COSMOS SAX — Website Legal Pack

PART A — BOOKING TERMS & CONDITIONS

Last updated: 14.10.2026

1. Who we are

Cosmos Sax is the trading name of [Balan Vasile Cosmin] (“we”, “us”, “the Performer”).
Email: balanvasilecosmin@gmail.com
Telephone: +44 7588 454661
Website: https://www.cosmossax.com

These terms govern bookings for live saxophone performances made through our website, by email or through another agreed booking channel. “Client” means the person or organisation making the booking. A person booking for an organisation must have authority to do so.

2. Enquiries, quotations and booking confirmation

Submitting an enquiry does not reserve a date or create a confirmed booking. Before you commit, we will provide the event date, venue, arrival and performance times, number and length of sets, breaks, equipment included, total price, deposit amount, balance deadline and any agreed additional charges.

A booking becomes binding when you have accepted these terms, paid the stated deposit and received our written Booking Confirmation. Until then, the date is not secured. If we cannot accept a booking after taking payment, we will refund that payment in full.

Please check your details before submitting and notify us promptly of errors. We will send the Booking Confirmation and the applicable terms by email in a form you can save. The contract is in English. Specific arrangements agreed in writing form part of the contract; no arrangement overrides mandatory consumer rights. Changes to these website terms do not retrospectively alter a confirmed booking.

3. Prices and payments

Prices are in GBP unless expressly agreed otherwise. The quotation will state the total payable, including VAT where applicable, and any travel, parking, accommodation or other agreed costs. There are no compulsory undisclosed extras.

The deposit is part-payment of the total fee, not an additional fee. The deposit amount and balance deadline will be disclosed before booking and repeated in your confirmation. If a balance is overdue, we will contact you and provide a reasonable opportunity to pay before treating the booking as cancelled. Any amount retained then remains subject to clause 5.

Extra sets, overtime, substantial additional travel or other extras require agreement on the price before they are supplied. We will not add them automatically. Refunds will normally be made using the original payment method, without a refund administration fee.

4. Statutory cancellation rights

A booking for live entertainment on a specified event date is normally a service related to leisure activities for a specific date within regulation 28(1)(h) of the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013. The usual 14-day change-of-mind cancellation right therefore normally does not apply to such bookings.

If your purchase falls outside that exception, we will provide the cancellation information and model cancellation form required by law before you commit.

5. Cancellation by the Client and the booking deposit

Please notify us of cancellation in writing by email as soon as possible. We will acknowledge receipt; failure to send an acknowledgement does not invalidate a cancellation you can show was sent.

The deposit secures the event date and is normally non-refundable if you cancel, but only to the extent that retention is lawful and reflects reasonable actual net losses directly caused by your cancellation. These may include reasonable preparation costs already incurred and lost net profit from reserving the date.

We will take reasonable steps to reduce our losses, including seeking a replacement booking where practicable. Costs saved and replacement income attributable to the released booking slot will be taken into account, so we do not recover the same loss twice. We will not retain an amount that exceeds our justified net loss.

For ordinary Client cancellations, our cancellation charge will not exceed the deposit. Any balance paid above that charge will be refunded. If our justified loss is less than the deposit, we will refund the difference. On request, we will explain the calculation. No charge applies where you have a legal right to cancel without one, including because of our breach.

We will calculate and issue any refund promptly, normally within 14 days of cancellation. Any earlier statutory refund deadline takes priority.

6. Postponements and changes

Contact us as soon as possible if you wish to change the date, venue or programme. Changes depend on availability and must be agreed in writing. We will explain any price difference before you accept.

If a postponement is agreed, we will confirm how existing payments transfer to the new booking. If we cannot agree a new date and you cancel the original booking, clause 5 applies, subject to your legal rights. We will not unilaterally change the agreed price or material performance details.

7. If the Performer cannot attend

If illness, an accident, injury, a family emergency, transport failure or any other problem prevents the Performer from attending and providing the booked performance, we will notify you as soon as reasonably possible.

If we cancel or cannot provide the booked performance, we will refund all sums paid for that booking, including the deposit, in full, normally within 14 days of notification and without deductions. No further booking payment will be due.

We may offer a suitable replacement or a different date, but you are free to decline. We will not send a substitute without your express agreement. If you decline, the full-refund commitment applies. A refund does not exclude any other remedy available under applicable law.

If only part of a performance can be supplied, we will discuss an appropriate solution and refund for the undelivered part, without limiting your statutory rights.

8. The Performer's obligations

We will:

perform with reasonable care and skill and provide the services described in your Booking Confirmation;
plan reasonable travel and setup time, arrive at the agreed time and communicate promptly about any material delay;
act professionally, wear attire appropriate to the agreed event and treat guests and venue staff respectfully;
supply the instrument, sound equipment and accessories expressly included in the booking, in safe working order;
maintain Public Liability Insurance appropriate to the booked activity and provide evidence on reasonable advance request;
maintain electrical equipment safely, with applicable inspection and PAT records, and provide available evidence on reasonable advance request;
coordinate with the nominated event contact and, where applicable, the DJ or venue sound team;
follow reasonable venue safety rules and agreed sound limits, and take reasonable precautions with cables and equipment;
provide the agreed sets and breaks, subject to the safety provisions below;
inform you promptly if a material problem affects our ability to perform.

PLI and PAT documentation do not remove the need for a safe venue or replace either party's legal responsibilities.

9. The Client's obligations: power, space and access

You must arrange, at no additional cost to the Performer:

a safe, suitably sized performance and equipment area, with a stable, dry surface and enough clearance for the agreed setup;
a safe and reliable electrical supply suitable for the agreed equipment, normally accessible UK 230V power, with appropriately protected outlets and cables;
access to the venue for the agreed setup, soundcheck and pack-down periods;
advance details of stairs, lifts, long carrying distances, restricted access, parking and loading arrangements;
a named event contact who can make practical decisions on the day;
relevant venue rules, curfews, sound limiters, noise restrictions and required documentation in sufficient time;
drinking water and reasonable access to toilet facilities;
safe working conditions, with reasonable measures to prevent guests from interfering with equipment or harassing the Performer.

Exact space and power requirements will be supplied before confirmation or otherwise agreed in writing. Do not assume a generator or battery system is included.

For outdoor events, you must provide suitable weatherproof cover, a dry performance surface and safe protection for electrical equipment against rain, wind, excessive heat and other hazards. A nearby safe indoor alternative should be agreed where practical.

You must provide accurate event information and arrange venue permission for the performance. The event organiser or venue must obtain any event, premises and music licences legally required of them; we remain responsible for permissions legally required of us.

10. Safety, interruptions and event delays

We may temporarily stop or decline to start if there is a reasonable, material safety concern, including unsafe electricity, exposed electrical equipment in rain, threatening behaviour or dangerous crowd interference. We will explain the concern and allow a reasonable opportunity to resolve it where safe and practical.

We will not use this clause to excuse problems caused by our own failure to provide safe equipment or exercise reasonable care. If a problem within your responsibility prevents performance after an opportunity to resolve it, any sum payable must fairly reflect services supplied and justified net losses, taking account of savings and mitigation. There is no automatic entitlement to keep the entire fee.

Please notify us promptly of changes to the event schedule. If an event starts late for reasons outside our control, we will try reasonably to accommodate it, but an extension beyond the agreed end time requires availability and agreement. We will discuss available options before shortening a programme. If our own delay reduces the service, your statutory remedies remain available.

11. Music, requests and coordination with a DJ

The repertoire, style and special requests will be agreed in advance. Requests are subject to suitability and reasonable preparation time. A specific song is guaranteed only if expressly confirmed in writing.

Where a DJ, PA system or sound technician is supplied by you or the venue, you must arrange timely coordination and suitable agreed connections. We will communicate our technical requirements reasonably in advance. Live performance may naturally differ from recordings; this does not reduce our obligation to deliver the agreed service with reasonable care and skill.

12. Equipment damage and recordings

Guests must not handle the saxophone or other equipment without permission. You are responsible for damage caused by your own negligence or breach of these terms. We will not automatically make you liable for every guest's actions. Any claim must be supported by evidence, reflect reasonable repair costs or an appropriate depreciated replacement value, and exclude normal wear and damage caused by us.

Guests may take reasonable personal photographs and short personal recordings, subject to venue rules and others' privacy. Commercial recording, livestreaming or broadcasting requires prior written agreement and any necessary rights clearances.

We will not use identifiable images or recordings of you or your guests for advertising without an appropriate lawful basis and any required permissions. We will obtain appropriate permission before using identifiable images of children.

13. Events beyond either party's reasonable control

If a serious external event makes performance legally prohibited or genuinely impossible, both parties will communicate promptly and try to agree a practical solution. A postponement is optional and requires both parties' agreement.

If the booking must end without any performance because it cannot lawfully or practically proceed, all booking payments, including the deposit, will be refunded in full. If services have already been partly delivered, any payment retained must be lawful and fairly reflect the benefit supplied. This clause does not justify blanket retention of payments or override mandatory rights.

14. Responsibility and consumer remedies

We are responsible for foreseeable loss caused by our breach or failure to use reasonable care and skill. Nothing excludes or restricts liability for death or personal injury caused by negligence, fraud, fraudulent misrepresentation, or anything that cannot lawfully be excluded or restricted.

Consumers retain their rights under the Consumer Rights Act 2015 and other applicable law, including remedies for services not supplied with reasonable care and skill. These terms do not impose a blanket liability cap or make a refund your sole remedy.

Both parties should take reasonable steps to reduce avoidable losses. You may wish to arrange event insurance suitable for your circumstances; this is optional and does not replace our obligations.

15. Complaints

Please raise practical concerns with us during the event where possible so that we can try to resolve them. You do not lose your rights by failing to complain on the day.

Send other complaints to balanvasilecosmin@gmail.com with your booking reference and the issue. We aim to acknowledge them within five working days and provide a substantive response within 14 days, or explain when a response can be expected. If unresolved, we will provide any alternative dispute resolution information required by applicable law and explain whether we are obliged or willing to use the relevant scheme. You remain entitled to seek court remedies.

16. Website use and legal jurisdiction

Website text, branding, photographs and recordings may not be copied or exploited commercially without permission from the relevant rights holder, except as permitted by law. Do not misuse the website or submit false or unlawful content. External websites have their own terms and privacy notices.

These terms are governed by the law of England. This choice does not deprive a consumer of mandatory protections applicable in their country of habitual residence. Courts having jurisdiction under applicable law remain available, including a UK consumer's home courts where permitted.

If a provision is unenforceable, the remaining terms continue to apply so far as lawful. Mandatory consumer rights prevail.

PART B — PRIVACY & COOKIES POLICY

Last updated: 14.10.2026

1. Data controller and contact details

Balan Vasile Cosmin, trading as Cosmos Sax, is the controller of personal information used for our enquiries, bookings and business administration.
Privacy contact: balanvasilecosmin@gmail.com
Telephone: +44 7588 454661

This policy explains how we use information under the UK GDPR, the Data Protection Act 2018 and applicable amendments, and the Privacy and Electronic Communications Regulations where relevant.

2. Information we collect

Depending on how you interact with us, we may collect:

your name, email address, phone number, billing address and organisation;
event date, venue, booking package, event contact and performance arrangements;
messages, quotations, contracts, invoices, payment status and payment-provider transaction references;
complaints and information needed to resolve disputes;
newsletter preferences and records of any consent;
technical information such as IP address, browser/device information and security logs;
photographs or recordings where separately arranged and lawful.

Please provide only information relevant to your enquiry. Do not submit unnecessary health information, identification documents or sensitive details about guests through the booking form.

3. Where information comes from

We usually receive information directly from you through our website, email, telephone or messages. We may receive booking-related information from an authorised event planner, venue or another person booking on your behalf.

If you supply another person's details, tell them you are doing so and direct them to this policy. We remain responsible for providing any legally required privacy information to them.

4. Why we use information and our lawful bases

We use information:

to answer your enquiry, quote and arrange or perform your booking: to take steps at your request before a contract and to perform our contract with you;
to coordinate with venue staff, planners or contacts who are not themselves our contractual client: our legitimate interest in organising the booked performance;
for invoices, accounts and legally required records: legal obligations;
to secure our website, prevent fraud and handle complaints or legal claims: our legitimate interests in protecting the business and resolving disputes, or a legal obligation where applicable;
to send optional promotional emails or texts: your consent, under the policy below;
for consent-based optional cookies and promotional images: consent, where applicable.

We assess legitimate interests against your rights and expectations. We will not use ordinary booking information to process special-category data without a separately identified lawful basis and condition. If accessibility arrangements require such information, we will explain the necessary processing separately and request only the minimum needed.

Information marked as required is needed to respond or organise the booking. Without it, we may be unable to provide the requested service. Optional information is voluntary.

5. Marketing

Booking communications, invoices and event updates are service messages. They are separate from newsletters.

We will send promotional emails or texts only if you separately opt in. Consent is optional and not a condition of booking. You can unsubscribe using the link in a marketing message or by emailing us. Withdrawal does not affect the lawfulness of previous consent-based processing.

We may keep a minimal suppression record to respect your opt-out. We do not sell personal information.

6. Sharing information

We share only information reasonably necessary for the relevant purpose with:

our website, booking and hosting providers: [names, roles and privacy links];
payment providers: [names and privacy links];
email and business administration providers: [names and roles];
the venue, your event planner and any replacement performer you expressly accept, for necessary event coordination;
accountants, insurers and legal advisers where needed;
public authorities where legally required.

Service providers acting as processors must operate under appropriate contractual obligations. Providers acting as independent controllers are responsible for their own processing; their notices explain it. We do not provide guests' or clients' details to another performer for marketing.

7. Overseas processing

Some providers may process information outside the UK.

Where a restricted international transfer occurs, we will use a lawful transfer mechanism, such as applicable UK adequacy regulations or appropriate contractual safeguards, and perform required assessments. Contact us for information about the safeguards and how to obtain a copy, subject to lawful redactions.

8. Retention

Our proposed retention schedule is:

enquiries that do not lead to a booking: 12 months after the last meaningful contact;
booking contracts, invoices and relevant financial records: normally six years after the end of the relevant accounting year, subject to applicable legal requirements;
operational information not needed for accounts or claims: deleted or anonymised within 12 months after the event;
marketing information: until you unsubscribe or consent is no longer valid, with a minimal opt-out record kept as necessary;
routine website security logs: normally up to 90 days, unless an incident requires longer retention;
consent records: as needed to demonstrate lawful processing and handle relevant claims.

Records may be kept longer where necessary for a live dispute or legal obligation. We review and delete information when it is no longer needed.

9. Security

We use proportionate technical and organisational measures to protect personal information, including appropriate access restrictions, account security and secure provider arrangements. No system is completely risk-free. We investigate incidents and make notifications to individuals and the ICO when legally required.

10. Your rights

Depending on the circumstances, you may request access, correction, erasure, restriction or portability of your personal information. You may object to processing based on legitimate interests and have an unconditional right to object to direct marketing. You may withdraw consent at any time.

These rights are not absolute; for example, some records must be retained by law. Contact our privacy email to exercise them. We may reasonably verify identity. We normally respond within one month; any lawful extension or pause will be explained. Requests are normally free, subject to lawful exceptions.

You may complain to the Information Commissioner's Office at https://ico.org.uk/make-a-complaint/ or telephone 0303 123 1113. You do not have to complain to us first.

11. Children

Our booking service is intended for adults aged 18 or over, or authorised adult representatives. We do not intentionally collect children's personal details for marketing. An adult organising an event involving children should avoid submitting unnecessary identifying information about them.

12. Cookies and embedded content

Our website may use cookies and similar technologies for essential functions, optional functionality, audience measurement or embedded media. The actual inventory below must identify the technologies used and their lifetimes.

Essential technologies may operate without consent where a legal exception applies. Optional technologies requiring consent, including advertising or non-essential tracking, will not be activated until you agree. We will not treat continued browsing or acceptance of booking terms as cookie consent.

Where a current legal exception applies to another technology, we will meet its information, objection and other requirements. Otherwise, consent will be obtained.

You can accept or reject optional technologies and change your choice through. Withdrawal must be as easy as giving consent. Embedded third-party videos may be held behind a consent prompt where they would otherwise activate technologies requiring consent.

Browser controls may also delete or block cookies, but some essential features may then fail. Third-party sites linked from ours have their own policies.

13. Updates

We may update this notice to reflect actual changes to our processing or the law. The current version will show its publication date. We will notify you of material changes where required and obtain new consent where necessary.