Booking Terms & Conditions.

By confirming a booking with Virtually Together Ltd, you are agreeing to the following terms and conditions, which - together with the booking form - are to comprise the entire agreement between us:

1. BOOKINGS AND CANCELLATIONS

  1. Booking Acceptance Policy

In order to place a Booking we require you to complete our Booking Form.  We will store the details of your Booking on our systems. Full details of how and where your data is stored can be found in our Privacy Policy.

Unless otherwise agreed, full payment will be required to confirm your Booking. In some circumstances Virtually Together Ltd will agree to accept an initial deposit, with the balance of payment due at least 8 weeks before your Activity.

By placing a Payment you confirm the accuracy of all information you have provided and accept these Terms & Conditions on behalf of yourself and members of your group. It is the responsibility of the person making the Booking to ensure every member of the party is aware of and adheres to our Terms and Conditions. The Terms and Conditions constitute the entire Agreement between you and Virtually Together Ltd.

Once a Booking has been successfully placed, accepted and confirmed, we will send you a Booking confirmation email. If you do not receive this email, please contact one of the Virtually Together Ltd team who will check your Booking has gone through and ensure you receive the email.

The Agreement between you and Virtually Together only commences when your Booking has been formally acknowledged in writing by Virtually Together Ltd.

All Booking requests are subject to acceptance by Virtually Together Ltd and we, and any of our personnel, reserve the right, at our absolute discretion, to reject any Booking without giving reasons. In the event of rejection, we will refund or cancel any payments received in full, via the payment method used to place the Booking.

If your Booking includes consumption of alcohol, unless you advise otherwise, you will ensure that every member of your group is over 18 years of age.

If your Booking includes consumption of food, unless you advise otherwise, we will assume that every member of your group does not have any dietary requirements or allergies.  Unless specifically advised to the contrary, any foods that are supplied may contain products or ingredients that include celery, gluten – including wheat (such as spelt and Khorasan), rye, barley, oats, crustaceans such as prawns, crabs and lobsters, eggs, fish, lupin, milk, molluscs such as mussels and oysters, mustard, tree nuts including almonds, hazelnuts, walnuts, brazil nuts, cashews, pecans, pistachios and macadamia nuts, peanuts, sesame seeds, soybeans, sulphur dioxide and/or sulphites.

You must check all documents which we send to you and contact us at once if any information on the Booking confirmation or any other document appears to be inaccurate or incomplete.

2. Changes to your event

If you wish to change your Booking (for example delivery addresses, number of people or date), please contact the Virtually Together team. We will always do our best to make changes for you. Please note we will need at least 3 weeks notice for any requests involving deliveries.  

If you amend your booking, Virtually Together Ltd reserve the right to make an additional charge to cover the administration and expenses of making the change.  Changes to a booking are not effective until accepted in writing by Virtually Together Ltd

3.      Cancellation policy

Once a Booking form has been accepted cancellations will incur the following charges:

  • Cancellations or amendment requests made with 56 days’ notice (8 weeks) or more – 100% refund, excluding processing fee

  • Cancellations or amendment requests made with less than 42 days notice (6 weeks) – 50% refund, excluding processing fee

  • Cancellations or amendment requests made with less than 28 days notice (4 weeks) – no refund

  • Virtually Together Ltd reserves the right to cancel an Activity without notice in situations outside of our control such as, without limitation ; an act of God, act of terrorism, material threat of an act of terrorism, fire, flood, explosion, civil commotion or disturbance, war, storm, earthquake, strike, lock-out, or other industrial action, insurrections or riots, pandemic or epidemic, change in law, prohibition or  imposition of requirements by any governmental body or a failure by one or more of our suppliers, contractors or delivery agents.  We shall make reasonable attempts not to cancel the Activity but it may not be possible for an alternative Partner to fulfil the Booking. In this circumstance the Client will be offered an alternative day,  a full or a partial refund.

If we offer you a full or partial refund, we will refund you within 7 days. Please note that banks may take an additional 5-10 days to refund the amount on your card. The decision to offer a full or partial refund or a replacement is entirely at our discretion

 

2. PAYMENT

We accept bank transfers, American Express, Visa and MasterCard credit and debit cards as well as Paypal, Apple Pay, and Google Pay. All Payments are processed securely by Stripe.

We never store or have access to your credit or debit card details.

Any Booking made within 8 weeks of the Activity commencement date will require full payment to confirm the Booking.

If an initial deposit is arranged, which is agreed on a case by case basis, the deposit is payable on Booking. The deposit is non-transferable and non-refundable. The final balance for the Booking must be settled 8 weeks before the activity.

 

3. PRICES

All prices exclude 20% VAT unless otherwise stated.

 

4. DELIVERY POLICY

Please note this section is only relevant for Activities which require delivery of packs, materials or kits required to accompany the activity (referred to as Kits).

1.      Delivery

All deliveries are facilitated by our amazing partners. Our partners use a variety of delivery services including Royal Mail and selected courier companies. We can provide this information to you on request.

Delivery to a registered postal address within mainland UK is included in the price advertised on the website, unless otherwise stated. If you are looking for delivery outside mainland UK please request to see if this is possible with one of the Virtually Together Ltd team, as our policy differs with each Activity.

We cannot guarantee that delivery instructions will be followed.

Timed deliveries are not available.

Although we will always try our best to ensure punctual delivery for our customers, Virtually Together Ltd cannot be held responsible if a delivery arrives late or not at all due to any circumstances. In the event of a delay by the delivery company, we are unable to offer a refund or to resend your delivery.

We reserve the right, at our absolute discretion, to use a different delivery method without prior notification.

We cannot be held responsible for any incorrectly communicated delivery addresses.  If you wish to update a communicated address, please ensure that this is done two weeks before your order is due to arrive or before we have dispatched the Kit. Please note that at peak periods we begin processing orders earlier than usual and may need up to three weeks notice for any changes to be made.

We reserve the right, at our absolute discretion, to cancel your delivery request if it becomes apparent to us that the postal or courier service in your area is too unreliable. We value our customers and our ability to deliver, so where we can't, we won't risk disappointing you.

During adverse weather conditions (including but not limited to heavy snow, ice, flooding or high winds), our delivery partners may not be able to deliver orders on time. This is outside our control and we do not accept responsibility for the late delivery of your order. Therefore, in the event of adverse weather conditions, we will not be able to refund or offer re-delivery of affected orders.

2.      Non Delivery

While we do everything we can to make sure our Kits are delivered, sometimes mistakes do happen and deliveries don't turn up. If your Kit has not arrived within 3 days of the intended delivery date we will send you a free replacement,  a full or a partial refund.

If we offer you a full or partial refund, we will refund you within 7 days. Please note that banks may take an additional 5-10 days to refund the amount on your card. The decision to offer a full or partial refund or a replacement is entirely at our discretion

3.      Kit Contents and Substitution

The contents of all our Kits are subject to availability. In the event of any supply difficulties, Virtually Together Ltd reserves the right, at our absolute discretion, to substitute any product with an alternate product of a similar style and equivalent (or greater) value and quality.

4.      Damaged Kits

Our Kits are packed carefully to ensure they arrive in excellent condition, however on a small number of occasions (and for reasons beyond our control) they may get damaged in transit. Should this occur to a level you deem unacceptable, please contact us so that we can arrange a free replacement on our next available delivery date, a full or partial refund.  

Please note that you will need to email us a photo of the damaged goods in question within 24 hours of receipt in order to be eligible.

Claims made after your activity has taken place will not be eligible.

If we offer you a partial or full refund, we will refund you within 7 days. Please note that banks might take an additional 5-10 days to refund the amount to your card.  The decision to offer a full or partial refund or a replacement is entirely at our discretion.

 

5.     COMPLAINTS

If your Activity did not meet expectations you should contact the Virtually Together team as soon as possible so that appropriate action, a full or partial refund can be considered. 

Supporting evidence such as photographs and comments from other participants may be requested.

In order to be considered, a complaint must be reported to Virtually Together Ltd within 5 days of the Activity taking place.

Virtually Together Ltd does not offer any warranty or guarantee of quality, content or extent for the Activity or products and together we agree that responsibility for such issues rests with the supplier that has provided the Activity or product to Virtually Together Ltd.

Where the booking is for an Activity, we both agree that the supplier providing that activity is responsible for the conduct and performance of the activity for the purposes of this agreement.

 

6. LIMITATION OF OUR LIABILITY TO YOU

Every effort is made to ensure your safety. Some Activities include a certain element of risk and Virtually Together Ltd take no responsibility for any loss or injury incurred by any participants taking part in any Activities.  You agree to follow any guidance and instructions that are issued by Virtually Together Ltd or its suppliers on the safe use of products and activities.

Whilst we agree to use all reasonable endeavours to ensure that Virtually Together Ltd’s service is fully operational and error-free we cannot guarantee this and, therefore, accept no responsibility for any interruption of Virtually Together Ltd’s service and shall be released from our obligations under these Terms and Conditions in the event of any cause beyond our reasonable control which renders the provision of our service impossible or impractical.

We will not be liable where any failure in the performance of the Booking is due to:

1.     You or any of the participants in your activity; or

  1. A third party unconnected with the provision of the activities and where the failure is unforeseeable or unavoidable; or

  2. Unusual and unforeseeable circumstances beyond our control, the consequences of which could not have been avoided even if all due care had been exercised; or an event which we or our partners or suppliers, even with all due care, could not foresee or forestall.

  3. Force majeure events which include (but are not limited to) war or threat of war, riot, epidemics or pandemics, civil strife or unrest, Acts of God, strikes, industrial dispute, terrorist activity, natural or nuclear disaster, fire, adverse weather conditions, technical or maintenance problems with transport, changes imposed by rescheduling or cancellation of flight or rail transport by airline or rail operator, the alteration of flight paths, aircraft type or any other event that is beyond the reasonable control of Virtually Together Ltd.

 

Our Partners are independent contractors and not employees of Virtually Together Ltd. Any liability as to the provision of an Activity is between you and the Partner. Virtually Together Ltd is not responsible for any act or omission of the Partner or for any negligence on their part. Virtually Together Ltd shall not be liable to you for any loss, injury, damage, expense or delay suffered by you or the Partner. This exclusion shall extend (but not be limited) to the consequences of any act or omission (whether wilful, negligent, reckless, dishonest or otherwise) which takes place during the Booking on the part of the Supplier/Partner or you. You acknowledge that Virtually Together’s Prices are set on the basis that we have no such liability.

Our liability will be limited in accordance with and/or in an identical manner to:

1.     The contractual terms of the partners and suppliers that provide the arrangements and Activities which are incorporated into and form part of your agreement with us; and

  1. Any relevant international convention, which limits the amount of compensation that you can claim and which are incorporated into and form part of your agreement with us and we are to be regarded as having all the benefit of any limitation of compensation contained in any such conventions.

 

7. PERSONAL INFORMATION

To ensure that we can communicate effectively with attendees, it is very important that you provide accurate personal information.

Please remember that we value your privacy and will never lease, rent or sell your private information. For more information, please see our privacy policy.

During the Booking process, we ask for the following personal information:

    1. The full name, telephone number and email address of the main contact. We use this information to communicate about your Booking, including sending order confirmations. We will also share this information with our Partner who will be facilitating your activity in case of any issues on the day or pre-event briefings required. Subject to your agreement, we will also use your email for marketing communications from time to time.

    2. If your activity involves the delivery of Kits to participants, we will also require the full name, telephone number, email address and postal address of each participant in order to fulfil the delivery.

8. INTELLECTUAL PROPERTY

All trade marks, logos, content (including our website’s structure and layout), graphics, images, photographs, animation, videos, text and software used on our website are our intellectual property or that of our suppliers, partners or other users. For the purposes of your personal use only, you may view such material on your screen and print a single copy. You may not otherwise use, sublicense, retrieve, display, modify, copy, print, sell, distribute, download, hire, reverse engineer (unless permitted by applicable law) or create extracts of, or derivative works from, such material without our specific prior written consent.

You must not collect, scrape, harvest, frame or deep-link to any information on our website without our specific prior written consent.

You license (i.e. permit) us to use your user generated content both on our own website and also, for marketing purposes, on other channels including different websites, social media and emails. User generated content includes but is not limited to your comments, photos, ratings and reviews.

 

9. GENERAL

We reserve the right to supplement and amend the Terms and Conditions on the Virtually Together Ltd website. We will post any changes on our website and it is your responsibility as a customer to review the Terms and Conditions on each occasion you make a Booking. Subject to notifying you in advance, we may also change the terms and conditions of your booking after it has been accepted.  If you object to any change to the terms and conditions of a booking, you have the right to cancel the booking within 48 hours of being notified of the change.

A person who is not a party to the agreement between you and us, except for a person who is one of our suppliers, has no rights under the Contracts (Rights of Third Parties) Act 1999 to enforce any of the Terms and Conditions.  This does not affect any right or remedy which exists apart from that Act.

If any provision of this agreement (or part of any provision) is or becomes illegal, invalid or unenforceable but would be legal, valid and enforceable if some part of it was deleted or modified, the provision or part-provision in question shall apply with such deletions or modifications as may be necessary to make the provision legal, valid and enforceable. In the event of such deletion or modification, the parties shall negotiate in good faith in order to agree the terms of a mutually acceptable alternative provision.

 

10.   JURISDICTION


These Terms & Conditions and any Contract or other agreement into which they are incorporated shall be subject to English Law and the exclusive jurisdiction of the Courts of England.

 

11. REGISTERED OFFICE AND TRADING ADDRESS

Virtually Together Ltd, 68 Munster Road, Teddington, TW11 9LL

Trading as The Together Collective.