photographs or videos of Your Fundraising Activities You are confirming You are satisfied that anyone appearing in them has consented to their image being used by the Woodland Trust for commercial and fundraising purposes. For anyone under the age of 13 parents’ or guardians' permission must be sought.
  • You must obtain approval from the Woodland Trust before approaching any media organisation, celebrities or public figures to support Your Fundraising Activities.

Woodland Trust name, logo and branding

  • You will not do anything that is likely to bring the Woodland Trust’s name or reputation into disrepute. If You do, the Woodland Trust has the right to ask You to stop Your Fundraising Activities immediately.
  • You may use the Fundraising Resources to promote your Fundraising Activities. All Fundraising Resources must not be edited or altered in any way.
  • Apart from using the Fundraising Resources above you may only use the Woodland Trust name, branding and logo for Your Fundraising Activities with Our written permission. To apply for permission, please contact the Woodland Trust PR Team stating how You intend to use the Woodland Trust name, branding and logo for Your Fundraising Activities. You acknowledge that the Woodland Trust owns the intellectual property rights in any Woodland Trust fundraising materials supplied to You and will use the Woodland Trust’s name, logo or branding strictly in accordance with any permission given to You by the Woodland Trust.

Liability

  • You acknowledge You will be responsible for any risks of conducting your Fundraising Activities, including the risk of any injury, loss, harm, damage or claims resulting from Your Fundraising Activities.
  • Nothing in these Terms and Conditions shall limit or exclude the Woodland Trust’s liability in respect of death or personal injury sustained as a direct result of the negligence, breach of statutory duty or fraudulent misrepresentation of the Woodland Trust, its employees or agents or any deliberate act or omission of the Woodland Trust, its employees or agents.

General

  • The Woodland Trust may vary these Terms and Conditions from time to time if required by English Law or the Fundraising Regulator. An up-to-date version shall be available on our website.
  • These Terms and Conditions and any dispute or claim that arises out of or in connection with them is governed by and construed in accordance with English law. The English courts have exclusive jurisdiction to settle any dispute or claim that may arise out of or in connection with these Terms and Conditions.