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Fundraising terms and conditions

Thank you for your interest in raising funds for Newcastle Hospitals Charity (a registered charity in England and Wales (1057213) 

These rules apply to all voluntary fundraising activity, and by signing up to fundraise for Newcastle Hospitals Charity you agree to comply with them.  Newcastle Hospitals Charity reserves the right to ask you to stop fundraising immediately if you breach these rules. 

If you are under 18 years old, you confirm that you have shown these terms and conditions to your parent/guardian, and they have agreed to accept responsibility for complying with these terms and conditions. 

Fundraising  

  1. We ask that fundraising activities are conducted in a responsible and safe way, in-line with the Code of Fundraising Practice.
  2. Your fundraising must be legal, open, honest, and respectful and you must not fundraise in a way that is intrusive, unreasonably persistent or puts undue pressure on a person to donate.  
  3. You are running your fundraising activities as an independent supporter of Newcastle Hospitals Charity. At all times, your fundraising (including any fundraising materials) should state clearly that you are fundraising “in aid of Newcastle Hospitals Charity”, rather than as a representative of or on Newcastle Hospitals Charity’s behalf. 
  4. You will follow any instructions or guidance provided by Newcastle Hospitals Charity relating to your fundraising activity, but it is your responsibility to organise all aspects of any fundraising activity undertaken by you.  
  5. You will not collect donations door-to-door or in a public place without getting a collector’s licence from the local authority or police. 
  6. You will not collect donations on private property without the owner’s permission. This includes shops and pubs. 
  7. You will be responsible for any costs, taxes or expenses incurred or arising in connection with your fundraising activity. You cannot deduct expenses or costs from your fundraising.   
  8. Newcastle Hospitals Charity provides pre-designed, branded fundraising materials for you to use and promote your activity. You must not use Newcastle Hospitals Charity’s name, logo or any other Newcastle Hospitals Charity trademarks without Newcastle Hospitals Charity’s prior written permission.  If you wish to use a logo to support your fundraising initiative, you can request a logo from us. Any material referring to Newcastle Hospitals Charity need approval prior to print or circulation. 
  9. If you are fundraising as part of a business activity or receiving any form of compensation for raising funds on our behalf, you must enter into a Commercial Participator Agreement with us to do so legally. Please contact us at [email protected] to discuss.  
  10. Your kind donation will enable us to support the life-changing work of The Newcastle upon Tyne Hospitals NHS Foundation Trust. We will always endeavour to match your support to your area or project of preference, however, in the event that we cannot use your donation as originally intended, e.g. costs change, the needs of The Newcastle upon Tyne Hospitals NHS Foundation Trust or patients change, or the project is no longer deliverable, we reserve the right to redirect funds for the most urgent needs of the charity. We will always update you on our use of funds. 

Sponsorship money and donations  

  1. You agree to pay all proceeds raised by your fundraising activity/event to Newcastle Hospitals Charity as soon as possible after the activity/event (and in any case within 28 days).  
  2. Only use sponsorship forms issued by Newcastle Hospitals Charity and do not use any other type of sponsorship form (unless otherwise agreed with the charity). 
  3. You should encourage donors and/or sponsors to make Gift Aid declarations where eligible, which may enable us to recover basic rate tax on such donations. Further information about the Gift Aid scheme can be accessed by contacting the Charity Office on 0191 2137235 or email [email protected] 
  4. All donations should be kept in a safe and secure container and never left unattended. If confronted by someone, you should hand the money over and report it to the Police straight away. 
  5. It is recommended that any fundraising cash is collected, counted, transported, and banked by two unrelated people, especially if large amounts are being collected.  
  6. Your kind donation will enable us to support the life-changing work of The Great North Children’s Hospital (GNCH) and associated children’s services at The Newcastle upon Tyne Hospitals NHS Foundation Trust. We will always endeavour to match your support to your area or project of preference, however, in the event that we cannot use your donation as originally intended, e.g. costs change, the needs of the Great North Children’s Hospital or patients change, or the project is no longer deliverable, we reserve the right to redirect funds for the most urgent needs of the GNCH, and we will always update you on our use of funds.

Liability  

  1.  You accept that any risks arising out of your fundraising activity are your responsibility, including liability for any injury or loss which may occur to you, your helpers or guests. You will therefore take all reasonable precautions to protect the health and safety of all those participating in, involved with or attending your activity.  
  2. You will comply with any applicable laws and regulations relating to your fundraising activity, including obtaining any necessary licenses, consents, or permissions e.g. if you are holding a raffle or lottery, or are proposing to sell alcohol.  
  3. You acknowledge and accept that Newcastle Hospitals Charity’s insurance policy will not cover your fundraising activities. It is your responsibility to consider if your activity requires insurance, such as public liability insurance, and to check the insurance of any suppliers you use for your fundraising activity.  
  4. Fundraisers will be responsible for considering the safeguarding of children and potentially vulnerable individuals. Anyone under 18 years old should never approach strangers about fundraising and must be supervised by an adult. Information on what to do if you are concerned for someone’s safety can be found here at the Social Care Institute of Excellence  
  5. You will not do anything that damages or risks Newcastle Hospitals Charity (or our partners or collaborators) reputation, brand, or name. If you do, Newcastle Hospitals Charity has the right to ask you to stop your fundraising activity immediately.  
  6. Information to help you run your fundraising activity legally and safely can be found on our website.   

Use of personal data and consent  

  1. By providing your information when you sign up to fundraise for Newcastle Hospitals Charity, you agree that Newcastle Hospitals Charity can use the details to discuss your fundraising activity and follow up on your progress.  
  2. Your personal information may also be used for the purposes of sending communications to you where you have confirmed that you would like to receive further information about the charity’s work when signing up to fundraise for Newcastle Hospitals Charity.  
  3. All personal data held by us will be handled in accordance with applicable privacy laws and Newcastle Hospitals Charity’s privacy statement.
  4. If you provide photographs or videos taken during your fundraising activity to Newcastle Hospitals Charity, you agree that these can be used by the Charity for commercial and/or fundraising purposes and that consent has been provided. We may use these photographs or videos in marketing materials and communications for future events and fundraising; this will include online and print materials, for a period of up to 5 years. If you have any questions about the use of these images, or if you want to change your details at any time you can do so by emailing [email protected] or calling the team on 0191 2137235.