Heartwood terms and conditions

• Whilst we endeavour to ensure your preferred sponsorship option is available, please note that until you receive an e-mail from the Woodland Trust confirming this, your chosen option is not guaranteed (this should not be confused with the automatic email you will receive acknowledging receipt of the order). On the occasion that an sponsorship option is no longer available, we will work with you to find the best possible alternative.
• Each grove area is dedicated once only. Each bench and kissing gate is dedicated once for a minimum of 10 years, after which time they, or their replacements, may become available for sponsorship once again.

• Each fulfilment pack is unique. It contains a certificate, information sheet on Heartwood Forest, photograph and where appropriate a map specifically created for your sponsorship. Please therefore allow up to 15 weeks from receipt of your order confirmation before expecting delivery of your fulfilment pack for benches and acre groves, six weeks for kissing gates and five weeks for all other options. (NB, Your order confirmation is not to be confused with the automatic email response you receive when first submitting your order on-line). For acre groves and benches please see 'about benches and posts' below.
• Typically only one certificate is supplied, but should duplicates be required, the Woodland Trust reserves the right to ask for a further donation to cover the cost of printing and postage.
• If you wish to change any aspect of the certificate once it has been printed, which requires an edited re-print, you will be charged for that re-print. This charge will take into account the paper and printing costs, administration costs, and the postage and packing involved. There will be no charge however if the fault is ours.
• In general, the fulfilment materials will be sent to one person at one address only. It will be their responsibility for posting off any additional fulfilment materials such as extra certificates to anyone else they nominate to receive them.

• Our furniture is made from Forest Stewardship Council (FSC) certified timber. As FSC wood is occasionally in short supply, we reserve the right, on rare occasions, to use a suitable substitute.
• We allow natural weathering in keeping with the surroundings and wood stain is not used.

• The locations of benches, posts and kissing gates have been pre-determined by Woodland Trust management, taking into account the layout of the wood, views, distance from car parks or entrances, management requirements of the site, and any safety factors.

• Installing a bench or grove post is subject to numerous factors. Please allow a minimum of 15 weeks from receiving confirmation of your order before its installation on site. (NB, Your order confirmation is not to be confused with the automatic email response you receive when first submitting your order on-line)
• Each fulfilment pack is unique. It contains a certificate and a map specifically created for your sponsorship, plus an information sheet on Heartwood Forest and appropriate photograph(s). We will make every effort to supply your pack prior to the installation but please be aware that due to confirmation of location, mapping may be delayed. Due to the seasonal nature of some of these activities, the fulfilment pack may come in two parts – one following after installation is complete.
• The Woodland Trust relies on sub-contractors to manufacture the posts and benches and deliver them to our woods. Whilst we endeavour to provide a good service on orders, and meet the advised deadlines, occasionally circumstances outside our control have an impact on the service we provide. The Woodland Trust will not be liable for any loss or damage arising out of an event or events beyond its reasonable control. On our part, however, we assure you we will work with our suppliers and/or contractors to ensure we can obtain the best outcome in any set of circumstances.
• If you wish to make any changes to your order after it has been completed and these involve costs to the Woodland Trust, these costs will be passed on to you - unless the changes were necessary because of errors made by the Woodland Trust or a third party appointed by them.

• Posts

• Benches

Precautions are taken to minimise the risk of theft or vandalism. In the event of loss through wilful damage, or natural events such as storms, floods or fire, we will replace the  bench and reserve the right to move it to a potentially safer location. Benches reaching the end of their life through natural decay may be replaced under future sponsorship opportunities, though bench sponsorship will last for a minimum of ten years per individual sponsor.

Group Funds

• It is the responsibility of the person who sets up the Group Fund to ensure the monies collected are used for the purpose or event the fund was opened for and that everyone donating to the fund is clear about what they are contributing to. The Woodland Trust is not responsible for any misrepresentation of the fund by the fund holder, or any person connected to the Group Fund, either before, during, or after the donations are collected.
• The monies collected through the Group Fund can be donated towardsmore than one sponsorship opportunity as long as the donations meet the required levels. For example, a £15,000 Group Fund could be used to sponsor a half-acre grove at Heartwood Forest, with the remaining money being used to sponsor a bench (£5,000 + £10,000). However, all the options funded by the same Group Fund will be in the same name or named event, though the dedication message on the certificate can be changed.

• Duplicate listing of donations: The Woodland Trust reserves the right to adjust any errors due to technical problems concerning the listing of financial donations on the on-line Group Fund page, i.e. where the same donation has been listed twice (usually due to the donor pressing the back button to amend or check the information they supplied). It should be noted that the duplication of a listing does not mean a second payment has been taken from the donor's bank account. If, on the rare occasion a duplicate payment is taken, the Woodland Trust will refund it immediately once the Trust has been made aware of the error.
• Donations received over the phone or by post will be added by the Group Funds administrators to the on-line total and will appear as 'anonymous'. (This is referred to as 'topping up' the fund).
• Whenever donations for the Woodland Trust are collected via a fundraising site such as Just Giving, and it is the intention of the account holder to put those donations towards a Group Fund with the Woodland Trust, then that intention must be made clear on the fundraising site at the outset. If it is not, then the donations collected on the Trust's behalf, once received, will be paid into our general funds and cannot be accepted towards a Group Fund.
• List of donors: We can only provide the names of donors listed on the fund if the donor gives us permission to do so. Any donors who have requested their donation be recorded as anonymous will not be listed.
• Images uploaded onto the Group Fund page must be either owned by the Group Fund holders or appropriate permissions for their use granted to the Group Fund holders. The Woodland Trust reserves the right to remove any images from this page which are deemed offensive or unacceptable.
• Any content uploaded by the Group Fund holders onto the Group Fund page must not be illegal or unlawful, must not infringe any third party's legal rights, and must not be capable of giving rise to legal action, whether against you or The Woodland Trust or a third party (in each case under any applicable law).
• The Woodland Trust reserves the right to edit or remove any material submitted to our website, or published upon our website.

• No formal ceremonies connected with your sponsorship, other than those arranged by the Woodland Trust, are allowed in any of our woods, whatever the occasion.
• The term 'forever' as used in our marketing material is taken to mean for as long as the wood is owned by and/or managed by the Woodland Trust. However, except for unforeseen circumstances (such as compulsory purchase), the Woodland Trust aims to keep its woods 'in perpetuity.'
• We understand the desire to link your loved one with a special place and are quite happy for those who have dedicated woodland as a memorial to scatter their loved one's ashes there. However, for the sake of our woods and visitors, the following guidelines must be followed to ensure our woods are kept as natural as possible for everyone to enjoy:
• Please be discreet and thinly scatter away from the main paths
• Please do not:
• disturb the ground in any way
• hold a formal ceremony (a small informal gathering is fine)
• plant anything such as trees, shrubs or bulbs
• leave any marker behind in the wood - no memorial stone or casket, paper or plastic wrapping. One or two flower stems are acceptable
• Wording provided for certificates and plaques should not be contentious or likely to insult or defame the Woodland Trust or any third party. The Woodland Trust has the final say over any wording deemed inappropriate and our decision is binding.
• Sponsorship opportunities at Heartwood Forest should not be used by another organisation or company to carbon offset their own products or those of their customers or suppliers unless they have obtained written permission and agreement to the wording from the Woodland Trust and comply with all additional terms and conditions notified to them in writing.
• When sponsoring a feature or activity at Heartwood Forest, the individual sponsor is in no way purchasing any part of Heartwood Forest. They do not own the area they sponsor and can make no claim on it other than it is sponsored and can be dedicated in the name of their choice. The areas sponsored are open to any member of the public to walk in freely; its use and enjoyment not being restricted in any way. Other than the presence of benches, kissing gates and posts in acre+ groves, there is nothing in the wood to indicate a particular area or option has been sponsored. In the case of benches, donors/fund holders and contributors are making their donation to enable the Woodland Trust to place a bench at a given site. As thanks, the bench is dedicated to the donor/fund holder's event or named sponsor.
• The Woodland Trust accepts no legal liability for any mistakes or inefficiencies made by Woodland Trust staff or their contractors over any aspect of a sponsorship, except those which cannot be excluded or limited under applicable law. However, the Woodland Trust shall ensure that any problems arising from error or inefficiency by the Woodland Trust are, as far as is possible, given priority to ensure a satisfactory outcome is reached quickly and effectively.
• Under Charity Law, the Woodland Trust cannot refund any donations made to the organisation, including donations made towards sponsorship options at Heartwood Forest. However, if an event is cancelled for which a Group Fund has been set up and towards which donations have been made, donors would have the opportunity to come forward and reclaim or disclaim their donation. The Woodland Trust will contact those donors it has names and addresses for to ask whether they wish their donation to be returned to them or retained by the Woodland Trust, and made applicable for the charitable purposes of the organisation. Where donors are not identifiable, i.e. where the donation was made off-line or where donors have asked for anonymity, then those donations will be retained by the Woodland Trust and made applicable for the charitable purposes of the organisation. Any queries should be sent to the Woodland Dedication Department, Woodland Trust, Autumn Park, Grantham, Lincolnshire NG31 6LL.
• Except in respect of death or personal injury caused by our negligence or breach of statutory duty or any other liability which cannot be excluded or limited under applicable law, we will not be liable for any loss of profit or any indirect special or consequential loss, damage, costs, expenses or other claims, which arise out of or in connection with your sponsorship option.

These Conditions will be governed by and construed in accordance with English Law.   We reserve the right to change these Terms and Conditions from time to time.

Frequently Asked Questions

·         Using This Website                   

·        How do I sponsor on-line?

The on-line shop provides two ways to sponsor options at Heartwood Forest on-line. You can either sponsor- with a single donation by just choosing the option you are interested in (bench, acre grove etc) and then click on the 'Order now' button. Then follow the step by step guide on-screen.or- through a group fund (via the 'Group funds' button). Group funds enable a number of people to work together and contribute to a central fund, allowing an event - like a wedding or a funeral for example - to be marked in a more significant way. Just click on the 'Group fund' button and follow the step by step instructions on-screen. Once your fund has closed and you know the amount it has achieved, you can choose from the options available.

Can I plant single trees? Yes, the Woodland Trust Plant a Tree scheme provides the opportunity to fund the planting of one or more single young trees at Heartwood Forest. Please click here to find out more

http://www.woodlandtrustshop.com/plantatree

If I order a half-acre grove, how will I know which trees are mine? We will mark your half-acre grove on your map and will give you the grid reference.

Can I choose the type of trees?  Over 600,000 native trees will be planted at Heartwood Forest including a mixture of oak, ash, hornbeam, wild cherry, rowan, holly and a community orchard. There will also be shrub species including dog rose, hazel and guelder rose. Our woodland managers have already agreed the tree mixtures and designs for the woodland therefore groves may consist of any of the tree and shrub species mentioned, and although specific tree species cannot be chosen there will always be a mix of species available to plant.

If I sponsor a grove can I plant trees in it?   We will arrange a number of special grove plantings at our community planting days at Heartwood Forest, for you and your guests to come along to and plant the first trees in your grove. The remaining trees in the grove will be planted shortly after by school children and volunteers. We will be in contact soon after you receive your fulfilment pack to discuss this with you.  Of course, you do not have to plant the trees, and if you prefer they can be planted for you by school children as part of our education programme or at our community planting days.

When will you plant my trees?   We will plant the trees at the next opportunity following your sponsorship. This will be during the tree planting season, which typically runs from October to February. If you sponsor a grove before 31st December we guarantee the trees will be planted that season. Otherwise the trees may be planted the following season.

Can we let friends and family know about our fund?  Yes, once you have set up your fund you can either e mail the details to them or print our leaflets to hand to them.

If our fund does not reach £500 are there other sponsorship or dedication schemes at Heartwood Forest we can use?   Yes, the Woodland Trust's Plant a Tree scheme provides the opportunity to fund the planting of one or more single young trees at Heartwood Forest for £15 per tree. If you require any further information on this please click here.http://www.woodlandtrustshop.com/plant-a-tree

Are we able to top up the fund ourselves? Yes, once the fund has been created you can manage your fund online and also make a personal donation to 'top up' your own fund.

If we do not want to sponsor any of the options available at Heartwood Forest where will our fund be used? If you do not wish to sponsor any of the options available we can arrange for the fund to be used for the care and maintenance of Heartwood Forest or towards our core funds, which means it will be used where the need is greatest.

Is the Woodland Trust able to claim gift aid on donations?  Yes, when your friends and family donate they will be asked if they are willing to gift aid their donation. This enables us to reclaim the tax on the donation, increasing it by 25% (providing the donor has paid sufficient UK income/capital gains tax to cover this amount).

Do we have to manage the fund online?   No, we appreciate that not everybody likes to use the internet in this way. The online shop is offered for convenience and to save paper but you can sponsor options by post and phone. If you wish to set up a fund but don't want it online please call our free phone number 0800 026 9650 and we can arrange to set up your fund offline.

If I buy a bench, or have one made for me, can I put it in Heartwood Forest? The Trust already offers a small range of benches at Heartwood Forest at a price aimed to reflect the cost of both the bench and its installation, looking after the bench and maintaining the pathway/s leading to it. For this reason, and on safety grounds, we are usually unable to accept offers of benches or other furniture. As a conservation organisation our primary aim is to create new woodland and manage our existing woodland. In order to keep our woods as natural as possible we have to restrict the numbers of benches and grove posts, and at the same time raise funds to help us look after them and to achieve our core aims.

Does the Woodland Trust offer woodland burials?  The Woodland Trust does not offer a woodland burial scheme. For details of local councils and other organisations that operate such schemes, you may wish to contact the Natural Death Centre which has a complete and regularly updated list of around 200 schemes available in the UK:The Natural Death, Centre12a Blackstock Mews, Blackstock Road, London N4 2BT    Tel: 0871 288 2098   Email: contact@naturaldeath.org.uk  Website: www.naturaldeath.org.uk Otherwise, please contact your local authority directly.

Do you allow ashes to be scattered in your woods?  Yes - we know that many people who sponsor or dedicate trees and woodland as memorials are also interested in scattering their loved one's ashes there. Woods are nature's cathedrals - they have a distinctive peaceful and spiritual feel, making them natural resting places. We understand the desire to link your loved one with a special place forever, so if you wish to scatter their ashes, please feel free to do so. However, for the sake of our woods and visitors please follow the guidelines below to ensure our woods are kept as natural as possible for everyone to enjoy:o   Please be discreet and thinly scatter away from the main pathso   Please do not:§  disturb the ground in any way§  hold a formal ceremony (a small informal gathering is fine)§  plant anything such as trees, shrubs or bulbs§  leave any marker behind in the wood - no memorial stone or casket, paper or plastic wrapping. One or two flower stems are acceptable