National Youth Day of Prayer

1) Definitions

1.1 "Booking" means VCUKI's booking process, which is subject to acceptance of these Terms.

1.2 "Event" means the event or events which are the subject of the Fee and Booking.

1.3 “Event Specific Terms” means any specific terms issued at the time of booking for any particular event.

1.4 “Fee” means the total sum payable by You to VCUKI as specified in the Booking.

1.5 "Terms" means these booking terms and conditions.

1.6 "Ticket Holder" means any individual who receives tickets as part of the Booking.

1.7 “Ticket Price” means the face value of any ticket purchased excluding other charges such as booking fees and postage costs.

1.8 “VAT” means Value Added Tax.

1.9 "VCUKI" means Vineyard Churches UK & Ireland, a Charitable Company limited by guarantee registered in England and Wales under Company No.04839046. Charity Registration No. 1099748, whose registered address is at Unit 8, K3 Business Park, 200 Clough Road, Hull, HU5 1SW.

1.10 “We”, “Our” and “Us” means VCUKI.

1.11 “Written” and “writing” as those terms are used in this agreement shall include communication sent by email.

1.12 "You" and “Your” means the person, firm or company which makes a Booking.

2) Booking Payment and Terms

2.1 A legally binding contract shall be formed when the Booking is complete, and the Fee is paid in full in accordance with clause 7.2.

2.2 To complete a Booking You shall pay to VCUKI the full Fee. Payment shall be due immediately upon completion of the Booking.

2.3 Any typographical, clerical or other error or omission in any digital or physical publication, correspondence or other Booking documents or information issued by VCUKI shall be subject to correction without any liability whatsoever on the part of VCUKI.

2.4 VCUKI is committed to ensuring our Events are welcoming and accessible to all. If You or a Ticket Holder has specific accessibility requirements, requires reasonable adjustments, or needs to apply for a complimentary ticket for an essential personal assistant/carer, please contact VCUKI at events@vcuki.org.uk as soon as possible after Booking. While we will make every reasonable effort to accommodate requests in compliance with the Equality Act 2010, we ask that you notify us at least 30 days prior to the Event to ensure the venue can facilitate your needs.

3) Variation and Cancellation

3.1 If You wish to vary any details of the Booking after it is received by VCUKI, You shall notify VCUKI in writing as soon as possible. VCUKI shall endeavour to make any required changes, but any additional costs thereby incurred shall be invoiced to You (and paid in accordance with clause 2).

3.2 Tickets can be transferred from the original Ticket Holder to another individual on written request to VCUKI. Transfers can usually take place at any time up to the start of the Event, but it is recommended that any transfer request is made at least 14 days before the start of the Event. VCUKI cannot be held liable for any incomplete Ticket transfers.

3.3 Cancellation of a Booking may not be accepted by VCUKI unless and until it is confirmed in writing by You.

3.4 Unless otherwise stated in any Event Specific Terms, if You make a valid cancellation more than 14 days before the start of the Event You may be able to receive a refund of a proportion of the Ticket Price minus an administration charge of up to £20.00 (this administration charge will never be more than the original price paid for a ticket).

3.5 Unless otherwise stated in any Event Specific Terms, where VCUKI receives a valid cancellation within 14 days of the start of the Event You shall be liable for 100% of the Fee and will not receive a refund for any sum already paid.

3.6 VCUKI may (at its sole discretion) suspend the Event, change the date and/or venue for the Event for any reason and if You are able to attend the revised Event, these Terms shall continue to apply. If You promptly notify VCUKI in writing before the date of the Event that You do not wish to attend the re-arranged Event VCUKI shall reimburse the Ticket Price to You. VCUKI shall have no other liability to You.

3.7 If an Event is cancelled for any reason, including due to a pandemic, VCUKI shall reimburse the Ticket Price to You. VCUKI will not be liable for any secondary or consequential costs incurred by the attendee, including but not limited to pre-booked travel, accommodation, or subsistence costs.

3.8 VCUKI shall not be in breach of these Terms, nor liable for any delay in performing, or failure to perform, any of its obligations under this agreement if such delay or failure results from events, circumstances or causes beyond its reasonable control. This includes, but is not limited to, acts of God, extreme weather, pandemics, epidemics, government mandates, strikes, or acts of terrorism (a 'Force Majeure Event'). In the event of a Force Majeure Event, VCUKI will communicate the options available to Ticket Holders, which may include transferring the Booking to a rescheduled date or, where possible, issuing a refund.

4) Limitation

4.1 VCUKI shall not under any circumstances be liable to You in contract, tort (including negligence) or otherwise for loss of revenues or opportunities, goodwill, reputation or any type of special, indirect or consequential loss (even if such loss was reasonably foreseeable or VCUKI had been advised of the possibility of You incurring the same).

4.2 In the event of a breach of this contract by the VCUKI, VCUKI shall not be liable for any loss, damage, cost or expense arising out of the breach which was not reasonably foreseeable by VCUKI at the date of this contract, except in respect of death or personal injury resulting from any act or omission on the part of VCUKI.

4.3 Without prejudice to clauses 4.1 and 4.2, and to the fullest extent permitted by law, VCUKI’s total liability to You for any claim arising out of or in connection with the Event or these Terms, other than claims for death, personal injury, or direct physical damage to your personal property caused by the proven negligence of VCUKI or its employees, shall be limited to the total Fee paid by You for the Booking.

5) Attendance, Age and Venue Conduct

5.1 You shall at all times be subject to the terms, conditions and rules imposed by the organisers of the Event and/or the Event venue.

5.2 VCUKI reserves the right to refuse admission to, or eject from the Event, any person whose conduct is deemed by VCUKI staff, security, or venue management to be unacceptable. This includes, but is not limited to, behaviour that is disruptive, abusive, dangerous, illegal, or in breach of these Terms or the venue's health and safety regulations. In such circumstances, no refunds will be issued to the Ticket Holder, and VCUKI will have no further liability to them.

5.3 Unless specifically stated otherwise in the Event Specific Terms, all Ticket Holders under the age of 18 must be accompanied by a designated adult (aged 18 or over) who also holds a valid ticket for the Event. The accompanying adult is entirely responsible for the care, conduct, and safeguarding of the minor(s) at all times for the duration of the Event. VCUKI does not act in loco parentis and accepts no responsibility for the supervision of minors.

6) Ticket Ownership and Resale Restrictions

6.1 All tickets sold to Ticket Holders shall remain the property of VCUKI (or whoever is the original owner of the tickets) at all times.

6.2 The rights granted to You hereunder are personal to You and may not be transferred or assigned to any third party without the prior written consent of VCUKI.

6.3 You shall not sell the benefit of any Booking on the wholesale or trade market without prior written consent from VCUKI. Neither You nor a Ticket Holder may transfer the benefit of the Booking for use as a competition prize or other promotional use.

6.4 You are responsible for ensuring that all Ticket Holders are aware of and comply with these Terms.

7) Contract Formation and General Provisions

7.1 All Bookings are accepted subject to these Terms. These Terms shall, together with any Event Specific Terms and the Vineyard Churches UK & Ireland Privacy Policy, apply to all Bookings and take precedence over any other printed terms and conditions.

7.2 No binding contract shall be formed until VCUKI has received acceptance from You of the Booking (which incorporates these Terms and the Event Specific Terms) and confirmation of the Booking shall be subject to VCUKI receiving payment of the Fee in full in accordance with Clause 3. No tickets, itineraries, maps or other final details with respect to any Event or arrangements relating to any Booking will be forwarded to You until payment of the Fee has been received in full by VCUKI.

7.3 The Booking, these Terms, any Event Specific Terms and the VCUKI Privacy Policy contain the entire understanding between the parties with respect to their agreement concerning the Event. In entering into this contract, neither party has relied on (nor shall it have any remedy, in contract or tort, in respect of) any statement, representation, warranty or understanding which is not expressly set out in the Booking, these Terms or the VCUKI Privacy Policy provided that nothing herein shall operate to exclude or limit any liability for fraud.

7.4 If any provision, other than those relating to refunds under clause 3.4 and 3.5 of these Terms, detailed in any Event Specific Terms stands in contradiction to these Terms, these Terms will prevail.

7.5 No amendment or variation to these Terms shall be binding unless agreed in writing by both parties.

7.6 No waiver by VCUKI of any breach of these Terms by You shall be considered as a waiver of any subsequent breach of the same or any other provision.

7.7 If any provision of these Terms or the Event Specific Terms is held by any competent authority to be invalid or unenforceable, in whole or in part, the validity of the other provisions of these Terms and the remainder of the provision in question shall not be affected thereby.

8) Data Protection

8.1 VCUKI takes the security of Your personal data very seriously and will collect, hold, and process Your data and the data of any Ticket Holder(s) in accordance with applicable UK data protection legislation (including the UK GDPR and the Privacy and Electronic Communications Regulations (PECR)).

8.2 All personal data provided by You during the Booking process will be held and processed by VCUKI for the performance of the contract to deliver the Event, and under VCUKI’s legitimate interests to manage bookings, provide Event-related updates, and maintain an archive record of the Event.

8.3 Direct Marketing and Fundraising: Where You provide Your contact details during the Booking process, VCUKI may contact You by email or SMS with news, resources, details of future events, and fundraising appeals that support our charitable mission. We do this under the charitable soft opt-in rules and our legitimate charitable interests. You will always be given the opportunity to opt in every marketing message we send.

8.3.1 You have an absolute right to stop receiving these communications at any time by:

8.3.1.1 Clicking the "unsubscribe" link included in any marketing email; or

8.3.1.2 Emailing your opt-out request directly to our team at finance.legal@vcuki.org.uk.

8.4 All information requested by VCUKI through the Booking process will be limited to what is strictly necessary to organise, host, and administer the Event, and to manage our relationship with attendees.

8.5 Personal data processed by VCUKI will be handled only to the extent reasonably expected by You and the Ticket Holder(s) in the organisation, safety, and delivery of the Event.

8.6 Unless otherwise specified, personal data collected through this Booking process will be retained for a minimum period of 1 year following the date of the Event, after which it will be deleted or securely anonymised. The name of the Ticket Holder and the name of their home church will be retained indefinitely by VCUKI as an archive record of attendance. For tax, accounting, and statutory purposes, personal data relating to financial transactions will be retained for a minimum of six years. Marketing contact details will be retained until You opt out or until the engagement is deemed inactive under our retention schedule.

8.7 Card payment information is held and processed securely by external payment providers (such as Stripe or PayPal) and is subject to their separate terms, conditions, and privacy policies. VCUKI does not store full payment card details.

8.8 VCUKI may arrange for still photography to be taken at the Event. These images may be used by VCUKI to promote the Event and/or future activities across printed media, press releases, websites, and official social media channels. If an attendee prefers not to have their photograph used, they may contact VCUKI at hello@vcuki.org.uk with details of where and when the photo was taken so it can be identified and removed where feasible. While every reasonable effort will be made to honour removal requests, this may not be possible for wide crowd shots or background appearances.

8.9 The Event may be recorded in video and audio (“Recordings”). The copyright of all Recordings remains the property of VCUKI, which reserves the right to use these Recordings for promotional, archival, and ministry purposes. Filming Notices will be prominently displayed in recording zones. If You or a Ticket Holder do not wish to be recorded, You should avoid areas marked by Filming Notices.

8.10 Further details regarding how VCUKI handles personal data, your legal rights (including rights of access, rectification, erasure, and restriction), and how to raise a concern are set out in the VCUKI Privacy Policy available at www.vcuki.org.uk.

9) Governing Law and Jurisdiction

9.1 These Terms shall be governed by and construed in accordance with English law and the parties agree to submit to the exclusive jurisdiction of the English courts.

DOCUMENT VERSION 2026 0.2

Vineyard Churches UK & Ireland (VCUKI) is a Charitable Company limited by guarantee registered in England and Wales under Company No.04839046. Charity Registration No. 1099748 References throughout this policy to ‘we’, ‘us’ and ‘our’ are references to VCUKI.

Here at Vineyard Churches UK & Ireland we take your privacy seriously. This policy together with our terms of use of any websites/App which you may visit sets out the basis on which any personal information we collect from you, or that you provide to us, will be processed.

This policy specifically applies to the data collected and processed as part of the Vineyard Churches UK & Ireland Events. For all other forms of data processing by VCUKI please refer to the Vineyard Churches UK & Ireland Privacy Policy that can be found on our website - http://www.vineyardchurches.org.uk/vineyard-churches-privacy-policy/.

a) Information that you give us when filling in forms on our websites or booking platforms to register for events that we organise.

b) The information you give us may include: i) your name; ii) postal address; iii) e-mail address; iv) phone number; v) the church that you attend; vi) your communication and marketing preferences (including records of opt-out requests); vii) Certain residential events may also require you to provide certain health information such as dietary requirements and/or medical conditions. Where such data is requested, your express consent will be requested for us to process this data about you.

c) Photographs and audio/video recordings captured at the event that you attend.

d) To organise, administer, and deliver events such as conferences, training days, and residential retreats. This may include: i) contacting you regarding an event that you have booked onto (service messages, logistical notices, and access passes); ii) preparing and sending you event materials such as programmes, maps, and other relevant information; iii) processing payments and administering ticket allocations.

e) To keep a record of who has attended our events for archival and governance purposes.

f) Pictures and recordings taken at events may be used to share the story of past events and promote future events through our websites, publications, and social media channels.

g) To send you direct marketing, ministry updates, and fundraising appeals by email or SMS under the charitable soft opt-in rules and our legitimate interests. This includes news about our ongoing work, training opportunities, resources, future event details, and ways you can financially or prayerfully support our charitable mission.

h) To maintain an internal suppression list to ensure that your preference is honoured if you choose to opt out of marketing communications.

We are committed to holding your personal information securely. Only authorised VCUKI staff and volunteers (and the staff of our event Partners) who need to see the data can access it.

We may store your information on secure cloud-based systems, computers, in paper form, or both.

All computers and systems that store personal data are password protected, use multi-factor authentication where available, and have cyber security software installed.

Any paper files that hold personal information (other than names and contact details) are kept on secure premises in locked cupboards and filing cabinets.

If data is transferred outside the UK, we ensure strict security measures, adequacy regulations, or appropriate standard contractual safeguards under UK data protection legislation are in place.

Unfortunately, the transmission of information via the Internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Contractual Necessity: Processing your booking details, contact information, and payment transactions is necessary to fulfil our contract with you to provide the event, tickets, and associated event logistics (under UK GDPR Article 6(1)(b)).

Legitimate Interests (Event Management & Archiving): It is in the legitimate interests of VCUKI to train, equip, and support pastors, leaders, and members of Vineyard Churches and other Christian organisations (under UK GDPR Article 6(1)(f)). This includes: i) organising and facilitating safe and efficient events; ii) maintaining an archive record of attendance; and iii) taking photographs and crowd recordings to document and promote our charitable activities.

Legitimate Interests and the Charitable Soft Opt-In (Marketing & Fundraising): Under Regulation 22 of the Privacy and Electronic Communications Regulations (PECR) and our legitimate interests (UK GDPR Article 6(1)(f)), we may contact ticket bookers by email or SMS with updates, future events, and charitable fundraising appeals. We only do this where: i) we obtained your contact details directly during your event booking; ii) the messages relate directly to our charitable purposes; and iii) you were given a clear opportunity to opt out at the time of booking and did not do so.

Explicit Consent: Where you provide special category data such as dietary requirements or medical conditions for specific events, we process this solely on the basis of your explicit consent (UK GDPR Article 9(2)(a)), which you may withdraw at any time.

Legal Obligation: Certain financial records are processed and retained to comply with UK statutory accounting, tax, and Gift Aid regulations (UK GDPR Article 6(1)(c)).

The length of time that we will retain your data will vary depending on the type of data processed. The retention periods are as follows: i) Operational event contact details (used strictly for event logistics) are retained for a minimum of 1 year following the event date, after which they are deleted or securely anonymised. ii) Contact details used for direct marketing and fundraising under our legitimate interests are retained until you opt out, or until you have ceased engaging with our communications for an extended period under our data retention schedule. iii) If you opt out of marketing communications, your contact details will be added to a permanent suppression register to ensure no further marketing communications are sent to you. iv) Your name and the name of the church that you are a member of are kept for archive purposes and will be retained for the duration of VCUKI’s existence. v) Photographs and recordings taken at events are retained as an archive of the event and kept for the duration of VCUKI’s existence unless an individual requests the deletion of a specific, identifiable image where feasible. vi) Financial transaction records relating to bookings and payments are retained for a minimum of 6 years in accordance with UK statutory accounting and tax rules.

Under UK data protection legislation, you have a number of rights regarding how your data is processed. Full details of your rights can be found on the Information Commissioner’s Office website - https://ico.org.uk/.

Your rights include the right to: i) Request access to the personal data we hold about you; ii) Have inaccurate or incomplete personal data rectified; iii) Have the personal data we hold on you erased (except where we are required to retain the data by law or for overriding legitimate reasons); iv) Restrict the processing of your personal data in certain circumstances;

Object to Processing (including Direct Marketing): You have an absolute legal right to stop your personal data being used for direct marketing and fundraising at any time. You can exercise this right at any moment by: • Clicking the "unsubscribe" link included at the bottom of any marketing email we send; or • Sending an email stating your opt-out request directly to finance.legal@vcuki.org.uk.

If you have any questions, comments or requests regarding this privacy policy, or if you wish to exercise any of your data protection rights (including opting out of marketing), please email finance.legal@vcuki.org.uk or write to us at:

Vineyard Churches UK and Ireland Unit 8, K3 Business Park 200 Clough Road Hull HU5 1SW