Crafty Fox On Tap

Combined Booking Terms and Privacy Policy

Last updated: Wednesday 5th November 2025

These Terms and Conditions and our Privacy Policy govern all bookings made with The Crafty Fox On Tap Ltd and explain how we collect, use and protect your personal data. By submitting a booking enquiry or confirming a booking, the customer (“you”) agrees to these Terms.

1 Who We Are

The Crafty Fox On Tap Ltd

Company Number: 16281320

Registered Address: 26–28 Tofts Grove, Brighouse, HD6 3NP

Email: [email protected]

Phone: 07847 205425

We are the data controller in respect of any personal data we process.

2 Definitions

In these Terms:

“Booking” means a confirmed agreement for the provision of our mobile bar services at your event.

“Event Agreement” means the document outlining the specific details of your booking.

“Service Model” refers to whether the bar is host-paid, part-paid, or guest-pay.

“Minimum Spend” means the required combined value of prepayment, host contribution, and guest purchases at the event.

“CRM System” refers to the customer management platform we use to handle enquiries and bookings.

BOOKING TERMS AND CONDITIONS

3 Booking and Payment

3.1 A booking is only confirmed once you have signed the event agreement and paid the required deposit.

3.2 Deposits are non-refundable unless stated otherwise in writing.

3.3 The balance of payment is due no later than 14 days prior to your event unless alternative terms have been agreed in writing.

3.4 Late payments may result in cancellation of services and loss of deposit.

3.5 Prices are fixed once the event agreement is signed. However, we reserve the right to amend pricing for significant changes in scope or if required by law, including any VAT charges introduced following VAT registration.

3.6 Payments should be made via bank transfer using the details provided on your invoice.

3.7 A minimum total bar spend of £1,200 applies to all bookings. This may be met through a combination of host contributions, prepaid bar tabs, and guest sales. If total bar sales fall below this amount, the organiser agrees to pay the shortfall within seven days of the event.

3.8 The selected bar service model (host-paid, part-paid, or guest-pay) and any agreed prepayment will be confirmed in your booking agreement.

4 Cancellations and Changes

4.1 If you cancel more than 30 days before the event, you will receive a refund of any payments made, minus the deposit.

4.2 Cancellations made within 30 days of the event will be charged at 50% of the total agreed fee.

4.3 Cancellations made within 7 days of the event will be charged in full.

4.4 We reserve the right to cancel the booking due to unforeseen circumstances including, but not limited to, extreme weather, staff illness, or venue inaccessibility. In such cases, any payments made, including deposits, will be refunded in full.

4.5 If you request a change of event date, we will make reasonable efforts to transfer your booking, subject to availability. Changes made within 30 days of the event may incur an administration fee.

4.6 We reserve the right to cancel your booking if you breach these Terms, provide inaccurate or incomplete information, or fail to cooperate reasonably in the delivery of our services. No refund will be due in such cases.

5 Event Requirements

5.1 You must ensure there is safe and suitable access for our mobile bar unit and staff at the event location.

5.2 We require access to power and a flat, stable surface for set-up.

5.3 You are responsible for obtaining any necessary permissions, licences, or permits required for serving alcohol at your venue, unless otherwise agreed in writing.

5.4 For events held on private land or unlicensed premises, the organiser must obtain a Temporary Event Notice (TENS) from the relevant local authority where required.

5.5 We are happy to advise you on whether a TENS is required and guide you through the application process, but the responsibility for applying for and securing the licence lies entirely with you.

5.6 You agree to provide accurate event details and notify us promptly of any changes.

5.7 For outdoor events, suitable weather protection such as a marquee or cover must be provided for our staff and equipment if required by conditions.

6 Licensing and Service

6.1 We operate in accordance with the Licensing Act 2003 and reserve the right to refuse service to any person who appears intoxicated or behaves in a threatening, abusive, or unsafe manner.

6.2 You agree to support our staff in upholding responsible service, including Challenge 25 ID checks.

6.3 Alcohol may only be served to guests aged 18 or over.

6.4 We reserve the right to stop serving alcohol if we believe continuing to do so would breach licensing conditions or compromise safety.

7 Liability

7.1 We will not be held liable for any injury, loss, or damage caused by third-party attendees, venue conditions, or any failure to provide services arising from circumstances beyond our reasonable control.

7.2 You are responsible for ensuring that the event environment is safe and suitable for our staff and equipment.

7.3 We hold public liability insurance up to the value of £1,000,000. Details can be provided on request.

7.4 You agree to indemnify us against any claims arising from your own negligence, breach of these Terms, or failure to comply with relevant laws and regulations.

8 Force Majeure

8.1 We shall not be liable for any failure or delay in performing our obligations where such failure or delay is caused by events outside our reasonable control including, but not limited to, acts of God, adverse weather, strikes, transport disruptions, or governmental restrictions.

9 Media and Promotion

9.1 We may take photographs or videos during your event for promotional purposes. Please notify us in writing before the event if you do not wish for any media to be used in this way.

10 Complaints

10.1 If you have a complaint about our services, please contact us in writing at [email protected]. We aim to respond to all complaints within five working days.

11 Governing Law and Jurisdiction

11.1 These Terms shall be governed by and construed in accordance with the laws of England and Wales.

11.2 If you reside in Scotland or Northern Ireland, you may bring proceedings in your local courts. Otherwise, disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.

12 Agreement

By paying a deposit or signing the event agreement, you confirm that you have read, understood, and agree to these Terms and Conditions.

PRIVACY AND COOKIE POLICY

1 What Data We Collect

We may collect and process the following personal data:

Name, email address, and phone number

Event details including type, date, location, guest numbers, and preferences

Payment information (for invoice tracking and reconciliation)

Technical information such as IP address, device type, and browser (collected via cookies)

2 How We Use Your Data

We use your data to:

Respond to enquiries and manage bookings

Issue invoices and payment reminders

Send service emails including confirmations, updates, and follow-ups

Request feedback and reviews

Fulfil our legal obligations

Legal Basis for Processing

We rely on the following legal grounds:

Performance of a contract (e.g. managing your booking)

Consent (e.g. optional marketing communications)

Legitimate interests (e.g. customer service and operational analytics)

Compliance with legal obligations (e.g. tax and accounting laws)

3 Sharing Your Data

We do not sell or rent your data. We may share it with:

Third-party providers (e.g. CRM, communication, or cloud services)

Accountants or professional advisers

Public authorities where required by law

4 Data Retention

We retain booking data for up to 6 years for accounting and legal compliance. Anonymised data may be retained longer for statistical purposes.

5 Your Rights

You have the right to:

Access your data

Rectify inaccurate or outdated data

Request erasure (where applicable)

Object to or restrict processing

Withdraw consent (for non-essential uses)

Lodge a complaint with the Information Commissioner’s Office (ICO)

To exercise your rights, contact us at [email protected].

6 Cookies

We use cookies on our online platforms to:

Enable enquiry form functionality

Track anonymised analytics (e.g. device types, visits)

Improve website usability

You may disable cookies in your browser settings. Some features may be affected.

7 Security

We implement appropriate technical and organisational measures to protect personal data, including:

Password-protected systems

Encrypted communications

Role-restricted access

8 Changes to This Document

We may update this document from time to time. The latest version will be made available via our online platforms or on request. Material changes will be communicated to affected users where appropriate.

For privacy or booking-related enquiries, contact [email protected] or call 07847 205425.