Legal and Privacy
Welcome to our website.
The term ‘Joanna Carter Wedding Flowers’ or ‘us’ or ‘we’ or 'JCF' refers to the owner of the website: Joanna Carter Flowers Limited.
Our company registration number is Company number 09370177 Registered office address Unit 10 Silver End Business Park, Brettell Lane, Brierley Hill, DY5 3LG . The term ‘you’ refers to the user or viewer of our website or client if you engage our services.
- The content of the pages of this website is for your general information and use only. It is subject to change without notice.
- Your use of any information or materials on this website is entirely at your own risk, for which we shall not be liable. It shall be your own responsibility to ensure that any products, services or information available through this website meet your specific requirements.
- This website contains material which is owned by or licensed to us. This material includes, but is not limited to, the design, layout, look, appearance and graphics. Reproduction is prohibited other than in accordance with the copyright notice, which forms part of these terms and conditions.
- All trademarks reproduced in this website, which are not the property of, or licensed to the operator, are acknowledged on the website.
- Unauthorised use of this website may give rise to a claim for damages and/or be a criminal offence.
- From time to time, this website may also include links to other websites. These links are provided for your convenience to provide further information. They do not signify that we endorse the website(s). We have no responsibility for the content of the linked website(s).
- Your use of this website and any dispute arising out of such use of the website is subject to the laws of England and Wales.
Terms: Commercial Conditions of Service:
By paying a booking confirmation fee or the invoice for your flowers the 'client' accepts and agrees to the terms and commercial planning conditions set out below in relation to trading with Joanna Carter Flowers Limited.
Set out below are general terms and commercial conditions for the provision of wedding and event flowers by Joanna Carter Flowers Limited (JCF). Further details are supplied with a client’s written estimate.
Enquiries: JCF accepts client enquiries by phone or email. Acknowledged enquiries are responded to by email and will state JCF availability on the event date enquired for. Neither party is bound to the other for the date enquired, even if availability by JCF is confirmed.
Consultation: JCF offer a maximum two-hour face to face consultation, free of charge, non-binding on either party, to explore the floral vision of the client. Additional consultation meetings can be agreed, but will attract an additional charge, cost available upon request.
Consultation Meetings: Initial meetings will take place at the venue or at JCF business address subject to agreement between the parties upon a relevant date, venue and time. If agreed to take place at the clients chosen venue, it will be the client’s responsibility to contact the venue and agree a suitable time and date where access to the venue is confirmed. The client is required to confirm consultation meeting times and dates by email to JCF. JCF reserve the right to decline a consultation with a client without a confirmed venue booking. JCF reserves the right to contact the venue independently to confirm the clients booking has been accepted by the venue. If a client has not confirmed their booking with JCF a month before their event or wedding and the client has not been available or has not sought a consultation previously, then JCF reserves the right not to provide a consultatation meeting if diary pressure or other commitments have already been accepted. We strongly advise bridal clients to seek and book a consultation at least six months ahead of their wedding date to allow the consultation process to assist in defining the clients floral vision as multiple conversations and refinements normally flow from such a meeting before a final order is agreed with the client.
Estimate: A detailed estimate is emailed to the client within three weeks of the date of the consultation meeting, including a list of the floral decorations discussed, detailed by venue, by item, by quantity, including a list of flowers to be used and a price per finished item. In addition, a delivery fee and set up installation and tear down fee will be itemised. The estimate is valid for 30 days from the date it is emailed to the client and all prices shown exclude any domestic taxes. If the first estimate is more than 6 months in advance of the date of the event and the flower wholesale market experiences an increase in prices more than 10% of the prior year when the order is placed JCF reserves the right to increase the estimate proportionally on all floral items ordered from cost of goods through to retail pricing. Confirmation of price increase of 10% or more will be verified by an independent flower wholesaler and supplied to the client upon request.
Proforma Invoice: A proforma invoice can be provided upon request summarising all costs including applicable domestic taxes based upon a JCF estimate at any time.
VAT: All item prices stated in any estimate do not include VAT. However JCF is a VAT registered business and VAT will be applied to any invoice at the prevailing rate.
No response to an estimate within 30 days: If JCF has not had a response from the client within 30 days of sending the estimate, JCF reserves the right to accept other bookings for the same date that may preclude JCF from accepting the clients booking later if the client seeks to book after 30 days of the date of the estimate.
First refusal: In the event JCF receives an enquiry for the same date, but JCF has received written email communication from the client about the relevant order post the clients estimate being sent and within 30 days of the estimate date and where the client continues to express a desire to secure JCF’s services, but wishes to make amendments to the relevant order prior to booking, JCF will contact the client and ask them to confirm or decline JCF as their preferred supplier by making a booking confirmation payment. Note: a confirmed booking does not preclude the client from making changes to an order post payment of the booking confirmation fee.
Venue: JCF will make best efforts to communicate with the venue’s event staff prior to the event to ensure all constraints are understood. However, JCF relies upon the client who has contracted the venue to ensure the order for installation is ultimately agreed to by the venue. The client as a function of booking JCF recognises and accepts JCF has no contractual control over the venue and can only work with the venue to achieve the clients request. In the event the venue determines a policy to restrict JCF in either what it can do and when it can do it, JCF will observe the venues instructions. If the venue has a change of key staff or management and changes the installation parameters the client must inform JCF and confirm and agree a revised installation plan agreeable to the client and the venue.
Booking Confirmation Fee: A confirmed booking between JCF and the client only applies when payment is made in full to JCF of a non-refundable booking confirmation fee. Subject to emailed agreement to the estimate by the client, JCF will issue an electronic blank booking form to be completed by the client and a request for a booking fee payment of 20% of the value of the total estimate. Payments are to be made by internet bank transfer. Credit cards are not accepted. A booking is confirmed when JCF issues an electronic receipt to the client acknowledging the booking via receipt of funds for the full booking fee amount.
Cancellation: Clients are required to confirm in writing cancellation of their booking. Booking fee payments are non-refundable in the event of cancellation.
Balancing Invoice Payment: The client will be sent a full invoice detailing the agreed floral order including local taxes and less any booking confirmation payments made, within 30 days prior to the event. Clients are required to make a bank transfer for the full outstanding amount upon receipt and to reach JCF no less than 14 days prior to the event. Staffing schedules and wholesale orders for flowers will not be placed or confirmed prior to payment being received in full. If funds have not been received within 7 working days before the event JCF reserves the right to cancel the order in full and will notify the client accordingly, including forfeit of the booking confirmation payment.
Amendments to Orders: JCF will respond promptly to requested revisions, (normally within 7 days, but within 25 days maximum of an emailed request) and supply revised estimates for its services as frequently as the client seeks to amend the order pre or post booking. JCF recognises that clients order can fluctuate and will work positively to revise the clients order up to two weeks before the event date to ensure it reflects the client’s requirements.
Finalising an Order: Within two weeks of the event date JCF will work with best intent to accommodate further client changes, but reserves the right to charge the client the full amount of relevant items as previously ordered if the order is reduced but where JCF has placed orders with suppliers or produced goods and services already.
Individual flower substitutions: Prices include a detailed list of flowers in the composition of each item shown in the estimate. JCF will make best efforts to source the ordered items in full. JCF reserves the right to make any flower substitution necessary to achieve the colour palette envisioned by the client if the specific flower or foliage item is not available from two independent flower wholesalers at the time of order prior to the wedding date. In exceptional circumstances if the flower or colour palate cannot be sourced, JCF will seek to contact the client and agree an item or flower substitution but reserves the final right to make its best efforts in deciding the final flower mix based upon JCF's interpretation of the clients floral brief.
Resource: JCF reserves the right to manage multiple clients at multiple venues on the same date. JCF will allocate a team of florists to a client’s event for installation of the clients order at the venue. JCF commits to properly staff and resource each installation ordered by the client and to achieve installation on time and in full providing it is not unreasonably restricted or prevented from carrying out the clients ordered installation by the venue.
Installation and Health and Safety: JCF will supply all appropriate containers for the agreed floral order. The containers supplied may include glass, wood, metal, stone, clay or fibreglass or other such materials as supplied from time to time. JCF commits to install all floral displays in a safe and stable manner consistent with the client’s consultation discussion of locations to be decorated. JCF will however be bound by the venue’s health and safety rules and will also be bound by the house rules concerning fixtures and fittings. Where large bespoke items require installation, JCF reserves the right to impose an additional charge to carry out up to two technical visits to confirm health and safety compliance and installation compliance at the venue. This may include the provision of JCF technical drawings including weights and measurements supplied to the venue to agree a safe installation process.
JCF force majeure: Any failure on the part of JCF to deliver because of force majeure will be notified to the client and the venue immediately by phone call if humanly possible. If JCF is unable to reach the venue due to forces limited to and impacting JCF only and not the client or the venue, then JCF will compensate the client in part or in full within 180 days of the event date. JCF will detail to the client a list of items within 60 days of the event that were not delivered or installed to determine compensation.
Client / Venue force majeure: If force majeure prevents the event taking place impacting the client/venue then the client will be required to claim through the client’s insurance to recover any costs and will not be entitled to claim compensation from JCF.
Arbitration: If in the event of a dispute neither party after 180 days of the event can agree upon a suitable resolution to any dispute between the client and JCF or an amount of compensation owing, the client will at its sole cost be required to appoint an independent recognised arbitration service to mediate between the parties. Any arbitration will be heard in Oxford city in the UK. The parties will be required to cover their own travel and subsistence costs for any arbitration meetings. The decision reached by the arbitration process will be binding and final upon both parties. Arbitration will be limited financially to compensation of the order value of the floral displays in question.
Jurisdiction: The jurisdiction for the provision of floral services and any arbitration will be governed by the laws of England and Wales.
Damage, misuse, breakages, removal or theft: Once installation of ordered items is complete JCF staff will photograph all items in-situ. At this point the venue and the client will assume responsibility and liability for protecting and maintaining the displays in-situ and the safety of all guests and suppliers near the floral displays. Any damage, misuse, breakages, client removal of rented containers or infrastructure and / or theft that occurs post this point will be the legal responsibility of the client and JCF will invoice the client for the retail price replacement per damaged or lost hired item plus a 42% administrative fee.
Movement of floral containers and displays: The client accepts that the venue and invited guests for health and safety reasons should not be requested to move JCF items that are large, heavy or delicate and that these items should only be moved by JCF personnel. JCF can be contracted by the client to return to the venue to carry out a pre-agreed move. JCF charges a fee to return during the day before 5pm and an increased fee to return post 5pm. Prices based upon the number of personnel required, the time of day and the duration of stay will be shown in a clients estimate if the client chooses this service.
Legal liability: Any breakages, damage or misuse wittingly or unwittingly of a JCF supplied item, caused by any individual not contracted by JCF, that results in harm to that individual or another individual will be the legal liability and responsibility of the client as the event organiser and the legal entity supplying the invitation to the invited guest or in the case of suppliers the contract to the contracted supplier, including the venue employees and their contractors. The client accepts JCF has no legal liability for the safety of individuals when not at the venue. It is the client’s responsibility to ensure the venue and any other contracted suppliers hired by the client have adequate legal liability insurance in place. JCF requires the venue to have legal liability management insurance in place conforming to the laws of England and Wales. All JCF contracted personnel will be covered by JCF legal liability insurance whilst on site at the venue.
Conditions of hire: All non-floral items supplied as part of the floral displays are hired for a 24hr period from the time of finished installation. Any extension to this not agreed between the client and JCF in advance will incur an addition daily hire fee to the client, and if not returned within a week the hire charge plus a replacement charge to source a replacement will raised by invoice against the client. JCF will agree with the venue an appropriate time to return to carry out the tear down. JCF will be bound by the venue’s time decision and it will be the responsibility of the client to negotiate with the venue if the venues decision is deemed inappropriate. All flowers at the venue will be the material possession of the client as the purchaser of the goods. JCF will clear away any unwanted floral displays at the client’s direction. In the absence of the client at the venue during tear down or failure to indicate to JCF what the client wishes to be disposed of, all floral content on site at the venue will be cleared and disposed of.
General Data Protection Regulation (GPDR)
An overview of how we collect and use your information
The EU's General Data Protection Regulation (GDPR) is a law that creates a comprehensive list of regulations that govern the processing of EU residents' personal data. It updates Data Protection Regulations 1998. It is law effective from May 25, 2018.
This is an overview of types of information we collect that is either personal data or personally identifiable information that we:
collect about you;
how we collect and use it;
who we might share it with ;
the steps we’ll take to make sure it stays private and secure ;
your rights to your information.
What is personal data or personally identifiable information? Any information relating to an identified or identifiable natural person. The identifiers are classified into two types: direct (e.g., name, email, phone number, etc.) and indirect (e.g., date of birth, gender, etc.).
We’ll only collect your information in line with relevant regulations and law and the information you supply to us to fullfill your order. We will use the information to efficiently deliver our products or services and this may relate to any of our products or services you order, currently order or have ordered in the past.
We collect information about you from different places including:
directly from you
from a third party acting on your behalf e.g. a relative or wedding planner
from your venue
from publicly available sources
when we generate it ourselves
from other organisations
Retention and recipients of your data. The company holds your data in compliance with its requirement to hold financial records. We share your data (name, address, email and phone number) with our sub contractors for the purposes of delivery of your products and or services, based upon you contracting us to produce and deliver to you. If you enquire we capture your enquiry details even if you do not ultimately contract our services.
Storage and transfers outside the UK or EU: The details of transfers of personal data to any third countries or international organisations only occurs as part of the company’s digital storage and backup procedures which involve cloud storage. The data is processed in bulk and is regularly backed up. The data is not made available to any third party for the purposes of independent processing and remains secure unless the company is legally compelled to do so.
Your rights: You’re responsible for making sure you give us accurate and up to date information. If you provide information for another person, you’ll need to tell them how to find the Privacy Notice and make sure they agree to us using their information for the purposes set out in it.
How long we’ll keep your information: We’ll keep your information for as long as you have a relationship with us. After it ends we’ll keep it where we may need it for our legitimate purposes e.g. to help us respond to queries or complaints, or for other reasons e.g. fighting fraud and financial crime, and responding to requests from regulators.
Your rights. You have a number of rights relating to your information e.g. to see what we hold, to ask us to share it with another party, ask us to update incorrect or incomplete details, to object to or restrict processing of it, to make a complaint etc.
For more details about anything covered in this overview, please give us a call on 01865 858 638
JOANNA CARTER WEDDING FLOWERS | OXFORDSHIRE | BUCKINGHAMSHIRE | BERKSHIRE | LONDON