Terms and Conditions for Charitable Funding

I agree to abide by the conditions of the grant outlined below:

The Grant

Charitable grants are awarded at the level indicated in the offer correspondence. The amount of the grant may differ to the amount applied for.

You must use the grant exclusively for the activities detailed in the application

It is the responsibility of the grant holder to deliver the project within budget. The Charity has made no commitment to support overspent budgets.

(Any request for additional support must be formally made prior to expenditure and the outcome is not guaranteed).

At the end of the project, any unspent funding is to be returned to the Charity.

For grants made to NHS Lothian, all items or services purchased using the grant must comply with NHS Lothian Procurement practices and NHS Lothian’s Standing Financial Instructions must be observed.

Ongoing Costs

The responsibility for ongoing costs after a charitable grant has ended lies with the organisation to which the grant was made

Where the grant is supporting salary costs, funded staff are the employees of organisation to which the grant was made.

The Project

You must obtain permission from NHS Lothian Charity to make changes to the project e.g. to provide in a different location, purchase a different piece of equipment, etc

Projects must be initiated within 6 months of the grant award offer. If a project is not initiated with in this timeframe, the Trustees reserve the right to withdraw the full grant amount.

(If you face delays in your project, please contact the Charity to see if a revised initiation date can be authorised.)

The project must comply with all applicable laws, regulations and ethical standards e.g. data protection.

For grants made to NHS Lothian all purchases and activities must comply with relevant NHS Lothian policy e.g. infection control, fire, recruitment.

Monitoring and Evaluation

All applicants are required to complete an end of project survey. Failure to do so within one month of request could result in the de-prioritisation of future funding requests

The Charity reserves the right to request additional monitoring and evaluation data. Any further requirements will be made stated in the offer correspondence. If accepted failure to facilitate this could result in the de-prioritisation of future funding requests.
Recognition of Charitable Support

As a condition of receiving charitable funding, NHS Lothian Charity should be appropriately recognised for its support. This recognition helps us:

  • Demonstrate how donations are making a difference.
  • Inspire others to seek funding for impactful projects.
  • Encourage future donations to wards, departments, or services.

As recognition is a requirement of funding, we ask that you incorporate this into your project communications and materials. This can be done in a variety of ways, including but not limited to:

  • Displaying the NHS Lothian Charity logo on printed materials such as leaflets, posters, and publications.
  • Including a plaque on equipment or room refurbishments funded by the Charity
  • Acknowledgement of NHS Lothian Charity on websites, emails, and presentations.
  • Crediting NHS Lothian Charity in articles, and social media posts.

In addition to completing an end of project survey, we may also invite you to participate in promotional activities to showcase the impact of your project. This could include:

  • Providing quotes, photographs, or case studies for use in articles, reports, or social media.
  • Presenting your project at an NHS Lothian Charity event.
  • Facilitating a visit from our staff or donors to your ward or department (with advance notice and coordination).

Your cooperation in recognising NHS Lothian Charity’s support is greatly appreciated and helps us continue to fund meaningful work across NHS Lothian.

Confidentiality

All information provided to the Charity, either through an online application form or monitoring and evaluation data , is held confidentially and in line with our privacy policy.

We will not disclose any sensitive data provided, either in an application or project progress report, to a third party in any circumstances other than what has been outlined above, unless the disclosure is required by law or specifically approved by a grant recipient.

Information provided to the Charity will not be sold to a third-party individual, organisation or commercial company for any gain, either financial or otherwise.

Termination of Grant

NHS Lothian Charity reserves the right to make changes to these terms and conditions at any time: written notice and a full explanation will be given.

NHS Lothian Charity reserves the right to terminate a charitable grant at any time. Written notification will be given and funding provided to cover relevant costs incurred up to the termination date. If the receiving organisation discontinues the project, NHS Lothian Charity reserves the right to reclaim the charitable grant amount.

Please do not hesitate to get in touch with the Charity Team on [email protected] if you have any queries regarding the grant conditions.

Updated October 2025