Terms & Conditions

The Vanilla Co Ltd
Trading as VanillaCo
Registered Address: Suite 4918, Unit 3a, 34–35 Hatton Garden, Holborn, London, EC1N 8DX
General enquiries: info@thevanillaco.co.uk | Tel: 0203 432 3851
VAT Number: GB 467621569

These Terms of Service apply to all services provided by The Vanilla Co Ltd (“VanillaCo”, “we”, “us”, “our”), including event bookings, private hire, catering, bespoke food orders, grazing tables, creative services, printing services and corporate services. By placing an order or making a booking with us, you (“you”, “the client”, “customer”) agree to these terms.

1. Bookings & Deposits

1.1 A 50% non-refundable deposit is required to secure any booking, order, event, delivery date, print job, or creative service.
1.2 No date, order slot, design work or production begins until the required deposit has been received.
1.3 Deposits are non-refundable and non-transferable unless agreed in writing by VanillaCo.
1.4 VanillaCo reserves the right to decline or cancel any booking if payment terms are not met.

2. Payments

2.1 All invoices must be paid no later than 7 days prior to the event or service date.
2.2 Payment is accepted via bank transfer only to:

• The Vanilla Co Ltd – Sort Code: 04-00-03 – Account No: 03464921

2.3 No services will be delivered until payment has cleared in full.
2.4 Failure to pay any invoice by the due date may result in cancellation of services and loss of deposit.

3. Late Payments

3.1 If payment is not received by the due date, VanillaCo reserves the right to charge statutory late payment interest at 8% above the Bank of England base rate, calculated daily from the due date until payment is made.
3.2 A late payment compensation fee will also apply in line with the Late Payment of Commercial Debts (Interest) Act 1998:

• £40 for invoices under £1,000

• £70 for invoices £1,000–£9,999

• £100 for invoices £10,000+
  3.3 Invoices overdue by more than 30 days may be referred to a debt recovery agency and you will be liable for all recovery and legal costs.

4. Cancellations & Rescheduling

4.1 All cancellations must be made in writing to info@thevanillaco.co.uk.
4.2 Cancellations made less than 48 hours before the event/service date will remain fully chargeable.
4.3 One reschedule request is permitted subject to availability and written agreement from VanillaCo.
4.4 Deposits remain non-refundable in all circumstances unless otherwise agreed by VanillaCo in writing.

5. Refund Policy

5.1 VanillaCo does not offer refunds except where legally required.
5.2 Where a refund is approved, it will be issued as a credit note only, valid for 6 months.
5.3 Refunds or credit notes will not be issued in cases of customer no-show, late arrival, change of mind or failure to read event/service descriptions.

6. Delivery & Collection

6.1 Delivery is available where viable and must be confirmed at time of booking.
6.2 Once goods are delivered or collected, risk and responsibility transfer to the customer.
6.3 VanillaCo accepts no liability for damage or spoilage after delivery/collection has taken place.

7. Allergens & Food Safety

7.1 VanillaCo operates in a kitchen where some allergens may be present. While great care is taken to reduce risk, we cannot guarantee any product is completely free from allergens or cross-contamination.
7.2 It is your responsibility to inform VanillaCo of any allergies in writing at the time of booking.
7.3 VanillaCo accepts no liability for allergic reactions where allergen information was not disclosed by the customer or where cross-contamination risk exists despite best efforts.

8. Client Responsibilities

You agree to:

• Confirm all order details in writing

• Provide accurate delivery/access information

• Approve any design proofs before print production

• Ensure event access and setup requirements are met

• Communicate changes in reasonable timeframes

9. Branding, Logos & Intellectual Property

9.1 The VanillaCo brand, name, logo and visual assets remain the property of The Vanilla Co Ltd.
9.2 Use of VanillaCo branding without written consent is strictly prohibited.
9.3 Branding may only be used after a deposit has been paid and written approval has been given.
9.4 Any printed or digital material containing our branding must be signed off in writing prior to publication or use.
9.5 Unauthorised use of VanillaCo intellectual property may result in legal action.

10. Creative & Printing Services

10.1 All design work remains the property of VanillaCo until full payment has been received.
10.2 Final artwork files are provided for approved use only and may not be altered or resold without permission.
10.3 Source/editable design files are not provided unless agreed and paid for separately.

11. Photography & Media Usage

11.1 VanillaCo may capture photos or video content of events, services and products.
11.2 VanillaCo reserves the right to use this content for marketing purposes unless you opt out in writing before the event/service date.

12. Liability

12.1 VanillaCo’s total liability is limited to the total amount paid for the service.
12.2 VanillaCo accepts no responsibility for indirect loss, loss of business, or venue-related issues outside our control.
12.3 Customers accept responsibility for the safe handling and storage of products after collection/delivery.

13. Force Majeure

If VanillaCo is unable to fulfil a service due to circumstances beyond reasonable control (illness, extreme weather, venue closure, supplier failure, transport disruption etc.), we will offer a rescheduled date. No refunds will be given.

14. Complaints & Disputes

14.1 Any issues must be reported in writing within 7 days of service completion.
14.2 We will always aim to resolve matters professionally and fairly.
14.3 For consumer customers, these terms do not affect your statutory rights under the Consumer Rights Act 2015.

15. Data Protection (GDPR)

15.1 VanillaCo complies with UK GDPR regulations.
15.2 Personal data is used only for the purpose of processing your order and is never sold or shared without consent.

16. Governing Law

These Terms of Service are governed by and interpreted in accordance with the laws of England and Wales. Any disputes will be handled exclusively in the courts of England and Wales.

VAT Notice: The Vanilla Co Ltd is VAT registered (VAT No. GB 467621569). All prices are inclusive of VAT unless stated otherwise.