Terms & Conditions. In the following, “the company” shall mean Event Perfection - Trading Name for Celebration and Party Supplies LTD. “The client(s)” shall be the addressee listed on the invoice. “The goods/services” shall be the collective term for the set up and provisioning of the wedding/event and subsequent provision any other services offered and agreed”
It is agreed that the terms set out the total agreement made between the parties and that no variation or modification of this contract shall be effective unless provided by either party in writing.
Booking Fee; The Booking fee of 25% or a minimum of £50 secures the time and services of the company for the event and is non-refundable or transferable in the event of cancellation, it being the agreed loss suffered by the company due to cancellation. Cancellation made by the client less than 12 weeks before the event will entail the payment to be made in full. All cancellations must be in writing, either letter or e-mail.Events that are postponed to a later date will retain the fee as long as the company can re-schedule for the new date and time.
Payments Following payment of the booking fee, balance of fees due is to be paid at least 14 days prior to the event. No products will be delivered until all payments due have been paid in full.
The Client(s) may upgrade the package at any time. No additional charges apply and written consent is required. The Client(s) have to pay the difference between the amount already paid and new amount due.
Display The Company may display any recorded material included in this contract in his/her studio, web site, social media, portfolio, literature, display areas, exhibitions, competitions, advertising or slide shows.
Liability for Clients Personal Effects / Belongings / Duty of Care a) It is the client’s responsibility to take care of and look after his or her own personal effects and belongings. The company does not accept liability for items left with The company / staff for any reason. Any items left with The company are left entirely at your own risk. The company does not accept any consequential loss for items left with the company or its staff. b) The company reserve the right to apply a later charge should any of the company's property be damaged maliciously or non maliciously between the time of set up and collection. This will total the full value of replacing such items and potential loss of earnings caused. c) Upon booking our services, the client holds the responsibility to ensure ample space and power supplies are available and all items are approved by the venue. Failure to comply with this could result in your product not being delivered. The company hold no liability for complete loss or degraded quality in any product in these circumstances.
Lists Due to the dynamic nature of weddings the company will discuss clients requirements during the pre wedding meeting/discussion.
Force majeure or Act of God The due performance of this contract is subject to alteration or cancellation by either party owing to any cause beyond their control.
Attendance In the unlikely event of the assigned company being unable to attend your event due to unforeseen circumstances, we reserve the right to appoint another company to attend your wedding on our behalf to undertake the contract to his/her best ability. If you do not wish to have that other company attend, then Celebration and Party Supplies LTD will be deemed to have met their commitment and all fees will be due.
It is the clients responsibility to notify the company of any changes in personal circumstances such as change of address.
The agreement entered into is based on the circumstances and details of the event as explained to the company at the time of the booking and listed above. Any change in the clients wedding day plans, for example change of venue for ceremony or reception must be notified to the company immediately. Any significant changes that impact on the original quotation may result in the company providing a revised quotation to meet the change in circumstances and any extra costs that may be incurred by the company. Should the changes make it impracticable for the company to provide its services then the company reserves the right to cancel the booking. Any fees paid in these circumstances are not refundable. Such changes made and notified less than 12 weeks prior to the wedding day resulting in the company having to cancel the booking will result in the full amount of the original booking being due.
Limitation of Liability In the unlikely event of a total company equipment failure or cancellation of this contract by either party or in any other circumstance the liability of one party to the other shall be limited to the total value of the contract. Neither party shall be liable for indirect or consequential loss.
Governing Law: a) Any contract made between the company and the client(s) shall in all respects be governed by and construed in accordance with British Law and the parties hereto submit to jurisdiction of the British courts. b) You agree to the Terms & Conditions of this contract once your booking fee has been paid subject to a 7 day cooling off period.
Insurance: The Client(s) are hereby advised to take out an insurance policy to cover any expenses in the event of cancellation or other situation arising.
Site Location, Facilities & Conduct Hired equipment will be set up in one location only as agreed on arrival and will not be moved once set up. Please ensure there is sufficient space at your venue to set up the photo booth / equipment or we will not be able to complete booking or offer a refund. (Dimensions available on request) Please ensure that you have obtained permission at your venue to use the photo booth/equipment Please inform us of any circumstances that would make setting the booth/equipment up more demanding, including going upstairs, long distances from unloading area to venue etc. We allocate a set period of time for setting up our equipment at your venue which is included within your price, but if there are any complications that are not made known to us beforehand then unfortunately this will come out of the run time. The client is responsible for ensuring that suitable security and crowd control measures are in place prior to start of event. The company reserves the right to cease operation and remove hired equipment from site if at any time a representative of the company feels that guests or clients conduct endangers the safety of the guests, clients, themselves or the safety of the hired equipment. In such cases no refund will be given and full contracted fees will be due to the company. Celebration and Party Supplies LTD reserves the right to refuse guests admission into the photo booth if our staff feels they are too unruly.
Context and overview Key details
Policy prepared by: Mark Tudgay
Approved by board / management on: N/A
Policy became operational on: 20/05/2018
Next review date: 19/05/2019
Introduction Celebration and Party Supplies LTD (Including Low Cost Photo Booths and Bridalife) These can include customers, suppliers, business contacts, employees and other people the organisation has a relationship with or may need to contact. This policy describes how this personal data must be collected, handled and stored to meet the company’s data protection standards — and to comply with the law. Why this policy exists This data protection policy ensures Celebration and Party Supplies LTD (Including Low Cost Photo Booths and Bridalife) Complies with the General Data Protection Regulation and follow good practice
Protects the rights of staff, customers and partners
Is open about how it stores and processes individuals’ data
Protects itself from the risks of a data breach
Data protection law The General Data Protection Regulation Act 2018 describes how organisations — including Celebration and Party Supplies LTD (Including Low Cost Photo Booths and Bridalife) must collect, handle and store personal information. These rules apply regardless of whether data is stored electronically, on paper or on other materials. To comply with the law, personal information must be collected and used fairly, stored safely and not disclosed unlawfully. The Data Protection Act is underpinned by eight important principles. These say that personal data must:
Be processed fairly and lawfully
Be obtained only for specific, lawful purposes
Be adequate, relevant and not excessive
Be accurate and kept up to date
Not be held for any longer than necessary
Processed in accordance with the rights of data subjects
Be protected in appropriate ways
Not be transferred outside the European Economic Area (EEA), unless that country or territory also ensures an adequate level of protection
People, risks and responsibilities Policy scope This policy applies to:
The head office of Celebration and Party Supplies LTD (Including Low Cost Photo Booths and Bridalife)
All branches of Celebration and Party Supplies LTD (Including Low Cost Photo Booths and Bridalife)
All staff and volunteers of Celebration and Party Supplies LTD (Including Low Cost Photo Booths and Bridalife)
All contractors, suppliers and other people working on behalf of Celebration and Party Supplies LTD (Including Low Cost Photo Booths and Bridalife)
It applies to all data that the company holds relating to identifiable individuals, even if that information technically falls outside of the GDPR Act 2018 This can include:
Names of individuals
…plus any other information relating to individuals
Data protection risks This policy helps to protect Celebration and Party Supplies LTD (Including Low Cost Photo Booths and Bridalife) from some very real data security risks, including:
Breaches of confidentiality. For instance, information being given out inappropriately.
Failing to offer choice. For instance, all individuals should be free to choose how the company uses data relating to them.
Reputational damage. For instance, the company could suffer if hackers successfully gained access to sensitive data.
Responsibilities Everyone who works for or with Celebration and Party Supplies LTD (Including Low Cost Photo Booths and Bridalife) has some responsibility for ensuring data is collected, stored and handled appropriately. Each team that handles personal data must ensure that it is handled and processed in line with this policy and data protection principles. However, these people have key areas of responsibility:
The Owner and manager is ultimately responsible for ensuring that Celebration and Party Supplies LTD (Including Low Cost Photo Booths and Bridalife) and related companies meets its legal obligations.
The data protection regulator , Mark Tudgay, is responsible for:
Keeping the necessary persons updated about data protection responsibilities, risks and issues.
Reviewing all GDPR procedures and related policies, in line with an agreed schedule.
Arranging GDPR training and advice for the people covered by this policy.
Dealing with requests from individuals to see the data Celebration and Party Supplies LTD (Including Low Cost Photo Booths and Bridalife) holds about them (also called ‘subject access requests’).
No information is to be shared with third Party Organisations
The [IT manager], Mark Tudgay, are responsible for:
Ensuring all systems, services and equipment used for storing data meet acceptable security standards.
Performing regular checks and scans to ensure security hardware and software is functioning properly.
Evaluating any third-party services the company is considering using to store or process data. For instance, cloud computing services.
General staff guidelines
The only people able to access data covered by this policy should be those who need it for their work.
Data should not be shared informally. When access to confidential information is required, employees can request it from their manager.
Celebration and Party Supplies LTD (Including Low Cost Photo Booths and Bridalife) will provide training to all sub-contractors to help them understand their responsibilities when handling data.
Sub-contractors should keep all data secure, by taking sensible precautions and following the guidelines below.
In particular, strong passwords must be used and they should never be shared.
Personal data should not be disclosed to unauthorised people, either within the company or externally.
Data should be regularly reviewed and updated if it is found to be out of date. If no longer required, it should be deleted and disposed of.
Employees should request help from the manager or the data processor if they are unsure about any aspect of data protection.
Data storage These rules describe how and where data should be safely stored. Questions about storing data safely can be directed to the IT manager or data controller. When data is stored on paper, it should be kept in a secure place where unauthorised people cannot see it. These guidelines also apply to data that is usually stored electronically but has been printed out for some reason:
When not required, the paper or files should be kept in a locked drawer or filing cabinet.
Sub-contractors should make sure paper and printouts are not left where unauthorised people could see them, like on a printer.
Data printouts should be shredded and disposed of securely when no longer required.
When data is stored electronically, it must be protected from unauthorised access, accidental deletion and malicious hacking attempts:
Data should be protected by strong passwords that are changed regularly and never shared between employees.
If data is stored on removable media (like a CD or DVD), these should be kept locked away securely when not being used.
Data should only be stored on designated drives and servers, and should only be uploaded to an approved cloud computing services.
Servers containing personal data should be sited in a secure location, away from general office space.
Data should be backed up frequently. Those backups should be tested regularly, in line with the company’s standard backup procedures.
Data should never be saved directly to laptops or other mobile devices like tablets or smart phones without being strongly password protected.
All servers and computers containing data should be protected by approvedsecurity software and a firewall.
Data use Personal data is of no value to Celebration and Party Supplies LTD (Including Low Cost Photo Booths and Bridalife). However, it is when personal data is accessed and used that it can be at the greatest risk of loss, corruption or theft:
When working with personal data, you should ensure the screens of computers are always locked when left unattended.
Personal data should not be shared informally. In particular, it should never be sent by email, as this form of communication is not secure.
Data must be encrypted before being transferred electronically. The IT manager can explain how to send data to authorised external contacts.
Personal data should never be transferred outside of the European Economic Area.
Employees and sub-contractors should not save copies of personal data to their own computers. Always access and update the central copy of any data.
Data accuracy The law requires Celebration and Party Supplies LTD (Including Low Cost Photo Booths and Bridalife) to take reasonable steps to ensure data is kept accurate and up to date. The more important it is that the personal data is accurate, the greater the effort Celebration and Party Supplies LTD (Including Low Cost Photo Booths and Bridalife) should put into ensuring its accuracy. It is the responsibility of all employees and sub-contractors who work with data to take reasonable steps to ensure it is kept as accurate and up to date as possible.
Data will be held in as few places as necessary. Staff should not create any unnecessary additional data sets.
Staff should take every opportunity to ensure data is updated.For instance, by confirming a customer’s details when they call.
Celebration and Party Supplies LTD (Including Low Cost Photo Booths and Bridalife) will make it easy for data subjects to update the information Celebration and Party Supplies LTD (Including Low Cost Photo Booths and Bridalife) holds about them. For instance, via the company website.
Data should be updated as inaccuracies are discovered. For instance, if a customer can no longer be reached on their stored telephone number, it should be removed from the database.
Subject access requests All individuals who are the subject of personal data held by Celebration and Party Supplies LTD (Including Low Cost Photo Booths and Bridalife) are entitled to:
Ask what information the company holds about them and why.
Ask how to gain access to it.
Be informed how to keep it up to date.
Be informed how the company is meeting its GDPR rules
If an individual contacts the company requesting this information, this is called a subject access request. Subject access requests from individuals should be made by email, addressed to the data controller at firstname.lastname@example.org The data controller can supply a standard request form, although individuals do not have to use this. Individuals will not be charged per subject access request. The data controller will aim to provide the relevant data within 14 days. The data controller will always verify the identity of anyone making a subject access request before handing over any information.
Disclosing data for other reasons In certain circumstances, the Data Protection Act allows personal data to be disclosed to law enforcement agencies without the consent of the data subject. Under these circumstances, Celebration and Party Supplies LTD (Including Low Cost Photo Booths and Bridalife), will disclose requested data. However, the data controller will ensure the request is legitimate, seeking assistance from the board and from the company’s legal advisers where necessary.
Providing information Celebration and Party Supplies LTD (Including Low Cost Photo Booths and Bridalife) aims to ensure that individuals are aware that their data is being processed, and that they understand:
How the data is being used
How to exercise their rights
To these ends, the company has a privacy statement, setting out how data relating to individuals is used by the company. [This is available on request. A version of this statement is also available on the company’s website.] This privacy notice has been compiled in order to comply with the General Data Protection Regulation’s (GDPR’s) requirement as the Data Controller for Pink Penguin, I provide fair processing information to you regarding your personal data.
The Data Controller for Celebration and Party Supplies LTD
The owner of this business is also the Data Controller Mark Tudgay Telephone: 07422 523 641 e-mail: email@example.com firstname.lastname@example.org email@example.com
The Purpose of the processing and the lawful basis for processing
Your, name, address and contact details: these are needed once you have made a booking so that I can: (these are examples and not a definitive list)
Keep in touch regarding any updates about your booking
Can issue invoices and receipts for billing and accounting purposes
Make contact with you nearer the time of the event to confirm details
To contact you after the event with any further invoicing (e.g. extra hours)
After the event to send you a link to your Facebook album.
Our professional accountant will also have access to our accounts information annually in order for them to complete our tax Self-Assessment for the Inland Revenue.
Your photographs taken at the event will be:
Printed for each guest to keep if this is what you have requested and paid for.
If you have requested it, they will be either uploaded into a Facebook album.
If you have requested it and paid for, they will be saved onto a USB stick and posted to you. This will not normally be an encrypted USB stick unless you have requested it and paid the extra cost.
Your agreement to the Terms and Conditions given to you at the time of booking provides the lawful basis for processing the above data.
Categories of Personal Data
In addition to the data which you have given directly to us, we may from time to time receive information from other parties. Examples of this could be:
Names, e-mail addresses of wedding fayre attendees which you attended and which you gave permission to the organizer to pass onto exhibiting suppliers. We will not contact anyone who has chosen to opt out of receiving communication.
Contact details, names, and date of wedding which you may have given to a wedding fayre organizer and agreed that they can be shared with exhibiting suppliers.
Any Recipients of your Personal Data
CAPS professional accountant – only any information on invoices or receipts.
CAPS online accountancy system ‘Giggio’ – only invoicing or receipt information.
CAPS PayPal card Reader system if invoice and receipt are generated by that device.
Contact Details, and details of your event are required in order for us to provide our services to you. We will not ask for or store any more information than that which is essential for our provision of service.