Grant Terms and Conditions

The terms and conditions text below is for information only. Applicants will be asked to agree to these when applying.

Use of Data

1. What information we will collect

  • Contact information for the application/project and for the organisation, including personal names, email addresses and telephone contact numbers.
  • Organisational financial information (e.g. annual or management accounts and, if funded, bank details and bank statements).
  • Annual reports and, on occasion, board minutes (used to satisfy due diligence requirements on governance).
  • Application details, which would normally contain information on staffing that may include personal information (e.g. names) and project budgets.
  • If funded, information on the project's progress (through meetings, emails and written reports or evaluations). This may include personal information on project leads and may contain confidential information not for wider publication relating to financial issues or other project challenges.

2. Why we use your information

A. Assessing and administering your application

To assess eligibility, make funding decisions, prevent fraud and communicate with you.

Lawful basis: Our legitimate interests in running an effective and responsible grant-making programme.

B. Monitoring, evaluation, research and surveys

To understand the impact of our funding and improve our programmes.

Lawful basis: Legitimate interests. We will use anonymised or aggregated data wherever possible.

C. Sharing with other funders or oversight bodies

To co-ordinate funding, avoid duplication, carry out due diligence, or meet audit, legal or regulatory requirements.

Lawful basis: Legitimate interests (and legal obligation where applicable). We only share what is relevant and proportionate.

D. Publishing details of successful grants

We publish the recipient organisation’s name, grant amount, geographical area and a brief project description to support transparency.

Lawful basis: Legitimate interests.

We do not publish personal data unless it is already publicly associated with the organisation (e.g. named charity trustees).

E. Publicity and promotional activity

If we wish to use identifiable personal details (e.g. names, photographs, etc.) for case studies or publicity, we will ask for your explicit consent. You can withdraw this at any time.

3. Retention and Re-use

We will keep your application and related information for up to seven years after the end of any grant, or longer if required for audit or legal reasons.

We may use information from applications and grants (in aggregated or anonymised form wherever possible) for research, reporting, analysis and improvement of our programmes.

4. Sharing with Other Funders, Agencies and Service Providers

We may share information from your application or grant with other charitable or public funding bodies, regulators or evaluators where this is necessary to:

  • Check eligibility or prevent duplication of funding.
  • Meet audit, reporting, legal or regulatory requirements.
  • Carry out research and analysis to understand the impact of grant funding.

We will only share personal data where it is relevant and proportionate.

Service providers

We may share personal data with trusted organisations that provide IT, system hosting, security, application support and administrative services on our behalf. They are contractually required to use personal data only for the services we have instructed them to provide and to keep it appropriately secure.

5. Publication of Grant Information

If your application is successful, we will publish summary details of the grant for transparency purposes.

This normally includes the name of the recipient organisation, amount awarded, geographical area and a short project description.

We will not publish organisational financial details, board meeting minutes, personal contact details or other personal data unless that information is already publicly associated with your organisation.

6. Surveys and Evaluation

We may use the information you provide, together with monitoring information, as part of surveys and evaluations to understand the impact of our funding.

Any reports or publications will use aggregated or anonymised data unless you have agreed otherwise.

7. Publicity and Press Releases

We may wish to share stories or case studies about projects we support in our publications, press releases or online channels.

We will only include identifiable personal details (such as names, images or quotations) in publicity materials with your explicit consent.

8. Applicant Declaration

By submitting an application, you confirm that:

  • You have read and understood The Robertson Trust’s Use of Data Notice.
  • You have authority to provide the information in this form on behalf of your organisation.
  • You understand that information from this application will be used and shared for the purposes described above, including publication of organisational grant details.
  • You understand that any identifiable personal data will be handled in accordance with data protection law and that the Trust will seek your consent before using personal details for publicity.

Use of funds:

  1. If you are applying on behalf of an unincorporated association (i.e. a Charity which is not registered as a SCIO or separately with Companies House), you acknowledge that the individual Trustees of the Charity accept personal liability for any funding awarded;
  2. If awarded funding, the grant will be spent on only the purposes approved by The Robertson Trust, and only by the organisation to which we awarded funding;
  3. Where the grant is unrestricted, this money can be used towards any of the day to day operational costs of the organisation;
  4. The grant will not be paid until you have provided your bank details, a copy of a bank statement/letter no older than three months and you have met any other specific conditions of release, as detailed in your Grant Welcome Pack.
  5. The grant period commences upon release of the first payment. Each grant year runs for a period of 12 months from the date of release.
  6. Any (annual) instalment of the grant must be used within 12 months of release.
  7. You will send us a progress report if documented/requested in your Grant Welcome Pack.
  8. We reserve the right to contact and/or visit you to see the funded work during the life of the grant.
  9. You will inform us, in advance where possible, of any significant change to the funded work, proposal or your organisation throughout the grant period (even if you have not yet drawn down the grant). A ‘significant change’ includes:
    1. a consequential change to your grant’s expenditure;
    2. any changes in postholder or to their role/hours/salary costs;
    3. any change in your organisation’s legal status or constitution;
    4. any significant operational changes within the organisation that are likely to affect the funded work;
    5. any serious financial or governance issue facing your organisation;
    6. any safeguarding concern raised about your organisation, its staff or volunteers;
    7. any underspend of our award.
  10. If you are not sure whether you need to let us know about an issue or change within your organisation or the funded work, please contact your Funding Officer or email funding@therobertsontrust.org.uk.
  11. You will inform us of any concerns regarding your organisation raised with OSCR (Scotland) or the Charity Commission (England) during the lifetime of our grant.  A list of concerns which OSCR can investigate are listed here.  
  12. Any underspend of our grant must be declared to us and may be refunded/repaid to the Robertson Trust.
  13. We reserve the right to withhold a grant or require repayment if:
    1. You have deliberately falsified information as part of your application or reporting;
    2. The work undertaken is not the work for which the funding was approved and where we have not approved these changes;
    3. Your organisation becomes insolvent or goes into administration, receivership or liquidation and the funding has not been spent on its intended purpose.

We will sometimes apply additional conditions to an individual grant, but these will be included in your Grant Welcome Pack.

Where the application and grant award are made electronically, the agreement between us shall be deemed to be in writing and your online acceptance of these Terms and Conditions shall be deemed to be a signature to that agreement.

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