Privacy Policy

Effective Date: Sept 22nd 2025

Vanilla Vibes (“we,” “our,” or “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your personal information when you visit our website, submit an enquiry, or book our services.

1. Information We Collect

We may collect the following types of information when you interact with us:

  • Personal Information such as your name, email address, phone number, and event details when you fill out our contact form or booking form.

  • Payment Information when you make a deposit or final payment. Payments are processed securely through trusted third-party providers; we do not store full credit card details.

  • Usage Data such as your IP address, browser type, and pages visited, collected automatically through cookies and analytics tools.

2. How We Use Your Information

We use your information to:

  • Respond to enquiries and provide quotes.

  • Process bookings, deposits, and payments.

  • Communicate updates about your event.

  • Improve our website, services, and customer experience.

  • Comply with legal and regulatory obligations.

3. Sharing Your Information

We do not sell or rent your personal information. We may share information only with:

  • Service Providers who help us operate our business (e.g., payment processors, website hosting).

  • Legal Authorities if required by law or to protect our rights and property.

4. Cookies & Analytics

Our website may use cookies and third-party analytics tools to track usage patterns. You can disable cookies in your browser settings, but some features of our site may not function properly as a result.

5. Data Storage & Security

Your information is stored securely and only accessed by authorized personnel. While we take reasonable precautions to protect your data, no method of transmission over the Internet is completely secure.

6. Your Rights

As a Canadian resident, you have the right to:

  • Request access to the personal information we hold about you.

  • Ask us to correct or update inaccurate information.

  • Withdraw your consent to marketing communications at any time.

To exercise these rights, please contact us using the details below.

7. Retention of Information

We retain personal information only as long as necessary to fulfil the purposes outlined in this policy or as required by law.

8. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated “Effective Date.”

9. Contact Us

If you have any questions about this Privacy Policy or how your information is handled, please contact us at:

Vanilla Vibes
Email: vanillavibesicecream@gmail.com

Terms & Conditions

Effective Date: Sept 22nd 2025

Welcome to the Vanilla Vibes website. By accessing our site and booking our services, you agree to the following Terms & Conditions. Please read them carefully before making a booking.

1. General

Vanilla Vibes (“we,” “our,” “us”) provides mobile ice cream and gelato cart services for weddings, corporate events, parties, and private gatherings. These Terms & Conditions govern the use of our website and the booking of our services.

2. Bookings & Deposits

  • A 50% deposit is required to secure your booking date.

  • The remaining balance is due 21 days prior to the event.

  • Bookings are confirmed only once the deposit is received and a contract is signed.

3. Cancellations & Refunds

  • Cancellations must be submitted in writing (email is acceptable).

  • Deposits are non-refundable.

  • If cancellation occurs within 21 days of the event, the full balance is due.

  • Rescheduling may be accommodated, subject to availability.

4. Travel & Service Area

  • Vanilla Vibes services the Greater Toronto Area, Simcoe & Grey County, and Muskoka.

  • Travel fees may apply depending on event location.

  • The cart requires a flat, stable surface for setup and clear access for delivery.

5. Flavours, Umbrellas & Customization

  • Flavour availability may vary seasonally. Clients may select flavours included in their package, with additional flavours available at extra cost.

  • Umbrella colours are subject to availability. We will do our best to provide your preferred option.

  • Add-ons (e.g., balloon garlands, florals, branded cups) are available at additional cost and must be confirmed in advance.

6. Dietary Considerations

  • We offer select dairy-free and nut-free options. However, our products are prepared in environments that may contain allergens.

  • Clients are responsible for informing their guests of any dietary risks. Vanilla Vibes is not liable for allergic reactions.

7. Liability & Responsibilities

  • Vanilla Vibes staff will handle all cart operations, service, setup, and cleanup.

  • Clients are responsible for ensuring adequate space, access, and permissions for the cart at the event venue.

  • Vanilla Vibes is not responsible for delays or service interruptions caused by circumstances beyond our control (e.g., weather, venue restrictions, traffic).

8. Payment Terms

  • Payments may be made via e-transfer or approved payment methods.

  • Late payments may result in cancellation of booking.

9. Use of Website

  • All content on this website (text, images, branding, design) is the property of Vanilla Vibes and may not be copied or reproduced without permission.

  • We strive to keep information accurate but reserve the right to update packages, pricing, and policies at any time without prior notice.

10. Governing Law

These Terms & Conditions are governed by the laws of the Province of Ontario and the applicable federal laws of Canada.

11. Contact Us

For questions about these Terms & Conditions or to discuss a booking, please contact us:

Vanilla Vibes
Email: vanillavibesicecream@gmail.com