Terms & Conditions

Our relationship with you

Elegant Affairs Ltd. provides event planning, design and coordination. An enquiry does not reserve a date or create a booking. Before you commit, we provide the service scope, price, payment timetable, supplier arrangements and cancellation terms in writing, together with our registered company particulars and business address. A booking is confirmed only when the agreed acceptance and payment requirements have been met. Nothing on this website creates an automatic booking.

Fees, reservations & changes

Our proposal distinguishes our planning fees from venue, supplier, travel and other third-party charges. Additional work, changes to the brief and any revised fees require your approval before we commit you to them. Supplier availability is confirmed at the time of reservation. A change of date or destination is subject to availability and a written agreement on any resulting costs; it is not automatically a cancellation or a free transfer.

Your 14-day withdrawal period

For consumers entering a planning service agreement online, by email or away from our business premises, we provide a 14-calendar-day withdrawal period, beginning the day after the agreement is concluded. You may withdraw without giving a reason by sending a clear statement to info-enquiries@theelegantaffairs.com before the period expires. The optional notice below may be used, but is not compulsory. Business-to-business bookings do not carry this consumer withdrawal right.

We begin work during that period only at your express request. If you then withdraw, you may be charged a proportionate amount for services actually supplied up to your notice, where the law permits and you were given the required information. You lose the withdrawal right after full performance only where you expressly requested early performance and acknowledged beforehand that the right would end once the service was fully completed. Starting work alone does not remove the right.

Where withdrawal applies, we reimburse payments due within 14 days of receiving your notice, using the original payment method unless you agree otherwise, without a refund fee. Separately booked fixed-date accommodation, catering, leisure or travel services may have different statutory cancellation rules. Any applicable exception must be explained before that supplier booking; it does not automatically remove the withdrawal period for our planning services.

A simple withdrawal notice

To: Elegant Affairs Ltd., info-enquiries@theelegantaffairs.com. I give notice that I withdraw from my agreement for the following planning services: [description]. Agreement concluded on: [date]. Client name: [name]. Client address: [address]. Booking reference, if available: [reference]. Date of notice: [date]. Signature only if sent on paper. Send this notice only if you wish to withdraw.

If you choose to cancel

Please notify us in writing as soon as possible. Outside an applicable withdrawal period, we do not offer an automatic refund simply because your plans change. Fees for services already provided and fair cancellation charges may remain payable. We may retain or recover only amounts permitted by law and the agreed contract, reflecting work delivered and reasonable losses directly arising from cancellation, after savings and reasonable steps to reduce those losses. We do not automatically retain every payment. Any excess must be returned. We will explain the calculation on request. Separately contracted suppliers apply their own lawful terms.

If we must cancel

We will tell you promptly and discuss any suitable alternative, which you are free to decline. We will refund the sums due for services we cannot provide, with a full refund where required by law. A partial refund may be appropriate where identifiable services have already been properly delivered and retaining the relevant fee is lawful. We consider the circumstances individually, but a refund you are legally entitled to is never discretionary. Your rights in relation to a breach of contract remain unaffected.

Thoughtful planning needs timely replies

Please provide accurate information, approvals and payments by the deadlines agreed in writing, and nominate a contact authorised to make decisions. We will make reasonable efforts to flag missing information and explain the likely effect of delays. We are not responsible for additional costs or missed opportunities to the extent directly caused by your late or inaccurate instructions, where these are outside our reasonable control. We will not treat silence as approval for additional spending. Changes to timing, scope or fees will be discussed with you.

Venues, suppliers & circumstances beyond our control

Your proposal will explain whether you contract directly with a supplier or whether we provide that service as part of our own agreement. Independent suppliers remain responsible for their own performance under their contracts. We exercise reasonable care in our own selection, recommendations and coordination; we do not exclude responsibility for our own failures or for suppliers for whom the law makes us responsible.

Severe weather, transport disruption, restrictions and other events outside reasonable control may affect an occasion. We will communicate promptly and take reasonable steps to limit disruption and explore alternatives. Such circumstances do not automatically entitle us to keep all payments: cancellation and refunds depend on the agreement and applicable law. Any regulated travel package requires its own applicable protections and terms.

Care, responsibility & complaints

We provide our services with reasonable care and skill. Nothing here excludes liability for fraud, death or personal injury caused by negligence, or any liability or consumer remedy that cannot lawfully be limited. Concerns should be sent to info-enquiries@theelegantaffairs.com with your booking reference and the outcome you seek. We will acknowledge them and respond within a reasonable time. These website terms do not retrospectively alter an existing booking; material changes to your agreement require agreement. Mandatory protections available to consumers in their country of residence are not displaced by a choice of law.

Privacy: who looks after your information

Elegant Affairs Ltd. is responsible for personal information used to manage your enquiry and our planning relationship. For privacy questions or requests, contact info-enquiries@theelegantaffairs.com. Registered business and postal contact particulars are supplied with proposals and booking agreements. This notice describes the website and enquiry process currently in use; additional information will be provided if a particular service involves different processing.

What we collect & why

We receive the name, email address, country of residence, occasion, preferred date, event country, city, venue and message that you choose to send, together with subsequent correspondence and booking or billing details where relevant. Our hosting providers also process technical connection information, such as IP address and browser or security logs, to deliver and protect the website.

We use enquiry and booking information to take steps at your request before a contract and to perform our agreement. We use relevant records to meet legal accounting obligations, and rely on legitimate interests for proportionate business administration, security and handling or defending complaints, balanced against your rights. We do not add you to marketing lists merely because you enquire. Where marketing or another use requires consent, we ask separately and you can withdraw that consent.

Please do not include passport details, payment-card details, medical information, religious information or children's personal information in the enquiry form. If accessibility, dietary or ceremonial arrangements require sensitive information later, we will explain the purpose, lawful basis and restricted sharing before requesting it, and obtain explicit consent where required. Clients providing guest information must have authority to do so and make the relevant privacy information available to those guests.

Your enquiry & our service providers

The enquiry form prepares a message in your own email application. It does not send automatically or save submissions in a website enquiry database; you must send the prepared email yourself. Once sent, the message is processed by your email provider and our business email service, currently Porkbun. Our website is delivered through OpenAI Sites and its Cloudflare hosting infrastructure. Access is limited to people and providers who need information for their role.

For a confirmed event, relevant details may be shared with the venues, planners and suppliers needed to deliver it, professional advisers, or authorities where legally required. We do not sell personal information. Service providers or event destinations may involve processing outside your country. Where a restricted international transfer is necessary, applicable adequacy arrangements, contractual safeguards or another lawful mechanism must be used; details relevant to your booking can be requested before information is shared.

Keeping information with discretion

We retain enquiry correspondence while considering your request and for a reasonable follow-up period, then delete it when no longer needed unless you proceed with a booking or a complaint or legal obligation requires retention. Booking, financial and dispute records are retained for the periods needed to fulfil the agreement, satisfy applicable tax and record-keeping duties, and establish or defend legal claims. The relevant country, record type and any active dispute determine that period. Access is restricted and reasonable security measures are used; no internet transmission can be guaranteed completely secure.

Your privacy choices

Depending on the applicable law, you may request access, correction, erasure, restriction or portability of your information, and object to processing based on legitimate interests. These rights are subject to legal conditions; for example, some financial records must be kept. Withdrawing consent does not affect earlier lawful processing. We do not use the enquiry form to make solely automated decisions with legal or similarly significant effects. You may complain to the UK Information Commissioner's Office at ico.org.uk, or your local data-protection authority, including CNPD in Portugal, CNIL in France or the competent German authority.

Cookies, fonts & website use

We have not added advertising cookies, analytics trackers or a marketing pixel to this website. Essential technical functions and hosting security may process connection data. The typefaces are served with the website rather than requested from Google Fonts. If optional tracking is introduced, this notice and any required consent controls will be updated before it is enabled. Links to external websites open services with their own privacy practices. Website text, branding and imagery remain subject to the rights of their respective owners; illustrative photographs are not presented as our completed client events.