Terms & Conditions

The Vanilla Co Ltd
Trading as VanillaCo
Registered Address: 60 Tottenham Court Road, Suite 4918a, Fitzrovia, London, W1T 2EW
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 14 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 name, trading style, logos, branding, visual identity, website content, marketing materials, photographs, designs, artwork, training materials and all associated intellectual property rights are the exclusive property of The Vanilla Co Ltd.

9.2 The VanillaCo name and associated branding are protected by registered trade mark rights and other intellectual property rights. Any unauthorised use, reproduction, imitation, adaptation or modification is strictly prohibited.

9.3 No person, organisation, partner, supplier, contractor or third party may use the VanillaCo name, logo, branding, imagery or other intellectual property without the prior written consent of The Vanilla Co Ltd.

9.4 Permission to use VanillaCo branding may only be granted following written approval from The Vanilla Co Ltd and, where applicable, receipt of any required deposit or contractual agreement.

9.5 Any printed, digital, online, social media, advertising, promotional or marketing materials containing VanillaCo branding must receive written approval from The Vanilla Co Ltd prior to publication, distribution or use.

9.6 No licence, permission or right to use VanillaCo intellectual property shall arise by implication, course of dealing or otherwise unless expressly granted in writing by The Vanilla Co Ltd.

9.7 The Vanilla Co Ltd reserves all rights in relation to its intellectual property and may take legal action, including claims for trade mark infringement, copyright infringement, passing off, injunctive relief, damages and recovery of legal costs, against any unauthorised use.

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. Alcohol Service for Events & Bookings

16.1 If your booking includes the provision of alcohol, you acknowledge that alcohol will only be served to guests aged 18 or over.
16.2 We operate a Challenge 25 policy. Guests who appear under 25 may be asked for valid ID (passport, driving licence or PASS card).
16.3 We reserve the right to refuse service of alcohol at any time if ID cannot be provided, if a guest appears intoxicated, or if service would breach licensing objectives.
16.4 No refunds will be issued where alcohol service is refused or withdrawn in accordance with licensing laws or for guest behaviour.
16.5 You are responsible for informing all guests of these rules before the event.
16.6 The Vanilla Co Ltd retains full discretion over all aspects of alcohol service.

17. 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.