1. Booking Confirmation & Payment

Your booking is confirmed once we receive your non-refundable deposit.  We reserve the right to withdraw any quote in writing. Once booked, we’ll send you a confirmation email.

2. Payment & Balance Due

The remaining balance must be paid inline with payment terms outlined on your invoice but no later than 7 days before your event. If payment is not received prior to your event, we may cancel your booking, and your non-refundable deposit  will be forfeited.

3. Cancellation & Change of Date Policy

All event cancellations must be made in writing. We reserve the right to apply the following cancellations fees.

Where you are changing the date of your event we’ll do our best to accommodate your new date, however where we are unable to do so we reserve the right to apply the following cancellation fees.

More than 12 months notice - 50% of Non-Refudnable Deposit Retained
12 months to 6 months notice - Non-Refundable Deposit Retained
6 months to 4 months notice - Non-Refundable Deposit retained plus 25% of Balance 

4 months to 2 months notice - Non-Refundable Deposit retained plus 50% of Balance

Less than 2 months notice - Non-Refundable Deposit retained plus Full Balance

4. Unexpected Issues & Delays

We always aim to provide the vehicle as booked, but in the rare event of a mechanical failure or unforeseen issue beyond our control, we’ll refund you in full if Sussex Scoops Limited is at fault. We’ll generally arrive slightly earlier than your booking time to ensure everything runs smoothly and enable us to set up ready to serve your guests.

If your event is delayed and we are unable to serve within the agreed timeframe, we cannot be held responsible.

5. Presentation & Standards

Our van and staff will always be professionally presented. All of our staff hold DBS certificates, and we have a food hygiene certificate from the local authority.

6. Venue Access & Timing

The hire period starts and ends at the agreed times on your quote. If we’re unable to access your venue on time due to restrictions or delays outside of our control, we are not responsible for lost serving time. If your event is delayed and we are unable to serve within the agreed timeframe, we cannot be held responsible.

7. Guest Behaviour & Damages

The hirer is responsible for any damage to our van caused by themselves or their guests. A minimum charge of £100 will apply for any spills, food-related mess, or damage requiring extra cleaning.

8. Personal Belongings

We are not responsible for lost or damaged personal items unless negligence is proven. We’ll do our best to return any lost property found in our van.

9. Allergies & Dietary Requirements

We take food safety seriously, but we cannot be held responsible for any allergic reactions. A clear disclaimer will be displayed regarding allergens such as gluten and dairy.

10. Weather & Cancellation by Sussex Scoops

If bad weather or unforeseen electrical failures prevent us from attending, we may unfortunately cancel your booking, and a full refund will be given. If the hirer cancels due to bad weather, no refund will be given as per Section 3.0.

11. Unlimited Serving Option

If an individual or group abuses our unlimited ice cream offer, we reserve the right to withdraw it. This would only happen in extreme cases of excessive consumption.

12. Photography & Promotion

We may take photos for promotional purposes, which could appear on our social media. By signing the booking form, you give us permission to do so. If you’d prefer otherwise, just let us know.

13. GDPR & Your Data

In line with our Privacy Policy, we securely store your contact details to manage your booking and will never share your details with third parties for marketing. You can request, update, or remove your data at any time by emailing simon@sussexscoops.co.uk

14. Agreement to Terms

Payment of a non-refundable booking fee is considered as confirmation and acception that you have read and agreed to these terms.