Policies & Terms of Engagement
This page sets out how Fishponds Catering Limited handles your data, the terms under which we accept bookings, and our approach to cookies. Last reviewed: January 2025.
Privacy Policy
Fishponds Catering Limited is the data controller for personal information collected through this website and during the booking process. We are committed to handling your data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Information We Collect
We collect personal information you provide directly: your name, email address, telephone number, event details, and any dietary or accessibility requirements relevant to your booking. We do not collect payment card data directly — all payments are processed through secure third-party providers.
We may also collect technical data automatically when you visit this website, including your IP address, browser type, and pages visited. This data is used solely to maintain site security and improve performance.
How Your Data Is Used
Your personal data is used exclusively to process your enquiry, confirm and manage your booking, communicate service updates, and comply with our legal obligations. We do not sell, rent, or share your personal information with third parties for marketing purposes.
Where we engage trusted suppliers — such as venue partners or specialist dietary providers — we share only the minimum information necessary to fulfil your event requirements. All such parties are bound by confidentiality obligations.
Retention Period & Your Rights
Booking records are retained for six years following the event date to satisfy UK accounting and contractual obligations. Enquiry data from contacts that do not result in a booking is deleted within 12 months.
Under UK GDPR you have the right to access, correct, or request deletion of your personal data. You may also object to processing or request data portability. To exercise any of these rights, contact us at support@fishpondscatering.com. You have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.
Terms & Conditions
These terms govern all bookings made with Fishponds Catering Limited. By confirming a booking you agree to the conditions set out below. These terms do not affect your statutory rights under UK consumer and commercial law.
Booking Confirmation
A booking is confirmed only upon receipt of a signed service agreement and the required deposit payment. Provisional holds may be placed at our discretion but do not constitute a confirmed booking and may be released without notice.
Final guest numbers and menu selections must be confirmed in writing no fewer than 14 days before the event date. Changes requested after this deadline may be accommodated subject to availability and may incur additional charges.
Payment Terms
A non-refundable deposit of 25% of the total quoted fee is required to secure the booking date. The remaining balance is due no later than 7 days before the event. For corporate accounts with agreed credit terms, invoices are payable within 30 days of the event date.
All prices are quoted exclusive of VAT where applicable. Fishponds Catering Limited reserves the right to adjust pricing where the scope of service changes materially from the original brief. Any such adjustment will be communicated and agreed in writing before implementation.
Cancellation & Postponement
Cancellations made more than 30 days before the event date will result in forfeiture of the deposit only. Cancellations made between 15 and 30 days prior will incur a charge of 50% of the total contracted fee. Cancellations within 14 days of the event date are liable for the full contracted amount.
Postponements to an agreed alternative date within 12 months of the original event will not attract additional cancellation charges, subject to availability. Fishponds Catering Limited reserves the right to cancel a booking in the event of circumstances beyond our reasonable control; in such cases all payments received will be refunded in full.
Liability & Allergen Disclosure
Fishponds Catering Limited carries full public liability insurance. Our liability for any claim arising from a booking is limited to the total fee paid for the relevant event. We are not liable for indirect or consequential losses.
Clients are responsible for disclosing all known dietary requirements and allergen sensitivities in writing before the menu is finalised. We take all reasonable precautions, but our kitchens handle the 14 major allergens and we cannot guarantee a fully allergen-free environment.