Terms and conditions


  • General

    These terms and conditions apply to the Aviva Community Fund 2016 (‘the Fund’) in the United Kingdom (which for the purpose of the Fund is considered by the Promoter to be England, Wales, Scotland, Northern Ireland, Channel Islands, Isle of Man and Northern Isles (‘the UK’)) and entry into the Fund is acceptance of these terms and conditions. Therefore please read these carefully.

    The promoter of the Fund is Aviva Central Services UK Limited, registered in England and Wales under company number 3259447, Registered Office: Surrey Street, Norwich, NR1 3NG (‘the Promoter’).

    Nothing in these terms and conditions shall exclude the liability of the Promoter for death, personal injury, fraud or fraudulent misrepresentation as a result of its negligence.

    The Promoter accepts no responsibility for any damage, loss, liabilities, injury or disappointment incurred or suffered by you as a result of entering the Awards (as defined in the ‘Project Categories and Awards’ section below) or accepting the Awards. The Promoter further disclaims liability for any damage to your or any other person's computer relating to or resulting from participation in or downloading any materials in connection with the Fund.

    The Promoter shall not be liable for any failure to comply with its obligations where the failure is caused by something outside its reasonable control. Such circumstances shall include, but not be limited to, weather conditions, fire, flood, hurricane, strike, industrial dispute, war, hostilities, political unrest, riots, civil commotion, inevitable accidents, unanticipated legislation or any other unforeseen circumstances.

    The names of the Award winners will be published on the Fund website from 10 January 2017 until at least 31 December 2017. The Award winners agree to have their names and counties disclosed for this purpose.

    All Awards are subject to Due Diligence as defined in the ‘Notifying the Finalists’ section below.

  • Entry and eligibility criteria

    To submit an entry to the Fund or to vote for a project you should first of all register your details at the Fund website.

    Entry to the Fund and voting is only available to people residing in the UK who are not Fund judges or immediate family members (spouse, partner, child, parent or sibling) of a Fund judge. Fund judges must register their details in order to participate in the online judging process but are not eligible to submit a project or vote.

    If you are under the age of 18 and wish to submit an entry to the Fund, you must provide the consent of an appropriate adult associated with the project you are entering.

    Having registered, in order to submit an entry to the Fund you should complete an entry form including details of the project for which you have applied for funding. By entering these details you grant the Promoter an exclusive licence to publish your entry on the Fund website and other media including, but not limited to, the Aviva.co.uk website and electronic and printed communications. By entering the Fund you confirm that you have obtained the consent of the organisation whose project you are entering for its images and details to be published by the Promoter.

    Where entries are submitted as part of a team effort the entry belongs to the individual who has submitted the entry and that individual’s contact details will be used accordingly. All participant agreements and relationships must be managed by the entrant outside of the Fund.

    The project submitted must relate to an organisation which:

    • has been in existence for at least 6 months
    • is a not-for-profit organisation
    • meets the due diligence requirements
    • has an average annual income of less than £100,000 (If entered into the £1,000 Award level) ;or has an average annual income of less than £5,000,000 (if entered into the £5,000, £10,000 or £25,000 Award level) over the previous three years.

    The project must:

    • create a change that positively impacts the local community, through for example specific purchases, activities or the running costs of a programme
    • take place within the UK
    • be in a position to have used the Award 12 months of the Award being made and the organisation behind the project must intend to do so.
    • be submitted in English
    • if submitted on behalf of, or in association with a religious organisation, have an outcome that must be accessible to anyone of any faith.

    The entry and project must not:

    • be for the benefit of an individual
    • include any mention of specific individuals, companies, brands or products for promotion purposes
    • contain any third party trademarks or material including, but not limited to, photographs/images unless you have the express written permission of said third party
    • contain offensive, obscene or sexually suggestive material, propaganda, potentially misleading information, or defamatory or disparaging material about other people or companies, or endorse any form of hate, hate group or terrorist activity
    • discriminate unlawfully on the basis of gender, race, religion, creed, national origin, disability, age, sexual orientation, or any other basis prohibited by law, as determined by the sole discretion of Aviva 
    • involve any form of mandatory religious study or discriminate against any faith or group. Projects that promote religious advocacy, attempt to convert people to another religion, or attempt to expand membership are not eligible to win the Fund, and may be removed at any point through the competition
    • support any particular political party or affiliated group
    • directly promote or speak negatively about any particular faith, political action, legislation or party, or promote or encourage the violation of any law, as determined by the sole discretion of the Promoter
    • promote any activities that may appear unsafe or dangerous, as determined by the sole discretion of the Promoter
    • relate to controversial subject matter or any subject that is contrary to the interests of the Aviva Group of companies (‘Aviva’) (including, but not limited to, projects that present an unacceptable regulatory, reputational or other risk to Aviva), as determined by the sole discretion of the Promoter
    • be used for commercial use or promotion. Ideas that are connected to for-profit business ventures or that financially compensate an idea creator beyond fair wage are not eligible to win any Award and may be removed at any point
    • be used towards a raffle, chance or lottery prize.

    Each entry will be moderated at submission by Charities Trust (the fulfilment provider working with the Promoter in relation to the Fund, registered office Suite 22, Century Building, Tower Street, Liverpool, L3 4BJ, company number 2142757, charity registration number 327489 (‘Charities Trust’)). Each entrant will receive notification when their entry has been accepted. In the majority of cases moderation will take up to 3 working days. Moderation could take longer towards the end of the submission period and/or if there is a query with your entry that requires additional moderation.

    Please be aware that your entry cannot be changed once submitted so you need to check your entry carefully before submitting.

    Acceptance of entry at moderation stage is not full due diligence. Full due diligence will be completed only on finalists (see ‘Notifying the Finalists’).

    Entries that don’t meet the eligibility criteria above will not qualify for any Awards and will not be posted on the Fund website. If Aviva determines that an entry doesn’t meet the eligibility criteria at any time it will be removed from the process. In these cases the Promoter will contact the individual who submitted the project to advise them of its decision.

    The Promoter reserves the right to reject entries that are incomplete, illegible, false or fraudulent, or remove them from the process at any point.

    A project can only be entered once but organisations can enter more than one project.

    Submission of entries will be accepted from 9.00am on 13 September 2016 until 12 noon on 13 October 2016 ("the Closing Date"). Entries received after the Closing Date will not be processed. You cannot alter your entry after the Closing Date.

    The Promoter accepts no responsibility for entries that are lost, delayed, misdirected or incomplete or cannot be delivered or entered for any technical or other reason. Proof of delivery of the entry is not proof of receipt.

    The Promoter will not be liable for any expenditure incurred by an organisation or individual whilst making an entry to the Fund and promoting their project for votes.

  • Project categories and Awards

    The project categories are:

    • Health, disability and wellbeing
    • Supporting the younger generation
    • Supporting the older generation
    • Sport in the community
    • Environment – in association with the Daily Mirror
    • Community Support – a broad category encompassing other projects that benefit your community

    (‘the Project Categories’)

    The Project Categories set out above are for guidance purposes only; the choice of Project Category to enter is the responsibility of the person submitting the entry and the Promoter takes no responsibility for the impact that Project Category choice has on the entry.

    Entries in each Project Category will be divided into 3 income bands based on the average annual income over the last three years of the organisation that will receive the Award as follows:

    • organisations with an average annual income of £100,000 or less
    • organisations with an average annual income of between £100,001 and £1,000,000
    • organisations with an average annual income of between £1,000,001 and £5,000,000

    Should a winning entry consist of a project that requires funding beyond its Award, Aviva will not be responsible for any such funding.

    The allocation of Awards is set out below. In addition to the General Awards which are open for everyone to enter (‘the General Awards’), there are a number of Awards specific to Financial Advisers and Insurance Brokers (‘the Insurance Broker Awards’ and ‘the Financial Adviser Awards’ respectively).

    To be eligible for an Insurance Broker Award or a Financial Adviser Award, the entrant must have indicated that the entry was from a Financial Adviser/Insurance Broker (as appropriate) at the time of entry, this cannot be applied retrospectively.

    The General Awards

     Income Band of Organisation Project Categories  Award 
     Up to £1,000 Up to £5,000 Up to £10,000 Up to £25,000 
     £100,000 or less  Health, disability and wellbeing  300  2  1  1
     Supporting the younger generation  2  1  1
     Supporting the older generation  2  1  1
     Community Support  2  1  1
     Sport in the community  2  1  1
     Environment in association with the Daily Mirror  2  1  1
     £100,001 to £1,000,000   Health, disability and wellbeing  0  2  1  1
      Supporting the younger generation  2  1  1
     Supporting the older generation  2  1  1
     Community Support  2  1  1
     Sport in the community  2  1  1
      Environment in association with the Daily Mirror  2  1  1
     £1,000,001 to £5,000,000   Health, disability and wellbeing  0  2  1  1
      Supporting the younger generation  2  1  1
     Supporting the older generation  2  1  1
     Community Support  2  1  1
     Sport in the community  2  1  1
      Environment in association with the Daily Mirror  2  1  1

    Insurance Brokers Awards

     Income Band of Organisation Project Categories  Award 
     Up to £1,000 Up to £5,000 Up to £10,000 Up to £25,000 
     £100,000 or less  Health, disability and wellbeing  30  1  2  
     2
     Supporting the younger generation  1
     Supporting the older generation  1
     Community Support  1
     Sport in the community  1
     Environment in association with the Daily Mirror  1
     £100,001 to £1,000,000   Health, disability and wellbeing  0  1 2
      Supporting the younger generation  1
     Supporting the older generation  1
     Community Support  1
     Sport in the community  1
      Environment in association with the Daily Mirror  1
     £1,000,001 to £5,000,000   Health, disability and wellbeing  0  1 2
      Supporting the younger generation  1
     Supporting the older generation  1
     Community Support  1
     Sport in the community  1
      Environment in association with the Daily Mirror  1

    Financial Adviser Awards

     Income Band of Organisation Project Categories  Award 
     Up to £1,000 Up to £5,000 Up to £10,000 Up to £25,000 
     £100,000 or less  Health, disability and wellbeing  30  1  2  
     2
     Supporting the younger generation  1
     Supporting the older generation  1
     Community Support  1
     Sport in the community  
     Environment in association with the Daily Mirror  
     £100,001 to £1,000,000   Health, disability and wellbeing  0  1 2
      Supporting the younger generation  1
     Supporting the older generation  1
     Community Support  1
     Sport in the community  
      Environment in association with the Daily Mirror  
     £1,000,001 to £5,000,000   Health, disability and wellbeing  0  1 2
      Supporting the younger generation  1
     Supporting the older generation  1
     Community Support  1
     Sport in the community  
      Environment in association with the Daily Mirror  

    If there are fewer entries in a particular Award level (including in relation to the Insurance Broker Awards and Financial Adviser Awards) than there are number of Awards allocated to that Award level, the value of unclaimed Awards may, at the Promoter’s sole discretion, be redistributed to other Award levels to support additional Awards as the Promoter sees fit.

    Additional Awards

    If an entry in the £5,000, £10,000 or £25,000 Award levels becomes a finalist in such Award level, but doesn’t win an Award, it will receive a payment of £500.

    Helping Hands Prize Draw

    Should an entry made by an Aviva customer not win an Award, that entry will automatically go into a random prize draw to win one of 40 £500 Helping Hand Prizes.

  • Voting and Finalists

    All approved entries will be published on the Fund website on 21 October 2016, which will be open to voting by registered users of the site (the ‘Registered Users’).

    The voting period will be open from 09.00am on 21 October 2016 until 12 noon on 18 November 2016 (‘the Voting Period’).

    Registered Users will have 10 votes to use during the Voting Period and can vote for the same entry more than once and/or for multiple projects. Registered Users who have submitted an entry are allowed to vote for their own entry. Votes can be placed at any time during the Voting Period. Once a vote is cast it cannot be taken back.

    If the Promoter discovers fraudulent or ineligible votes these will be removed from the process.

    Finalists

    In the £1,000 Award level

    The 30 entries made by Insurance Brokers and the 30 entries made by Financial Advisers that have received the highest number of votes (regardless of Project Category) will be made Insurance Broker or Financial Adviser finalists respectively. Once these have been allocated, the next 300 entries that have received the highest number of votes (regardless of Project Category) will be made General Finalists, making 360 finalists in total in this Award level

    In the £5,000 Award level

    The three entries in each Project Category in each income band made by Insurance Brokers and the three entries in each Project Category in each income band entered by Financial Advisers that have received the highest number of votes will be made Insurance Broker or Financial Adviser finalists respectively. Once these have been allocated, the next eight entries in each Project Category in each income band that have received the highest number of votes will be made General finalists, making 252 finalists in total in this Award level

    In the £10,000 Award level

    The entry in each Project Category in each income band made by Insurance Brokers and the entry in each Project Category in each income band entered by Financial Advisers that has received the highest number of votes will be made Insurance Broker or Financial Adviser finalists respectively. Once these have been allocated, the next four entries in each Project Category in each income band that have received the highest number of votes will be made General finalists, making 108 finalists in total in this Award level

    In the £25,000 Award level

    The two entries made by Insurance Brokers in each income band (regardless of Project Category) and the two entries made by Financial Advisers in each income band (regardless of Project Category) that have received the highest number of votes will be made Insurance Broker or Financial Adviser finalists respectively. Once these have been allocated, the next four entries in each Project Category in each income band that have received the highest number of votes will be made General finalists, making 84 finalists in total in this Award level.

  • Notifying the Finalists

    All finalists will be contacted by email by Charities Trust by 22 November 2016 and asked to provide additional information as set out below. It is the responsibility of the individual who submitted the entry to get the information from the organisation delivering the project.

    If any finalist does not respond to the email from Charities Trust by the deadlines provided below, with the requested information their place as a finalist will be forfeited.

    For Finalists in the £1,000 Award level:

    The email from Charities Trust will contain a due diligence form relating to the organisation delivering the project. This form must be completed and returned to Charities Trust no later than 5pm on 7 December 2016.

    For Finalists in the £5,000, £10,000 and £25,000 Award levels:

    The following additional information about the project will need to be submitted on the Fund website, by the entrant. This information must be entered no later than 5pm on 2 December 2016

    What is the need in your local community that this project is addressing? (max. 200 words) Please include in your answer how urgent the need is, and if appropriate why the need has arisen. You may also want to include the support this project has from the wider community including volunteers where appropriate.

    What exactly will the money be spent on? (max. 200 words) Be as specific as you can in your answer, including cost breakdowns where appropriate. Also include details on how soon after the money is received the project could be delivered.

    Does the project rely on other funding (as well as the Award from the Aviva Community Fund) to be successful? (max. 200 words) If the answer to this question is yes, please include how much additional funding, and what plans are in place to raise those funds and why you think you will be successful in raising it.

    How many people will be impacted by this project both directly as beneficiaries, and indirectly (eg families of those directly impacted, or in the wider community)? (max. 200 words) Please include in your answer the kind of people that will be impacted – are they residents, site users, what ages are they, do they come from a particular ethnic, social or health background, are they unemployed, do they have learning disabilities etc)? Please also tell us how they will be impacted.

    How long will the impact from this project be felt in the community and what makes it sustainable? (max. 200 words) Please include details on whether the project (and impact) would last a week, a month, a year or longer. Also details of continued funding for running or maintenance costs or other fundraising plans for when the Award donation is spent to show how the project will be sustained (if relevant).

    The email from Charities Trust will also contain a due diligence form relating to the organisation delivering the project. This form must be completed and returned to Charities Trust no later than 5pm on 7 December 2016.

  • Judging

    The £1,000 Award level is not judged: the winners are those with the highest amounts of votes (as detailed in the Project Categories and Awards section above) subject to due diligence by Charities Trust.

    For all other Awards there will be a judging panel for each income band for the General finalists and a judging panel for each income band for the combined Broker/Financial Adviser finalists. Each panel comprises of between three and five impartial judges chosen by the Promoter to select the winners. They will judge the entries on the following criteria:

    • Impact
      • how urgent is the need in the community? (15%)
      • how many people will be impacted by this project? (15%)
      • is the idea compelling for a broad audience (taking into account the number of votes the entry received)? (10%)
    • Longevity and sustainability
      • is the entry a stand-alone project, or does it require funding from alternatives sources? (10%)
      • how long will the project’s impact last in the community? (15%)
      • does this project have clear volunteer support? (10%)
    • Likelihood of success
      • is there a high probability of speedy and successful execution of this project? (10%)
    • Submission
      • how much effort went into preparing the entry and supporting documentation? (5%)
      • how well thought through and clearly explained is the entry? (5%)
    • Originality
      • how original is the idea versus other ideas entered into the competition? (5%)

    Each judge will give each entry a score 0-10 for each criteria. The weighting (figures in brackets) will then be applied to those scores to create an overall score. The scores of each judge will then be aggregated and averaged across the judging panel to get the final score for each entry.

    If the Promoter believes there may be a conflict of interest based on a relationship between a Fund judge and an entrant, that judge's scores shall not be included in the evaluation of that entry.

    In the £5,000 Award level, one entry in each income band in each Project Category from the Insurance Broker finalists, and one entry in each income band in each Project Category from the Financial Adviser finalists will be made winners. Two entries in each income band in each Project Category from the General finalists will be made winners.

    In the £10,000 Award level, two entries in each income band (regardless of Project Category) from the Insurance Broker finalists, and two entries in each income band (regardless of Project Category) from the Financial Adviser finalists will be made winners. An entry in each income band in each Project Category from the General finalists will be made winners.

    In the £25,000 Award level, two entries (regardless of income band or Project Category) from the Insurance Broker finalists, and two entries (regardless of income band or Project Category) from the Financial Adviser finalists will be made winners. One entry in each income band in each Project Category from the General finalists will be made winners.

    Each of the projects relating to the winning entries will receive an Award up to £5,000, £10,000 or £25,000 (depending on the Award level selected and exact amount applied for), subject to the terms and conditions set out in the Notifying the winners and The Award and Impact Assessment sections below. No money will be paid direct to an individual entrant, only to the organisation delivering the project.

  • Notifying the winners

    All finalists will be notified on 10 January 2017 as to whether or not they have become winners. The winners’ details will then be published later on the Fund website on 10 January 2017.

    Helping Hands Prize Draw winners

    The winners of the Helping Hand Prizes will be selected at random on 12 January 2017 and will be contacted by email by Charities Trust on 13 January 2017 and asked to provide due diligence information as set out below by 5pm on 27 January 2017. It is the Helping Hand Prize winners’ responsibility to get the information from the organisation delivering the project.

    The email from Charities Trust will contain a due diligence form relating to the organisation delivering the project. This form must be completed and returned to Charities Trust by 5pm on 27 January 2017. In addition, Helping Hand Prize Winners will be required to provide their Aviva policy number to confirm their customer status.

    If any Helping Hand Prize winner does not comply with Due Diligence by 27 January 2017 they forfeit their Helping Hand Prize and another winner shall be selected at random who will then have two weeks to respond in the same manner.

  • The Award and Impact Assessment

    The organisations relating to the Award winners will each receive the Award by way of BACS payment from Charities Trust within 6 (six) weeks of notification, provided that they have complied with these terms and conditions. Awards are non-exchangeable, non-transferable and are not redeemable for cash or other remuneration.

    If any finalist or winner does not meet these terms and conditions, the organisation relating to the relevant project will not be eligible to receive an Award. A new winner will be chosen and they will also need to meet these terms and conditions. The Promoter may ask the winners to provide proof of country of residence.

    All Awards of £1,000 or less are "unrestricted funds" meaning they are available for the purposes of the organisation to be spent as they see fit subject to the objectives of the organisation. However, it would be expected that the Awards are spent on the project entered into the Awards, or a like for like project.

    Awards in the £5,000, £10,000 and £25,000 levels are "restricted funds" meaning they can only be used for the purpose stated in the entry. If for any reason an Award cannot be used for such purpose the individual entrant can approach the Promoter to approve redirection of the Award to another project led by the same organisation. If the revised entry does not meet these terms and conditions the Promoter reserves the right to reclaim the Award.

    All winners will be asked to complete an Impact Assessment form to record the impact the Award has made in their local community. This should be completed on the earliest of the project being completed or 31 December 2017. Winners of amounts over £1,000 must complete the Impact Assessment as a condition of the Awards, but for winners of amounts of £1,000 or less the Impact Assessment is optional. Charities Trust will send the winners an Impact Assessment form shortly after the Awards have been paid. If the project is completed after 31 December 2017 a further Impact Assessment form is required upon completion of the project.

    The winners agree to be contacted and take part in post-Award activity including, but not limited to, regular communications about the project which the Award has been used towards. This could include, but is not limited to, media activity, social media or information on the Fund website.

  • Privacy Policy

    Information you provide to the Promoter

    We collect the information that you provide to us when you register your details in order to submit an entry to the Fund and when you vote for an entry.

    This information may include basic personal details such as name, address, e-mail address; details of the project for which you require funding (including personal details such as the name of individuals involved in the project); and marketing and communication preferences.

    How we use and share your information

    We may use personal information to process applications, manage votes and provide updates if your entry has won an Award.

    If you become a Finalist you will be contacted by email by Charities Trust and asked to provide additional information. Charities Trust may use this information to manage any final Award.

    It is your responsibility to ensure and confirm that:

    • you have told the organisation you represent about the Fund and how we and Charities Trust will use personal information (as set out in this Privacy Policy); and
    • you have obtained consent from any individual(s) mentioned in an entry about these arrangements and that they may be contacted by us as mentioned in these terms and conditions.

    Managing your marketing preferences

    • We may contact you by email or social media such as Facebook or Twitter about the winners of the Fund and to find out whether you are interested in participating in next year’s Aviva Community Fund
    • You can 'opt out' of receiving this information at any time by contacting us.

    Data subject access request

    You have the right to request a copy of all the personal information we hold about you in a Subject Access Request. To do this, simply write to us at the address below enclosing a cheque for £10.00 payable to Aviva to cover our administrative costs in dealing with your request. We will take all reasonable steps to confirm your identity before providing you with details of any personal information we may hold about you.

    Changes to this Privacy Policy

    We may amend this Privacy Policy from time to time for example, to keep it up to date or to comply with legal requirements. Subject to any legal requirements to provide additional notice, changes to this Privacy Policy will be communicated through the Fund website.

    How to contact us

    For any questions or concerns relating to this Privacy Policy or our data protection practices, or to make a subject access request, please contact us at:

    The Data Protection Team, Aviva, Pitheavlis, Perth, PH2 0NH