Terms & Conditions
Operated by Windmill Youth Development Group
Registered Charity No. 1100933
Last updated: September 2026
1. About us
The Windmill Youth Group is operated by Windmill Youth Development Group, a registered charity in England and Wales, Charity No. 1100933.
The Windmill Youth Group exists to support young people from Blackpool and the wider Fylde Coast by helping to remove financial and practical barriers to personal development opportunities.
Our current work focuses particularly on supporting eligible young people undertaking the Gold Duke of Edinburgh’s Award, including appropriate expedition and residential opportunities.
These Terms & Conditions apply to:
use of the Windmill Youth Group website;
applications made to the Windmill Youth Group;
offers and awards of charitable funding; and
the relationship between applicants, beneficiaries and the Windmill Youth Group.
They should be read alongside our Privacy Policy, Safeguarding Policy Statement and Insurance Statement.
2. Our role
The Windmill Youth Group is principally a charitable funding and youth-development organisation.
We assess applications from young people and may provide financial or practical support to enable successful applicants to participate in approved opportunities.
The Windmill Youth Group does not itself organise, operate or deliver DofE expeditions, residential programmes or other adventurous activities.
Where we fund an expedition, residential or other externally delivered activity, it will be delivered by an independent third-party provider.
The provider is responsible for the operational delivery of its programme.
3. Duke of Edinburgh’s Award
The Windmill Youth Group supports young people undertaking the Duke of Edinburgh’s Award but is not itself responsible for operating or administering a participant’s complete DofE programme.
Participants remain responsible for being appropriately enrolled through their relevant DofE organisation and for ensuring that activities they undertake satisfy the requirements of their Award.
For the Expedition section specifically, current DofE guidance states that expeditions must be completed with an Approved Activity Provider or the participant’s Licensed Organisation.
References to the Duke of Edinburgh’s Award or DofE on this website describe opportunities which the Windmill Youth Group may support. They should not be interpreted as suggesting that the Windmill Youth Group is itself The Duke of Edinburgh’s Award or has authority to administer the complete Award.
The DofE name and associated marks are registered trademarks and their use is subject to DofE authorisation and branding requirements.
4. Eligibility
The Windmill Youth Group exists primarily to support young people from Blackpool and the wider Fylde Coast who face financial or practical barriers to accessing opportunities supported by the charity.
Specific eligibility requirements may be published as part of individual funding programmes.
Eligibility may include consideration of:
age;
place of residence;
participation in or eligibility for the relevant programme;
financial circumstances;
other practical barriers to participation;
commitment to completing the opportunity;
potential benefit to the applicant; and
availability of charitable funds.
Meeting basic eligibility requirements does not guarantee funding.
5. Making an application
Applications should be made using the process published on our website.
Applicants must provide information that is accurate and complete to the best of their knowledge.
We may request further information or arrange a conversation or interview where this helps us understand an application.
Where an applicant is under 18, we may require the involvement or agreement of a parent or legal guardian at appropriate stages.
Submitting an application does not create a contract with the Windmill Youth Group and does not guarantee financial support.
6. How applications are assessed
Applications are considered individually.
When making decisions, we may consider:
the applicant’s circumstances;
financial or practical need;
the nature and cost of the proposed opportunity;
the applicant’s commitment and objectives;
the likely benefit to the young person;
whether the proposed activity is appropriate;
availability and suitability of providers;
available charitable funds; and
any other factor reasonably relevant to the charity’s purposes and responsibilities.
Applications may be considered by trustees or by individuals or a committee authorised by the trustees to assist with the selection process.
Final responsibility for the proper use of the charity’s funds remains with the trustees.
7. Funding decisions
Funding is discretionary.
There is no automatic entitlement to financial assistance from the Windmill Youth Group.
We may:
approve an application in full;
approve part of an application;
offer an alternative form or level of support;
place reasonable conditions on an award;
defer a decision pending further information; or
decline an application.
The amount available and number of people we can support will depend upon the charity’s resources at the relevant time.
8. Successful applicants
If an application is successful, we will explain:
what support has been approved;
what the funding is intended to cover;
any conditions attached to the funding;
the relevant provider or opportunity where applicable; and
any further steps required from the applicant or their parent or guardian.
An offer of funding may be subject to the applicant completing the relevant provider’s registration, booking, consent or other participation requirements.
9. Payment of funding
Unless specifically agreed otherwise, funding for an expedition, residential or other externally delivered activity will normally be paid directly by the Windmill Youth Group to the relevant provider.
Applicants should not assume that funding will be paid directly to them.
Funding:
must be used for the purpose for which it was approved;
cannot normally be exchanged for cash;
cannot be transferred to another person; and
cannot be transferred to a different activity without prior approval.
Where equipment or clothing support is approved, the Windmill Youth Group may purchase or source items directly rather than providing money to the beneficiary.
10. Changes in circumstances
Applicants and beneficiaries should tell us promptly if circumstances materially affecting an application or funding award change.
This may include:
withdrawal from the DofE;
inability to participate;
a change of provider or programme;
cancellation or postponement;
receiving funding for the same cost from another source; or
any material change to information relied upon when funding was approved.
We will consider changed circumstances reasonably and determine what should happen to the funding.
11. Withdrawal of funding
The Windmill Youth Group reserves the right to withdraw, suspend or amend funding where reasonably necessary.
This may include circumstances where:
information supplied in an application is materially inaccurate or misleading;
eligibility materially changes;
the applicant withdraws from the relevant opportunity;
funding is no longer required for its approved purpose;
the proposed activity or provider is no longer considered appropriate;
circumstances make delivery impracticable; or
continuing the funding would conflict with the charity’s legal, regulatory or safeguarding responsibilities.
Any decision will take account of the circumstances and commitments already reasonably entered into.
12. Third-party activity providers
Where the Windmill Youth Group funds an expedition, residential or other activity, the activity will be delivered by an independent provider.
The provider is responsible for matters associated with operational delivery, which may include:
programme planning;
routes and itineraries;
staffing;
instructor qualifications and competence;
supervision;
participant ratios;
operational risk assessment;
safeguarding during delivery;
emergency arrangements;
participant medical and consent information;
transport where offered;
activity equipment;
insurance;
cancellations or operational changes; and
compliance with relevant licensing, accreditation or Award requirements.
The participant and/or their parent or guardian will be required to comply with the provider’s own terms, conditions and participation requirements.
13. Relationship with activity providers
The Windmill Youth Group may identify, select or approve a provider for the purposes of charitable funding.
We will undertake due diligence appropriate to the nature of the proposed activity and relationship.
This may include reviewing:
insurance;
relevant licences and accreditations;
safeguarding arrangements;
qualifications;
operational systems;
experience;
reputation; and
other information reasonably considered relevant.
Charity Commission guidance specifically expects charities working with or funding other organisations to carry out appropriate due diligence, ensure appropriate safeguarding procedures and establish clear responsibilities.
The Windmill Youth Group’s selection or approval of a provider does not mean that the charity assumes responsibility for the provider’s operational management.
14. Contract with the activity provider
Where an independent provider delivers an activity, the participant and/or their parent or guardian will normally enter into the provider’s own contractual arrangements for participation.
The provider’s own:
booking terms;
cancellation provisions;
medical requirements;
participation conditions;
safeguarding arrangements;
privacy policy; and
operational procedures
will apply to the services it supplies.
Payment by the Windmill Youth Group on behalf of a participant does not, by itself, make the Windmill Youth Group the operator of that activity.
15. Safety and risk
Outdoor and adventurous activities may involve inherent risks that cannot be entirely eliminated.
The organisation delivering an activity is responsible for identifying and managing the operational risks associated with its programme.
Participants are expected to:
follow reasonable safety instructions;
provide relevant information requested by the provider;
use equipment appropriately;
behave responsibly; and
comply with the provider’s participation requirements.
Nothing in these Terms seeks to exclude or restrict any legal responsibility which cannot lawfully be excluded.
16. Safeguarding
The welfare of young people is fundamental to the Windmill Youth Group.
The Windmill Youth Development Group maintains safeguarding arrangements appropriate to its own activities and will respond appropriately to safeguarding concerns which arise through its work.
Where an independent provider delivers an activity, that provider is responsible for its operational safeguarding arrangements during delivery.
However, this does not remove the Windmill Youth Development Group’s responsibility to respond appropriately to concerns brought to its attention. Charity Commission guidance makes clear that trustees retain overall safeguarding responsibility for their charity and should manage safeguarding risks when working with other bodies.
Our Safeguarding Policy Statement provides further information.
17. Personal information
Personal information submitted through an application or otherwise provided to the Windmill Youth Group will be handled in accordance with our Privacy Policy and applicable data protection law.
Because our work includes young people, we take particular care with children’s information. Current ICO guidance requires organisations processing children’s personal information to consider children’s particular needs and interests, provide suitable privacy information and apply appropriate protections.
Detailed expedition medical and consent information will normally be collected directly by the provider delivering the relevant activity rather than being routinely held by the Windmill Youth Group.
18. Parents and guardians
Where a participant is under 18, a parent or legal guardian may be required to:
confirm or support an application;
communicate with the Windmill Youth Group;
complete provider documentation;
provide appropriate consent;
provide medical or emergency information directly to the provider; and
agree to the provider’s terms and conditions.
The precise requirements will depend upon the applicant’s age, circumstances and the activity concerned.
19. Equipment and clothing support
Where appropriate, the Windmill Youth Group may provide or fund clothing or equipment required to remove a practical barrier to participation.
The precise arrangements will be explained when support is approved.
Unless expressly agreed otherwise, providing equipment or clothing does not mean that the Windmill Youth Group has assumed responsibility for the operational delivery of an activity.
Where specialist or safety-critical equipment is required for an activity, responsibility for determining its suitability and use during the activity remains with the relevant provider as appropriate.
20. Cancellations and changes by providers
Outdoor programmes may be changed, postponed or cancelled because of:
weather;
safety considerations;
staffing;
venue or access restrictions;
insufficient numbers;
circumstances outside the provider’s control; or
other operational reasons.
These decisions are normally the responsibility of the provider.
The provider’s cancellation and amendment terms will ordinarily apply.
Where charitable funding is affected, the Windmill Youth Group will decide whether the funding can reasonably be transferred to a rearranged or alternative opportunity, returned to the charity or otherwise dealt with appropriately.
21. Photographs, stories and publicity
The Windmill Youth Group may invite beneficiaries, former participants and supporters to share photographs, experiences or stories to help demonstrate the charity’s history and impact.
Where appropriate, separate permission will be sought before identifiable personal material is used publicly.
Agreeing to publicity will not normally be a condition of receiving funding.
Specific arrangements for photographs or media created during an activity may also be subject to the relevant provider’s policies.
22. Insurance
Windmill Youth Development Group maintains insurance appropriate to the activities undertaken directly by the charity.
Independent activity providers are expected to maintain appropriate insurance for the activities and services they deliver.
The Windmill Youth Group may require evidence of appropriate insurance as part of its provider due-diligence process.
Further information is contained in our Insurance Statement.
23. Complaints and concerns
We aim to administer applications and charitable funding fairly and appropriately.
If you have a concern about:
the Windmill Youth Group;
our application process;
the way an application has been handled;
conduct by someone acting for the charity; or
another matter within our control,
please contact:
A concern relating specifically to the operational delivery of an expedition, residential or other activity should normally be raised with the provider responsible for delivering it.
This does not prevent a safeguarding concern from also being reported to the Windmill Youth Group or an appropriate statutory authority.
24. Website information
We take reasonable care to ensure information published on our website is accurate and current.
However, information concerning:
available funding;
programme costs;
eligibility;
providers;
dates;
opportunities;
application periods; and
other arrangements
may change.
Website information does not constitute a guarantee that funding or a particular opportunity will be available.
25. External links
Our website may contain links to websites operated by third parties.
These may include activity providers, the Duke of Edinburgh’s Award, schools, partner organisations or other resources.
We are not responsible for the content, security, availability or privacy practices of third-party websites.
A link should not automatically be interpreted as an endorsement of everything published or offered by the third party concerned.
26. Intellectual property
Unless otherwise stated, the Windmill Youth Group’s original website content, branding and written material is owned by or licensed to Windmill Youth Development Group.
Historic photographs and archive materials may remain subject to copyright or other rights belonging to their original owners.
Third-party names, logos and trademarks remain the property of their respective owners.
Content from this website must not be reproduced commercially without appropriate permission.
27. DofE intellectual property
The Duke of Edinburgh’s Award, DofE name and associated logos and marks are the intellectual property of their respective owner.
Their appearance or reference on this website does not transfer any rights to the Windmill Youth Group.
DofE’s current branding guidance states that its logo is a registered trademark and may only be used by those authorised to do so.
28. Liability
Nothing in these Terms & Conditions excludes or limits liability where doing so would be unlawful.
Subject to that principle, the Windmill Youth Group is responsible for its own acts and omissions but is not the operator of independently delivered activities merely because it has funded a participant’s attendance.
Independent providers remain responsible for the services and activities they provide and for their own acts and omissions.
The Windmill Youth Group will not be responsible for losses arising solely from circumstances outside its reasonable control.
Nothing in these Terms affects any statutory or other legal rights an individual may have against the organisation actually providing a service.
29. Misuse of the application process
We expect applicants to engage with the charity openly and honestly.
The Windmill Youth Group may decline or discontinue an application where there is reasonable evidence of:
deliberate provision of materially false information;
fraudulent use of charitable funds;
impersonation;
threatening or abusive behaviour;
attempts to obtain duplicate funding dishonestly; or
other serious misuse of the application process.
This does not prevent an applicant from correcting an innocent mistake or notifying us that their circumstances have changed.
30. Conflicts of interest
Trustees and others involved in Windmill Youth Group decisions are expected to identify and appropriately manage conflicts of interest in accordance with the charity’s governance arrangements.
Where a trustee or decision-maker has a relevant personal or financial interest in a provider, supplier or other organisation connected with a funding decision, that interest should be declared and managed appropriately.
31. Changes to these Terms & Conditions
We may amend these Terms & Conditions to reflect changes to:
our charitable activities;
funding programmes;
application processes;
regulatory requirements;
legislation; or
the way we work with providers.
The latest version will be published on our website together with its revision date.
Where a material change affects an existing funding award, we will deal with it reasonably and will not retrospectively impose a materially different condition without appropriate justification.
32. Governing law
These Terms & Conditions and the use of this website are governed by the laws of England and Wales.
Any dispute will be subject to the jurisdiction of the courts of England and Wales, subject to any rights an individual has under applicable law.
33. Contact us
For questions about these Terms & Conditions, applications or the work of the charity, please contact:
Windmill Youth Group
Operated by Windmill Youth Development Group
Registered Charity No. 1100933
Email: info@windmillyouthgroup.org
Website: www.windmillyouthgroup.org