Terms & Privacy
Booking terms & conditions
A booking is confirmed when you have received a confirmation email and paid the deposit (if applicable) or full booking price.
By making a booking verbally or online and making a payment, it is deemed you have read, understood and fully agreed to all of our booking terms and conditions.
Prices, Deposits and Payments
A non-refundable deposit of £100 is due to secure your booking. The remaining balance is to be paid in full no later than 14 days prior to the event start date. If you are booking within 30 days of your event, the full value is due on booking.
We will not attend or supply our services for a booking that has not been paid for in full. Any money paid towards the booking will be forfeited.
Ice Cream Tuk is a cashless business. We do not accept cash under any circumstances. Payments can be made via card or bank transfer using the details provided on our invoices.
Cancellations up to 30 before any booking will forfeit the deposit. Cancellations 30 days or less from the event forfeits any monies paid and requires payment of the full balance.
To use our services or hire items for longer than the booked time, payment must be made before this time commences. Extra time is provided at our discretion and based on availability.
Advertised or quoted prices are subject to change without notification until your booking has been confirmed and deposit paid.
Hire timings and durations
Serving time is to be done in one continuous timeframe unless otherwise agreed and paid for with idle time charges. Idle charges are also payable if you need us to be set up more than 1 hour before the serving start time, or pack away at a later time.
In the unlikely circumstance we are not ready to start at the agreed time because of an issue on our side, we will extend our finish time to the agreed duration (venue permitting).
In the event we cannot start at the agreed time for reasons that may be outside of our direct control, we will do all we can to extend the hire duration accordingly, provided this does not enter into the time of any other client that may have hired us. If that is not possible, the hire will still end as per the agreed time of the booking.
In the event we can start at the agreed time but previous activities by you or the venue are overrunning, the hire will still end at the agreed time on the booking. Extensions in that time is at our discretion and may be billed.
We cannot be held responsible for any circumstances that may prevent us from attending your event; these may include but are not limited to severe weather, traffic delays, breakdown of our vehicles, sickness or equipment failure. If we cannot fulfil your hire due to events beyond our control we will contact you as soon as possible and our liability will be limited to refunding all monies paid.
Equipment and hireable items
Any items provided as part of your hire will remain property of the company at all times.
All sizes quoted in space requirements are approximate.
Only items provided by Ice Cream Tuk Ltd will be served by our team. Please do not provide additional toppings or items to be served without consulting us beforehand, where we have the right to refuse to do so for insurance reasons.
Site Location, Facilities & Conduct
We will set up in one location as agreed on arrival and can not move equipment once set up.
Please ensure there is sufficient space and that you have obtained permission to use our equipment at your venue.
To provide the best service possible, our location cannot be next to a sound system. We need to be able to communicate with guests without shouting and to keep our staff safe.
You must inform us of circumstances that would make access demanding. We need to be able to park our vehicle close to where you would like us to set up, with enough space to unload using ramps. This area must be safe and traffic free. We allocate time to set up equipment in our price but complications we are not made aware of that extends setup time will come out of running duration.
The Ice Cream Tuk is a vehicle, so we cannot take it up steps, around tight bends or through small gaps. If you want us to take it inside a building you must ensure the safety and suitability of the access and surfaces to do this. You agree to indemnify us for any damage caused in accessing your set up location.
In the event that space and/or access to your venue is not safe, practical or possible, our team has the right to ask for a different space or decline to proceed with the booking. No refund will be given in this instance.
The client is responsible for ensuring suitable security and crowd control measures are in place prior to the event, if required.
We reserve the right to cease operation and remove equipment from site if at any time our team feels guest or client conduct endangers the safety of the guests, clients, themselves or the safety of equipment. No refund will be given.
Our team reserves the right to refuse guests use of the equipment if they feel they are too unruly, disruptive, drunk or abusive
In the event of poor weather which would make our operation unsafe, or make travel to your venue difficult, we reserve the right to cancel the booking in extreme circumstances. The refund will be limited to the agreed total of the booking.
Liability & Insurance
You agree to compensate our company for any damage or theft of equipment, as a result of negligent behaviour by the hirer or guests whilst on hire. This includes future loss of business arising out of the equipment being unavailable for future clients until repairs are completed.
The company accepts no liability for any damage or loss of personal property and/or any illness or injury arising from the use of the hired equipment and consumption of its goods.
Children under 14 must have an adult in attendance or be supervised around any of our equipment. We will not serve children repeatedly for their safety and to ensure fair use.
Ice Cream Tuk Ltd has public liability insurance up to £5m and all equipment is PAT certified. Contact us if you need a copy of this documentation for your venue
All other terms and conditions
Unless specifically agreed beforehand, we may use any photographs from your event for advertising and promotional material, online and in print. The hirer agrees that permission is granted to do so from all guests.
Unlimited ice cream is based on two servings per minute from the machine. We will serve as many people as we can in your hire time and stop at the end of your hire duration - it is at our discretion to use surplus stock after your hire end time. Our team has the right to enforce 1x serving per person to limit delays for other guests and prevent abuse of supplies that could lead to us running out.
Please contact us if you are unclear on any of our terms and conditions before you book. We are more than happy to answer your questions.
We will make every effort to deliver the equipment and service as agreed, however very occasionally it may be necessary to change elements due to circumstances out of our control. This will not be deemed a breach of contract.
Any dissatisfaction of service provided by us must be made on the night, so we can attempt to rectify the situation.
If you have any questions about our terms and conditions, please contact us before your event via bookings@icecreamtuk.co.uk
Privacy policy
Your privacy is important to us. It is Ice Cream Tuk Ltd's policy to respect your privacy regarding any information we may collect from you; be it in person at a wedding fair, at an event, or across this website or any other photo that we own or operate.
We only ask for personal information when we truly need it as part of providing our services to you or responding to enquiries. We collect it by fair and lawful means, with your knowledge and consent. We also let you know why we’re collecting it and how it will be used.
We will retain collected information for as long as necessary to provide you with your requested service and after this point for our records. What data we store, we’ll protect within commercially acceptable means to prevent loss and theft, as well as unauthorised access, disclosure, copying, use or modification.
We don’t share any personally identifying information publicly or with third-parties, except when required to by law.
Our website may link to external sites that are not operated by us. Please be aware that we have no control over the content and practices of these sites, and cannot accept responsibility or liability for their respective privacy policies.
You are free to refuse our request for your personal information, with the understanding that we may be unable to provide you with some of your desired services.
Your continued use of our website will be regarded as acceptance of our practices around privacy and personal information. If you have any questions about how we handle user data and personal information, feel free to contact us via bookings@icecreamtuk.co.uk.