Community Food Grant

Terms and conditions

Community Food grant grant programme

The following terms and conditions apply 

Terms and conditions

  • The grant recipient will not operate for profit for its members.  There will be no distribution of assets or funds from this grant to any individual during the existence of the organisation or on its dissolution.
  • Membership will be open to all and will not be refused on other than reasonable grounds. There will be no discrimination on grounds of race, sexual orientation, disability, occupation, religious or other opinion.  
  • The grant recipient shall have a written constitution, bank account in the name of the organisation and audited accounts.
  • All works and activities covered by the grant will conform to all relevant statutory obligations, bylaws, licences, regulations and consents.
  • The grant-aided assets/activity will be adequately insured, and the organisation will maintain adequate insurance covering public liability.  Evidence of insurance cover must be produced for the Council if requested.
  • Money will be spent on the purpose approved by this grant and no material changes to the grant purpose will be made without making a request in writing and the Council’s written approval.  Any such requests must be directed to the Healthy Place Shaping Team.
  • 10% of the full grant funding will be reserved subject to the approval of an evaluation report. 

The Council shall reserve the right to suspend, defer or withhold or clawback any or all of the Grant payments and/or require repayment of all of the financial assistance if:

  • all terms and conditions of this Agreement are not met in full;
  • any information given to the Council in connection with the application for the Grant is found to be false or misleading or there has been a failure to disclose any material fact which would have had a bearing on the initial consideration of the application; 
  • there is a substantial or material change in the nature, scale or timing of the Project;
  • the Project extends to purposes other than those specified in the application; or
  • Cherwell District Council (CDC) accepts no liability for the outcome of the use to which the grant funding was spent nor for any product purchased by the grant recipient.
  • The grant recipient shall keep a financial record of the spending of the grant and retain a copy of any appropriate invoices and receipts, and submit these to CDC if requested.  A request for payment form (RfP) shall be submitted to CDC in order to make a claim.  In order to facilitate cash flow, this may be submitted ahead of you actually making the purchase on the proviso that once you have the relevant invoices for which you have received grant funding or undertaken the various activities, then you will provide evidence of how the funding has been spent by either copy invoices and/or an activity report.  You will be provided with templates once you have accepted the offer.
  • The Council reserves the right to inspect the assets and/or activities for which the funding has been sought on giving reasonable notice to the applicant.
  • It shall be a condition of this offer that if there is a change to the assets and/or activities as set out in the original application and this offer letter, you notify this to the Council for approval prior to progressing.  Any changes will be re-evaluated and a variation letter will be sent to you if this is acceptable.
  • CDC reserves the right to withhold a grant or require repayment if it finds that any form of deliberately false or misleading information was provided either at the application stage or after the offer letter had been received.
  • Any assets of value purchased with the aid of a grant should be retained and used for the agreed purpose for a period of the lifespan of the project activity and/or project asset. If used for another purpose or disposed of, this must be reported to Cherwell District Council who reserves the right to require repayment to the value of the asset or the transfer of it to another beneficiary.
  • You can submit only one application for grant funding at a time. You cannot submit another application until we have received and approved evaluation reports/evidence of the previous grant funding. Where a concurrent application is received only the previous one will be considered eligible. 

Privacy Notice

Who will have access to my personal data?

Council staff and Council Members involved in the grant application, decision-making and project monitoring processes. 

What information is processed?

In order to ratify that a grant applicant has a bank account set up in the organisation’s name, at the application stage, for bank or building society accounts we record the account holder’s name, the branch address, sort code, account number and signature and the name, address and contact details of the organisation/individual applicant.

Retention period

The Council will retain data for 5 years from the date of receipt of the application and thereafter all personal data to be redacted, leaving the organisation’s data only to be retained for a further period of 5 years.  Thereafter once the retention period has expired all documentation shall be securely disposed of by the Council. 

Summary of rights

In line with the administration of public funds and for transparency purposes, the Council is required to list the value of the grant, date awarded, grant recipient and project description in the public domain which will be published on the Council’s website. 

You have a number of statutory rights that are explained in the Summary of the data subject’s rights section of our website found where you will also find the Council’s Privacy Policy.

Alternatively you can request this information by email:

Or by post:

The Information Governance Team
Cherwell District Council
Bodicote House
OX15 4AA

Note: Individual terms and conditions may be added, where applicable.