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Terms and Conditions

1. Eating at Warwick Scheme

  • 1.1. An Eating at Warwick account is issued to:
    • 1.1.1. Staff and students (‘account holder’) on joining the University of Warwick (‘University’)
    • 1.1.2. Advanced Propulsion Centre, Jaguar Land Rover and Tata employees (‘approved affiliates’)
  • 1.2. An Eating at Warwick Card (‘Card’) may be used in participating University and Students’ Union owned cafes, bars and restaurants across campus. Food and drink items purchased in these outlets will attract a 10% discount. The Card is also accepted in Rootes Grocery Store although items purchased in this outlet will not receive the 10% discount
  • 1.3 The 10% discount cannot be used in conjunction with any other offer and cannot be used as a double discount. If you use your Eating at Warwick card to pay for a hot drink you cannot claim a Union card loyalty stamp. The till will always calculate the best deal for the customer.
  • 1.4. The University does not permit a Card to be used to purchase gambling products
  • 1.5. An account is personal to the registered account holder
  • 1.6. Any dealings will be with the account holder only
  • 1.7. Although account holders can arrange for a third party to top up their account on their behalf, the University will only deal with the registered account holder
  • 1.8. The University reserves the right to refuse an account

2. Online Payments

  • 2.1. Online payments can be made warwick.ac.uk/go/eating
  • 2.2. The online payment system is governed by the applicable terms and conditions at the relevant time

3. Card ownership

  • 3.1. The Card remains the property of the University at all times

4. Communication

  • 4.1. All communication with account holders will be made via their registered email address
  • 4.2. It is the obligation of the account holder to inform the University of any change to their contact details

5. Where the Card can be used

  • 5.1. The Card is accepted in participating University and Students’ Union owned cafes, bars and restaurants across campus. Food and drink items bought in these outlets will attract a 10% discount. The Card is also accepted at Rootes Grocery Store although items bought in this outlet will not attract the 10% discount

6. How the Card may be used

  • 6.1. The Card cannot be used to part pay for items. Any item must be paid for in full using either a Card or an alternative payment method such as a credit/debit card or cash

7. Group bookings

  • 7.1. For large parties of 6 or more the bill may be paid using one of the following options:
    • 7.1.1. Pay the whole bill using up to two methods of payment eg credit/debit card or cash (a Card cannot be used)
    • 7.1.2. Individual members of the group may order and pay individually using their Card, a credit/debit card or cash

8. Topping up

  • 8.1. Account holders and third parties may make online payments to top up an account
  • 8.2. Cash payments may also be used to top up an account. These may be made in person at the cash loading machines located in Senate House reception and in the Students’ Union atrium
  • 8.3. Funds are available within 24 hours
  • 8.4. The minimum top up payment is £10
  • 8.5. The maximum top up payment is £100
  • 8.6. The maximum permitted value allowed on a card at any one time is £100

9. Termination/suspension of the Scheme

  • 9.1. The Scheme has no scheduled end date but will be reviewed annually by the University
  • 9.2. The University reserves the right to terminate or suspend the operation of the Scheme for any reason at any time
    • 9.2.1. In the event of termination or suspension of the Scheme, registered account holders will receive a full refund of any unspent funds

10. Withdrawal from the Scheme

  • 10.1. Account holders may withdraw from the Scheme at any time by completing the online withdrawal form
  • 10.2. On withdrawal from the Scheme, account holders must specify whether they require a refund. If a refund is not specified the University will assume that the account holder will spend any remaining funds on their Card to reach a zero balance
  • 10.3. The account holder must request to be withdrawn from the Scheme in order to obtain a refund

11. Inactive accounts

  • 11.1. An account that is inactive for a period of 6 years or more will be closed. Refunds will not be available after 6 years or more of inactivity

12. Refunds

  • 12.1. The University will use all reasonable endeavours to refund unspent funds to account holders within 28 days of termination of, or withdrawal from the Scheme
  • 12.2. The method of refund will be based on how the last payment to the account was made:
    • 12.2.1. Payments by cash will be refunded by cash at Senate House reception once notification has been received
    • 12.2.2. Credit/debit card payments made online will be refunded to the original credit/debit card once notification has been received

13. Fraud

  • 13.1. Once the Card has been issued, the account holder is responsible for their Card and funds on the account unless, or until, the account holder’s Card is returned to the University or is reported lost or stolen in accordance with these terms and conditions
  • 13.2. Account holders cannot loan their Card to any other person. It is for the exclusive use of the registered account holder and not otherwise
  • 13.3. Anyone discovered attempting to defraud the Scheme will be subject to University disciplinary procedures and/or will be reported to the Police for further investigation/prosecution
  • 13.4. Account holders cannot transfer money from their Card onto another account holder’s card
  • 13.5. The Card is not transferable
  • 13.6. Outlets have the right to ask for additional ID if they cannot easily identify the account holder from their Card
  • 13.7. The University reserves the right to retain a Card at any time

14. Lost/stolen cards

  • 14.1. In the event of an account holder losing their Card they must as soon as is reasonably practicable report the loss:
  • 14.2. Notification to stop an account must be made as soon as possible:
    • 14.2.1. By email
    • 14.2.2. At Senate House reception
    • 14.2.3. Following initial notification, and as soon as is practicable, the account holder must report in person to Senate House reception to organise a replacement card and complete the Lost Card Report Form
    • 14.2.4. On reporting the loss of their Card, the account holder will receive a copy of the report form as a record of the date and time at which they reported their Card as lost
    • 14.2.5. In order to report a Card as lost, the account holder must be able to identify themselves as the account holder
  • 14.3. Once the loss has been reported and recorded as described above, the account holder will not be liable for any subsequent transactions. A Card reported as lost will thereafter be void from the Scheme
  • 14.4. A replacement Card must be collected by the account holder from Senate House reception on production of valid ID
    • 14.4.1. Where possible, a new Card will be issued immediately
    • 14.4.2. The value of any unused credit on the old Card will be transferred as a credit to the new card
  • 14.5. The University reserves the right to charge £15 to replace a Card
    • 14.5.1. The charge will not apply where the Card has been stolen and a crime number has been obtained for the theft

15. Corrupt/damaged cards

  • 15.1. When a card cannot be read by the card reader at the till, the account holder must visit Senate House reception to get the Card checked and replaced if necessary

16. Data protection

  • 16.1. The University undertakes to meet the conditions of the Data Protection Act 1998 when collecting personal data. The data collected will only be used for the purposes of the Scheme and will not be disclosed to any unauthorised person, organisation or third party

17. Feedback procedure

  • 17.1. Feedback regarding the Scheme can be made via email eating at warwick dot ac dot uk