TERMS & CONDITIONS

Marlow Tastes© (the Event) is a public event organised by the Rotary Club of Marlow Thames (We, the Organisers) which will take place in various Marlow restaurants during the evening of Tuesday 30th April 2024. We are a registered charity (Charity Registration Number 1073652) and can be contacted at info@marlowtastes.menu.

The purpose of the Event is to raise monies for local and other charities, promote participating Marlow restaurants, and provide an enjoyable culinary experience for Entrants who will visit a different restaurant for each of their three courses.

Bookings are made through the Event website by a Lead Entrant. A Lead Entrant may also book up to five other Entrants. Following the closure of bookings, all Entrants will be offered three menu options for each of their first, second and third courses. Each menu option will describe the food content and include relevant allergens from a prescribed list of 14 standard allergens. All Entrants will be invited to choose their preferred menu option for each course. Entrants will not be informed of the restaurants which have provided their menu choices; this will remain secret until there are taken there by their Event guide.

The Organisers will endeavour to organise restaurant venues so that as far as possible Entrants meet different Entrants at each new restaurant visited. Restaurant locations will be published on the Event website and are close to Marlow town centre. Entrants are expected to walk between restaurants from one course to the next.

Please carefully read following Entrant Terms and Conditions relate to the Event. 

  1. The Organisers act as agents for the participating restaurants, accepting all Entrant bookings and payments on their behalf. Once inside each restaurant, responsibilities between Entrants and the restaurant are the same as between the restaurant and any customer.
  1. Tickets for the Event may only be booked and paid for through the Event website at www.MarlowTastes.menu. Payment can be made by debit or credit card immediately following booking. Tickets will not be valid unless fully paid and are not transferrable without the permission of the Organisers.
  1. The Event is not suitable for young children, and therefore the minimum age of an Entrant is 18 years.
  1. During booking We will have been provided with personal information, including names, phone number, email address for Entrants which We confirm will be kept secure. This personal information will be used for the purpose of organising and managing the Event, including where necessary sharing with participating restaurants and providing follow up information immediately after the Event. It will be destroyed two years after the Event.
  1. If the marketing box was ticked during the booking process, it allows Us to also keep and use the personal information provided about Entrants only to promote future events organised by Us. We will not use personal information for any other purpose including giving or selling it to any third party for marketing.  You may opt out of this agreement, or your agreement may be withdrawn at any time by advising Us in writing at info@marlowtastes.menu.
  1. We do not charge a booking fee or card payment fee, so would welcome a donation in lieu. Any donation box on our website can be accessed to make a charitable donation. All UK tax payers can help us claim an extra 25% from the UK tax authorities by providing the requested information. Higher rate taxpayers can reclaim further Gift Aid for themselves.
  1. Lead Entrants are responsible for passing on Event information to all Entrants booked by them, and for ensuring that the Entrant information provided is correct. We will not be responsible for the consequences of any incorrect information or failed communication.
  1. We will close the Event for further bookings on Monday 25th March 2024 (the Final Booking Date) to enable completion of Event arrangements with participating restaurants. We reserve the right to close the Event for further bookings prior to this date if necessary.
  1. If We cancel the Event, We will notify You and your Group as soon as practically possible. In such a case we will endeavour to refund all payments in full within 7 days.
  1. After booking, but before the Final Booking Date if any Entrant is unable to attend the Event, please let Us know as soon as possible. We may agree to transfer your ticket(s) if you offer a replacement customer. If We are able to resell your ticket(s) We will refund 90% of the ticket cost. Unfortunately, no refunds are possible after the Final Booking Date.
  1. The Event takes place in designated areas, outdoors in the streets of Marlow, and inside participating restaurants. We are not responsible for the safety of any Entrant or others beyond those responsibilities imposed by law. Our website contains general advice for all participants relating to possible safety risks. By making the booking all Entrants agree that the risks involved are understood and accepted. 
  1. On arrival at each restaurant, it is each Entrant’s responsibility to ensure that the menu choices that have been booked are suitable (including for any relevant allergic conditions).
  1. A strict timetable detailing the start and finish times of each course at respective restaurants will be published prior to the Event. The timetable will include 15 minutes between courses to walk from and to successive restaurants. It is the responsibility of each Entrant to ensure arrival at the allocated restaurant before the published start time of their next course. We are not responsible for the consequences of any failure to do so.
  1. Drinks may be purchased at each participating restaurant but must be consumed only on their premises. No drinks can be taken into participating restaurants.
  1. Event helpers will give instructions and guidance to Entrants to ensure the smooth running of the Event. All Entrants agree to listen to and act upon this information and any advice given.
  1. Because of the nature of the event, We may communicate information via mobile phone number(s) and/or email address(es) provided at or after booking. Entrants are responsible to access these communications in a timely manner, including keeping phone(s) active and charged during the Event. Entrants must notify us immediately if any phone number or email address change after booking.
  1. We accept no liability for any injury, or loss or damage to property as a result of an Entrant attending the Event.
  1. The Event could attract media coverage which may result in Entrants being photographed. We cannot accept liability for any subsequent publication.
  1. We will donate surplus proceeds from the Event (including all donations made Entrants) to local and other charities. Charity choices are made entirely at the discretion of the Organisers.

PRIVACY POLICY

We (the Rotary Club of Marlow Thames) are the organisers of Marlow Tastes© (the Event). We collect and process the following personal information from the Event website booking system:

  • Name, address, email address and phone number of the person making the Event booking (the Lead Entrant);
  • Names, email address and phone number of all entrants in the Lead Entrant’s Group– as provided by the Lead Entrant (Entrants);
  • Any information relating to mobility restrictions of any entrant – as provided by the Lead Entrant.

How we obtain the personal information and why we have it

The personal information we process is provided to us directly by Lead Entrants. We need this information to:

  • Ensure that all Entrants are kept informed of developments leading up to the Event;
  • Seek menu choices for the Event from all Entrants;
  • Advise all Entrants how successful the Event was;
  • Give all Entrants advance notice of future events organised by us.

We also occasionally receive personal information indirectly, or from direct contact with local businesses, clubs, charities and similar regarding people or organisations who might be interested in participating in the Event, or who might be potential beneficiaries of the funds raised.

We will not share personal information with any other organisation for any purpose whatsoever.

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are: 

  1. We have a legitimate interest for reasons of processing and distributing information directly relating to the Event.
  2. Your consent. You are able to remove your consent at any time. You can do this by contacting info@marlowtastes.menu.

How we store your personal information 

The personal information of all Entrants provided to us is securely stored on a password protected database administered by a responsible member of the organising team. This information is held for two years after entry – and is used for the sole purpose of advising past Entrants about future Marlow Tastes events. 

At the end of the two-year period the contact details are deleted.

Your data protection rights

Under data protection law, as an Entrant, you have rights including:

Your right of access – You have the right to ask us for copies of your personal information. 

Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 

Your right to erasure – You have the right to ask us to erase your personal information – noting that this may cause issues in your successful participation in the event 

Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at info@marlowtastes.menu if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at info@marlowtastes.menu

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:            

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113ICO website: https://www.ico.org.uk