PRIVACY POLICY & Terms and Conditions

 

SPELLBOUND PARTIES  PRIVACY POLICY

Who we are

Spellbound Parties is a bespoke themed party and event company who provide entertainers at events.

The Information we collect at initial enquiry and why.

At the point of an initial enquiry, we only collect the information that you have submitted.  If any enquiry is made via the website, we require an e-mail address in order to respond to your enquiry with the information as requested. You do not have to give a phone number at this stage but we ask for a phone number so that we may notify you of our response to your website enquiry. If an e-mail address isn’t provided we will not be able to provide information on the service you require unless you call us directly.

The Information we collect after a booking has been made.

After you have decided to go ahead and book a party with us, your phone number is required as a way to process your booking and keep in contact with you in regard to planning your event.  Your e-mail address is kept as another method of contact as we continue to process and plan your event.

Processing your data

Your name and phone number will be given to your entertainer eight days prior to your event date, 

so that they may contact you, prior to your party.  They will introduce themselves, check that the details they have received on the booking form are still correct and verbally discuss any last minute questions or queries you may have.  You can also offer them any new information that will aid in the successful completion of your event.  Your e-mail address is also sent to your entertainer incase you cannot be reached on the phone.

We would only need your home address if the event you have booked is taking place at your home residence and therefore, the entertainer would require your home address so that they may attend and host your event for you, as contracted to do so.

Where your data is stored

Your phone numbers and e-mail addresses are stored within password protected electrical devices. Your booking forms, if returned on paper hard copies, are kept in confidential files, and secured in a locked filing cabinet.

Disclosing your personal data

Your personal data is only sent to your entertainer/party host, for contractual purposes, as stated above.

Your personal data is not passed onto any third party other than your entertainer/party host.

After your event has taken place

After your event has taken place, your entertainer/party host deletes your information.  The main office at Spellbound Parties holds the information you have provided for the duration of one year after your event has taken place. This is for ease of booking if you wish to hire us again to host an event for you within 1 year of your first booking.

A record of your event is kept for tax and accountancy purposes up to seven years after your event.

Photographs and Social Media

The booking form you will be sent to complete once you contract us to host your event, will 

ask if you would like to have photographs taken of your child/guest and the entertainer and if these photographs can be shared on the Spellbound Parties social media sites. These photographs will only be displayed on the Spellbound Parties social media sites with your consent. These photographs will not be shared on the Spellbound Parties social media sites without your consent.

Marketing

We will only contact you with offers and news if your written consent is given.

 

 

 

Terms and Conditions

The terms and conditions must be agreed to in writing, prior to the event date, to ensure a Spellbound performer can be provided to host your event.

Party/event planning

YOU

• Party/event availability is given to you at the point of your initial enquiry. You understand that this availability may change after 12 hours of it being stated.
• You must complete the booking form accurately and provide us with a phone number and e-mail address to ensure we can plan and process your party/event.
• You agree to pay the deposit amount by the date indicated on your booking form correspondence. Failure to pay the deposit by the set date will result in your booking being removed from the diary without notification from us. Your booking is not confirmed until the deposit has been paid.
• You must notify us, in writing, of any allergies or illnesses or any type of disability pertaining to your guest/s, before the party/event. If special assistance is required for any guest at the party/event you must ensure that this is available at all times.
• We provide sweets at the party/event. You must notify us, in writing, of any dietary requirements such as nut allergies, vegetarianism, religious or personal food preferences, prior to your party/event. We cannot be held responsible for any harm caused as a result if written requirements are not provided.
• We provide prizes at your party/event. You must notify us, in writing, if you do not wish us to provide these prizes. Examples of these prizes may be given upon request, but you understand that the prizes may differ on the day, depending on who the entertainer is.
• You inform us, in writing, prior to the party/event, if you would like photographs taken of the entertainer with your child/ren/guests.
• You inform us, in writing, if you agree to these photographs being displayed on our the Spellbound Parties social media sites.
• You must ensure that there is a car parking space provided for the entertainer within a maximum of 5 minutes walking distance from the venue. You understand that failure to source this may result in a delayed set up time and the party/event start time may also be delayed. In this instance, the entertainer will not be required to make the time up at the end of the party/event.
• You must ensure that the maximum number of children attending the party/event, coincides with the maximum limit for the number of entertainers you have hired, as stated on your booking form.
• The party theme must be confirmed at least 21 days prior to your party/event taking place. If not, the theme will automatically become a ‘non- themed Spellbound Party’ and last minute changes cannot be made.
• The costume you wish your entertainer to wear must be confirmed at least 21 days prior to your event. If not, the costume will be a standard Spellbound costume.
• If other activities are taking place at the party/event that you have booked one of our entertainers to attend, such as soft play or bouncy castles or similar, you understand that these other activities may be a distraction for the children and their engagement with the entertainer may be compromised. This is out of the control of the entertainer.

SPELLBOUND PARTIES

• Spellbound Parties will provide a full list of the games/activities that will be included in your party/event. 
• We ensure that every entertainer has been auditioned and interviewed and trained to be an entertainer at your party/event. 
• Every entertainer has Public Liability Insurance to the sum of between £5m-£10m. Evidence of this can be provided upon request.
• Every entertainer has a Basic Disclosure or CRB check.
• Some of our themed parties are tributes to characters and story lines. We are not affiliated with any other company and we do not offer original characters.
• Spellbound Parties will attempt to deliver any last minutes party changes, such as theme, costume, as requested by you but this may not be possible and we will not be in breach of contract if any requested changes cannot be made after the deposit has been paid.

At the Event

YOU

• At the event, you must ensure that the area you wish the entertainer to host the activities in, is clear of obstructions and hazards, and is safe to use.
• There must be at least 1 parent present in the room with the entertainer for every 15 children.
• The entertainer must not be left on their own with the children at any time.
• Entertainers are contracted to engage, motivate and entertain children to the best of their ability. Any children/guests causing disruption and displaying poor behaviour, that lessens the enjoyment of the party or puts the safety of the entertainer and other guests in jeopardy, must be disciplined and controlled by you or the child’s parent/guardian.
• You agree to cover any damages to the entertainer’s equipment, caused by your guests at the event, up to the value of £500.
• You agree to pay the entertainer the outstanding balance, in cash, when they arrive at your party/event. If you do not, the entertainer will not be obligated to perform and will still be entitled to the full balance.
• You must pay the entertainer additional costs, if applicable. These include the congestion charge, parking charges, the joint party fees or the additional £2 per head for any guest numbers over 30, up to a maximum of 35.
• You will be responsible for any personal injury caused to the entertainer as a result of negligence.

SPELLBOUND PARTIES

• A general risk assessment is carried out by entertainer upon arrival.
• The entertainer reserves the right to change the content of the party/event at their discretion. These changes may be made due to venue size/activity restrictions, behaviour of the children, and age of their audience, if this is different to what was expected. Changes may also be made for any general health and safety reasons. 
• The entertainer may have to exclude some games from the original activity list you were given if they deem it necessary for reasons such as time, venue or behaviour constraints.
• The entertainer runs the party as directed by Spellbound Parties head office. Their electrical equipment, sound equipment and prizes options may differ from one another.
• Spellbound Parties reserves the right to change your entertainer at the last minute to cover sickness, absence, illness or any other emergency.
• The entertainer is not responsible for any injuries occurred by any guest during the party/event as a result of the party games and activities incorporated into the party/event.

Cancellation policy

• You may cancel at any time. However, if you cancel within 14 days before the party/event date, for any reason, you will still be obligated to pay us in full, the amount of the party. 
• Your deposit is only refundable up to 14 days before your event.
• Should the specified entertainer not be able to perform for a very good reason, every effort will be made to find a replacement entertainer suitable to the client’s requirements. In instances that are completely out of our control, if an entertainer cannot be provided, your deposit will be refunded or your party/event rescheduled.
• Spellbound Parties shall not be liable to the client or be deemed to be in breach of the contract if there is delay in performing, failure to perform, illness or injury of the entertainer or if the delay or failure is due to any cause beyond Spellbound Parties’ reasonable control.  This includes illness, accident, breakdown, fire, flood, storm or poor weather. Spellbound Parties will not be obligated to offer any compensation.

Liability

• The entertainer is not responsible for any injuries occurred by any guest during the party/event as a result of the party games and activities incorporated into the party/event.
• Spellbound Parties are not responsible for the prizes and sweets given out at the party/event by the entertainer. 
• Except in the case of death or personal injury caused by our negligence, our liability under and agreement with you, whether arising in contract, tort or negligence or otherwise, shall not exceed the amount of the party fee.
• Spellbound Parties does not accept liability whether in contract, tort or negligence or otherwise for any loss, damage, costs or expenses of any nature incurred or suffered by you as a direct or consequential nature.