top of page

Conditions of Hire & Privacy Policy

Conditions of Hire


1. The client agrees to remain responsible for all arrangements and will only act in accordance with mutually acceptable instructions given by the proprietor. In particular prior access beforehand must be by appointment only, and no preparations or storage in the Oast or at Gibbs Reed will be allowed without specific prior authorisation. The event will end by 24.00 Hrs and guests will be expected to leave quietly and all to have left the Oast and car park by 24.30 Hrs. {6.30pm for a daytime function}.


2. The proprietor reserves the right to give specific instructions to the event reception where safety and compliance with all regulations and planning conditions are strictly adhered. On the day of the event a manager will be present to ensure a safe and successful event and will be on hand to follow all reasonable requests.  


3. Any damage caused to Swallows Oast, Gibbs Reed Farm, or any property thereon should be the responsibility of the client to reimburse the proprietor.


4. The proprietor is not responsible for any damage to persons or property whilst attending the event except to the extent that any injury is caused by the negligence of the proprietor. All requests for payment of damage shall be paid to Swallows Oast within 14 days of the demand; interest at 2% above Nat West bank rates shall apply to overdue payments.


5. The client acknowledge that the proprietor shall not be held responsible for any matter arising from food and catering or other arrangements which are subject to separate contracts.


6. If Swallows Oast provides a bar facility, drinks will be sold at reasonable prices to the guests. The proprietor and licensee reserve the right to refuse to serve alcohol to any guest that he sees fit.


7. The client undertakes to ensure that after the event has taken place Swallows Oast will be left in the same                                            

condition as it was found. Any equipment, items etc and cars, must be collected by 10am on the following day. Swallows Oast does not accept any liability for property left overnight. All personal items must be collected from the Venue within 48 hours.


8. All Deposits received are non-Refundable; these can be transferred to another date if available. 


9. Cancellation by the couple will result in full Venue Hire charges payable where less than 31 days prior notice is given. 50% of the Venue Hire charges will be liable with three months prior notice or less.


10. All cancellations must be in writing with due balance payable.






GDPR & Privacy Notice



We are committed to protecting your personal information. We’re also committed to being transparent about what information we hold, and for what purpose.


This policy explains: 



  1.     How we collect personal information;

  2.     What information we collect including Debit and credit card information;

  3.     How we use your information;

  4.     Who we share your information with;

  5.     How we protect your information;

  6.     How long we keep your information;

  7.     Your rights;

  8.     The data protection regulator,


The terms of this policy may change, so please check it from time to time.

We updated this policy in May 2019 and it is reviewed annually.


If you have any queries about this policy please contact: Mark Vidal, Proprietor at


This policy is written in accordance with the General Data Protection Regulation (GDPR).



1. How do we collect personal information?


Personal information is information that can be used to identify you.  You give us this when you send an enquiry, complete a form on this website or contact us by phone.



2. What information do we collect?


The information we collect may include your name, email address, postal address, telephone number and bank details.



3. How do we use your information?


We use your personal information to give you the information, services, or products you ask for. 

This could be to:



Process your order;

Pass onto the Caterers;



4. Who do we share your information with?


We do not share your information with any other third parties unless prior consent has been given by you.



5. How do we protect your information?


When we collect your personal information, we use strict procedures and security features to prevent unauthorised access. We also take appropriate measures to make sure the information disclosed to us is:



kept secure, accurate and up-to-date;

kept only for as long as it’s needed for the purposes for which it was intended.


While we aim to protect your personal information, we cannot guarantee the security of any information you post, email or transmit by other means to us. You do so at your own risk.



6. How long do we keep your information?


We regularly review how long we hold personal information. We will hold your personal information for as long as needed by the relevant activity. If you asked us not to contact, you again we would hold a record of that indefinitely. Where your information is no longer required, we will dispose of it in a secure manner.



7. Your rights


You have the following rights in relation to your personal information:



to ask for a copy of the personal information we hold about you and for us to correct any inaccuracies, this can be done by submitting an information disclosure request;

to ask us to delete your personal information;

To ask us to alter our records if the information is incorrect.



You can get more information and advice about data protection or reporting a concern about data protection from:



8. Information Commissioner’s Office


Wycliffe House

Water Lane



Helpline: 0303 123 1113

From outside the UK: +44 1625 545 745

bottom of page