Privacy Policy
Windmill Youth Group
Operated by Windmill Youth Development Group – Registered Charity No. 1100933
Last updated: September 2026
1. About this policy
The Windmill Youth Group is operated by Windmill Youth Development Group, a registered charity in England and Wales (Charity No. 1100933).
We are committed to protecting the privacy and personal information of the young people, parents and guardians, supporters, volunteers and other people who come into contact with us.
This Privacy Policy explains what information we may collect, why we collect it, how we use and protect it, when it may be shared and the rights you have in relation to your information.
For data protection purposes, Windmill Youth Development Group is the data controller for personal information it collects and processes.
2. Information we may collect
Depending upon your relationship with the Windmill Youth Group, we may collect information including:
your name, date of birth and contact details;
address and postcode;
parent or guardian details where appropriate;
information provided as part of an application for charitable support;
information about your Duke of Edinburgh’s Award participation and progress where relevant;
information about your financial or personal circumstances where this is relevant to assessing an application;
correspondence and records of our contact with you;
information supplied by a school, youth organisation, referring organisation or other third party where appropriate;
information relating to grants or funding awarded;
photographs, testimonials or stories where appropriate permission has been obtained;
information relating to supporters, donors, trustees and volunteers; and
technical information generated through use of our website, where applicable.
We will only seek information that is reasonably necessary for the purpose for which it is being collected.
3. Information about health and other sensitive matters
The Windmill Youth Group is a funding organisation and does not itself operate expeditions or residential programmes.
Detailed medical information, participant consent forms and operational information required to participate in an expedition or residential will normally be collected and managed directly by the organisation delivering that activity.
We do not seek to duplicate or routinely retain that information.
There may, however, be circumstances where an applicant voluntarily provides sensitive information that is relevant to their application or where we need limited information to understand accessibility, safeguarding or support requirements.
Where we process special category personal information, we will only do so where there is an appropriate lawful basis and condition for processing.
4. Why we use personal information
We may use personal information to:
receive and assess applications;
determine eligibility for charitable support;
communicate with applicants and parents or guardians;
arrange and administer approved funding;
identify suitable third-party providers or opportunities;
make payments to providers on behalf of successful applicants;
monitor the effectiveness and impact of the charity’s work;
safeguard people who come into contact with the charity;
manage complaints or concerns;
communicate with supporters, donors and volunteers;
undertake fundraising and administer donations;
meet our legal, regulatory, financial and governance responsibilities; and
operate and improve our website and services.
5. Our lawful basis for using information
Depending upon the circumstances, we may process personal information because:
it is necessary for our legitimate interests in operating and administering the charity and providing charitable support, where those interests do not override an individual’s rights;
it is necessary to comply with a legal obligation;
it is necessary to take steps requested by an individual in connection with an application or other arrangement;
you have given consent for a particular use; or
another lawful basis applies.
Where we rely upon consent, it can be withdrawn at any time, although this will not affect processing that was lawful before consent was withdrawn.
We will determine and record the appropriate lawful basis for the particular information and purpose concerned rather than assuming that one basis applies to everything we do.
6. Young people’s information
Many of the people the Windmill Youth Group exists to support are under 18.
We therefore take particular care when collecting and using children’s and young people’s personal information.
We aim to explain clearly what information we need, why we need it and how it will be used. Where appropriate, a parent or guardian may also be involved in the application or funding process.
We will not knowingly use a young person’s personal information for an unrelated purpose without an appropriate lawful basis.
7. Sharing information
We do not sell personal information.
We may share relevant information where reasonably necessary with organisations including:
a provider being considered or selected to deliver a funded opportunity;
professional advisers or service providers supporting the charity;
organisations providing website, email, IT or administrative services;
regulators, statutory authorities or law-enforcement agencies where required;
safeguarding authorities where necessary to protect an individual; and
other organisations where we are legally required or appropriately authorised to do so.
We will seek to share only the information reasonably necessary for the particular purpose.
Where an expedition, residential or other opportunity is delivered by an independent provider, that provider will have its own privacy policy and responsibilities for the information it collects directly from participants.
8. Keeping information secure
We take reasonable organisational and technical measures to protect personal information against loss, misuse, unauthorised access, alteration or disclosure.
Access to personal information is restricted to those who reasonably require it for the work of the charity.
9. How long we keep information
We will not keep personal information for longer than is reasonably necessary.
Different types of records may need to be retained for different periods because of safeguarding, financial, regulatory, insurance or legal requirements.
When information is no longer required, it will be securely deleted, destroyed or anonymised as appropriate.
10. Photographs and stories
We may wish to share photographs, testimonials or stories demonstrating the history and impact of the Windmill Youth Group.
Where identifiable individuals are involved, particularly children and young people, we will consider the appropriate permission and data protection requirements before publishing material.
Agreeing to publicity will not normally be a condition of receiving charitable support.
11. Fundraising and communications
We may process information about donors, supporters and potential supporters where appropriate to operate and fund the charity.
Where electronic marketing or fundraising communications require consent or another specific legal basis, we will comply with the applicable requirements and provide an appropriate means of opting out.
The Fundraising Regulator’s current guidance confirms that charities processing personal information for fundraising remain subject to UK GDPR, the Data Protection Act 2018 and, where applicable, PECR.
12. Cookies and our website
Our website may use cookies or similar technologies that are necessary for its operation or that help us understand how the website is used.
Where consent is legally required for non-essential cookies, visitors will be given an appropriate choice.
Further information may be provided through our website’s cookie notice or cookie settings.
13. Your rights
Depending upon the circumstances, data protection law may give you rights including the right to:
be informed about how your information is used;
request access to personal information we hold about you;
ask us to correct inaccurate information;
ask us to erase information in certain circumstances;
ask us to restrict processing in certain circumstances;
object to certain processing;
receive certain information in a portable format where applicable; and
withdraw consent where processing is based upon consent.
These rights are subject to the provisions and exemptions contained in data protection law.
To exercise a right or ask a question about your information, contact:
You also have the right to raise a concern with the Information Commissioner’s Office (ICO) if you are unhappy with how your personal information has been handled.
14. Changes to this policy
We may update this Privacy Policy as our activities, systems or legal obligations change.
The current version will be published on our website.
15. Contact
Windmill Youth Group
Operated by Windmill Youth Development Group
Registered Charity No. 1100933
Email: info@windmillyouthgroup.org
Website: www.windmillyouthgroup.org