Terms and Conditions and Privacy Policy

Event Description

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 22nd April 2025. 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, to promote participating Marlow restaurants, and to provide an enjoyable gastronomic experience for our guests who will visit a different restaurant for each of their three courses.

Bookings are made through the Event website www.marlowtastes.menu 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. All 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.

Terms and Conditions

Please carefully read the following Entrant Terms and Conditions: 

  1. The Organisers manage the Event which includes receiving each Entrant’s booking information and booking payment. Once inside each restaurant, responsibilities between Entrants and the restaurant are the same as between the restaurant and any customer.
  2. Tickets for the Event may only be booked and paid for through the Event website. 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.
  3. The Event is not suitable for young children, and therefore the minimum age of an Entrant is 18 years.
  4. During booking We will have been provided with Entrant’s personal information including names, phone number, and email address, 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 as well as providing follow up information immediately after the Event. Personal information will be destroyed two years after the Event.
  5. 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 Entrant’s personal information for any other purpose including giving or selling it to any third party for marketing.  Entrant’s may opt out of this marketing agreement at any time by advising us in writing at info@marlowtastes.menu.
  6. 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 relief for themselves.
  7. 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.
  8. We will close the Event for further bookings on or before Friday 7th March 2025 (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.
  9. If We have to cancel the Event, We will notify Entrants as soon as practically possible. In such a case we will endeavour to refund booking payments in full within 7 days unless the Entrant advises their wish to donate some or all of their booking payment to Rotary charitable causes.
  10. If after booking, but before the Final Booking Date any Entrant is unable to attend the Event, please email Us at info@marlowtastes.menu as soon as possible. We may agree to transfer the booking if a replacement customer is offered. If We are able to resell the booking, We will refund 90% of the ticket cost. Unfortunately, no refunds are possible after the Final Booking Date.
  11. 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. 
  12. 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).
  13. 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.
  14. Drinks may be purchased at each participating restaurant but must be consumed only on their premises. No drinks can be taken into participating restaurants.
  15. 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 advice given.
  16. 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 has changed after booking.
  17. We accept no liability for any injury, or loss or damage to property as a result of an Entrant attending the Event.
  18. The Event could attract media coverage which may result in Entrants being photographed. We cannot accept liability for any subsequent publication.
  19. We will donate surplus proceeds from the Event (including all donations made by Entrants) to local and other charities. Charity choices are made entirely at the discretion of the Organisers.
  20. During the Event, Entrants will be given a voucher which will enable an Entrant and an accompanying guest to receive a 10% discount on a meal at one or more of the participating restaurants on a future date. Use of the voucher will be subject to the following terms:
    1. Maximum group size of two and minimum bill value of £50;
    2. The discount will be calculated on the total price of the bill;
    3. A voucher can only be used once in each participating restaurant. Voucher usage will be validated on payment of the bill;
    4. The voucher will be valid during any opening time Monday to Thursday only and will expire on 30 November 2025.

Privacy Policy

We (the Rotary Club of Marlow Thames) are the organisers of Marlow Tastes (the Event). We collect and process some or all of the following personal information:

  1. From the Event website booking system (provided by the Lead Entrant):
  • Name, address, email address and phone number of the person making the Event booking (the Lead Entrant);
  • Names, email addresses and phone numbers of all entrants in the Lead Entrant’s Booking Group (Entrants);
  • Any information relating to mobility restrictions of an Entrant;
  • Tax required information (if Gift Aid is being collected on any donation made by an Entrant).
  1. Directly by phone or email from the Lead Entrant and / or the Entrant:
  • Menu choices;
  • Dietary restrictions;

We need personal information to:

  • Ensure that all Entrants are given relevant information prior to the Event;
  • Seek menu choices 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 upon which We rely for processing this information are: 

  1. We have a legitimate interest for reasons of processing and distributing information directly relating to the Event.
  2. An Entrant’s consent. An Entrant is able to withdraw their consent at any time and can do this by contacting info@marlowtastes.menu.

How we store an entrant’s 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 Our 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.

An entrant’s data protection rights

Under data protection law, an Entrant has the following rights:

Right of access –the right to ask Us for copies of their personal information. 

Right to rectification – the right to ask Us to rectify personal information they believe is inaccurate. They also have the right to ask Us to complete information they think is incomplete. 

Right to erasure –the right to ask Us to erase their personal information – noting that this may cause issues with their participation in the Event.

Right to data portability – the right to ask that We transfer their personal information to another organisation, or in certain circumstances, to themselves.Entrants are not required to pay any charge for exercising their rights. We have one month to respond to any request. All requests should be made to us at info@marlowtastes.menu.

How to complain

If an Entrant has a concern about our use of their personal information, they can make a complaint to Us at info@marlowtastes.menu

An Entrant can also complain to the Information Commissioner’s Office if they are unhappy with how We have used their data. Their address is:            

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

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