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Terms & Conditions

These Terms and Conditions ("Terms") govern the booking of selfie photobooth and the provision other services by The Memory Vault ("we", "us", "our") to the customer ("you", "your"). By paying your deposit, you agree to be bound by these Terms.
1. Booking and Deposit
1.1 A non-refundable deposit of £100 is required to secure your event date, subject to the cooling-off period in Clause 2.
1.2 Your booking is only confirmed once the deposit has been received and we have issued written confirmation.
2. Cooling-Off Period
2.1 You have a 14-day cooling-off period starting from the date your deposit is paid.
2.2 If you cancel within this cooling-off period, your deposit will be refunded in full, provided the event is not scheduled to take place within that same 14-day window (in which case the cancellation terms at Clause 4 will apply instead).
2.3 To cancel within the cooling-off period, please notify us in writing (email is acceptable).
3. Balance Payment
3.1 The remaining balance of the total booking fee must be paid in full no later than 48 hours before the event start time.
3.2 If payment is not received by this deadline, we reserve the right to treat the booking as cancelled by you, and the cancellation terms at Clause 4 will apply.
4. Cancellation Policy (Outside the Cooling-Off Period)
Where a cancellation occurs outside the 14-day cooling-off period described in Clause 2, the following refund scale applies based on how far in advance of the event we receive written notice of cancellation:
Notice given before the event
- 45 days or more - 100% refund*
- 30–44 days - 50% refund
- 14–29 days - 25% refund
- Less than 14 days - No refund* Provided we have not already incurred any costs on your behalf (e.g. props, staffing, travel bookings). Any such costs already incurred will be deducted from the refund.
4.1 All cancellations must be made in writing.
4.2 Refunds will be processed within 14 days of the cancellation being confirmed, using the original payment method where possible.
5. Our Cancellation Rights
5.1 In the unlikely event that we need to cancel your booking (e.g. equipment failure, illness, or circumstances beyond our control), we will notify you as soon as possible and provide a full refund of all monies paid, or offer an alternative date where available.
6. Event Day
6.1 You are responsible for ensuring a suitable space, power supply, and access is available for the photobooth at the venue.
6.2 We will arrive in good time to set up before the agreed start time. Any delays caused by venue access restrictions, lack of power, or other factors outside our control may reduce operating time without entitlement to a refund.
6.3 Any damage to our equipment caused by guests at your event may be charged to you separately.
7. Liability
7.1 We hold appropriate public liability insurance and will take all reasonable care in providing our services.
7.2 We are not liable for any indirect or consequential loss, or for circumstances beyond our reasonable control (including but not limited to extreme weather, venue closure, or power failure).
8. Data and Images
8.1 Photos and videos captured during your event may be used for promotional purposes (e.g. social media, website) unless you notify us in writing that you do not consent to this.
8.2 We handle personal data in accordance with UK data protection law.
9. Contact
For any questions regarding these Terms, please contact us at [email protected].

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The Memory Vault | Registered Company Number: 17005426These Terms are effective as of 15 September 2026 and may be updated from time to time. The version in force at the time of your booking will apply.

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Privacy Policy

The Memory Vault ("we", "us", "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal data when you visit our website, make a booking, or use our selfie photobooth services, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.1. Who We AreThe Memory Vault is a UK-based selfie photobooth hire company. We are the data controller responsible for your personal data.Contact details:
Email: [email protected]
Company registration number: 170054262. What Information We CollectWe may collect and process the following types of personal data:Contact details such as your: name, email address, phone number, postal addressBooking and event information such as:
event date, venue, package selected, guest numbersPayment information such as: billing details processed via our payment provider (at present, we only accept payment via bank transfer) we do not store full card details ourselves.We also collect:
photos, videos, and images captured during your event via our photoboothCommunications such as:
emails, messages, or enquiry form submissions you send us.Website usage data such as your:
IP address, browser type, and pages visited, collected via cookies or analytics tools.3. How We Use Your InformationWe use your personal data to:Process and manage your booking, including taking deposits and balance payments;
Communicate with you about your event, including confirmations, reminders, and updates;
Deliver photobooth services at your event, including operating the booth and providing images/prints
Send you your event photos and digital galleries;
Handle cancellations, refunds, and complaints;
Improve our services and respond to enquiries;
Comply with legal and accounting obligations; and
With your consent, use event images for promotional purposes4. Photos and Promotional UsePhotos and videos captured at your event may be used for promotional purposes, such as our website, social media, or marketing materials, unless you tell us otherwise.If you or your guests do not wish for images to be used in this way, please notify us in writing before your event, and we will exclude your event's images from promotional use.5. Legal Basis for ProcessingWe process your personal data on the following legal bases:Contract - to fulfil our booking agreement with you;
Consent - for promotional use of images and, where applicable, marketing communications;
Legitimate interests - to operate and improve our business, including responding to enquiries; and
Legal obligation - to meet accounting, tax, and regulatory requirements.6. Sharing Your InformationWe do not sell your personal data. We may share your information with:Payment processors to handle deposit and balance payments securely;
Service providers who support our business operations (e.g. email or booking software providers)
Professional advisors such as accountants, where necessary;
Authorities, where required by law.All third parties are required to handle your data securely and in line with data protection law.7. Cookies and Website AnalyticsOur website may use cookies or similar technologies to improve your browsing experience and understand how visitors use our site. You can control or disable cookies through your browser settings. Disabling cookies may affect how parts of our website function.8. Data RetentionWe retain personal data only for as long as necessary to fulfil the purposes described in this policy, including:Booking and event data — typically retained for 2 years for accounting and legal purposes;
Photos and videos — retained for 6 months unless you request earlier deletion or unless we use your images for marketing purposes; and
Marketing consent — until you withdraw consent.9. Your RightsUnder UK GDPR, you have the right to:Access the personal data we hold about you;
Request correction of inaccurate data;
Request deletion of your data ("right to be forgotten"), where applicable;
Object to or restrict certain processing;
Withdraw consent at any time (e.g. for promotional image use or marketing);
Request a copy of your data in a portable format; and
Lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.To exercise any of these rights, please contact us at [email protected].10. Data SecurityWe take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or misuse.11. Changes to This PolicyWe may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date.12. Contact UsIf you have any questions about this Privacy Policy or how we handle your data, please contact us at:
Email: [email protected]

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