Sugar Ninja Cakes Standard Terms & Conditions of Trading

Full terms & conditions for Sugar Ninja Cakes are detailed below. By making an initial payment it will be deemed that the terms are understood and accepted as applying to your order. 

General Terms

All designs and intellectual property rights remain the property of Sugar Ninja Cakes. We reserve the right to use images of your cake for any form of advertising including web - based promotions, brochures, galleries and competitions.

Any samples, drawings, or descriptions we issue, and any descriptions or illustrations contained on our website are issued solely to provide you with an approximate idea of the cakes they describe and remain the property of Suga Ninja Cakes

We warrant that on delivery or collection, the cakes shall conform to their description as set out in the Order Confirmation, be of satisfactory quality and comply with all food safety, statutory and regulatory requirements in the UK.

We will not be held responsible for customer disappointment of the design or the interpretation of the Cake so long as it is made in line with the customer’s pre-agreed requirements set out in the Order Confirmation and Sugar Ninja Cakes will face no consequent liability.

It is the customer’s responsibility to ensure all details within the Order Confirmation and sketch are correct and meet their exact requirements.

The warranty does not apply to any defect in the cakes arising from wilful damage, accident, negligence by you or any third party; if you use the cake in a way we do not recommend; your failure to follow our instructions or any alterations you carry out.

Our cakes are made in an environment where all the 14 allergens are present, including nuts, eggs, milk and gluten . We cannot guarantee that any cake is entirely nut free although we make every effort to ensure that allergies are accommodated.

We cannot guarantee an exact replica of any cake, but we will do our best to make it so bearing in mind intellectual property rights

From time to time, certain materials for our cakes may become obsolete. This is totally out of our control; however, we will do our best to select replacement products to reflect the original design as closely as possible. We reserve the right to replace items with component parts of equal or better quality without consultation.

Payment Conditions


Following your consultation / enquiry, your quote is valid for 30 calendar days, paying your initial payment (see below) secures this price & prevents any further price increases, except in exceptional circumstances beyond our control e.g. exceptional fuel price increases etc. 

Initial Payments

A non-refundable booking fee payment of £100 is required in order to secure the commission of your cake and chosen date with Sugar Ninja Cakes. For orders under £100, full payment is required to secure the date, and no later than 4 weeks before the event, unless otherwise agreed by Sugar Ninja Cake. The contract is not valid or binding until the booking fee has been received.


Payment should be made by bank transfer. 

Please email us with confirmation of transfer in order to prompt acknowledgement of the payment, and a receipt will be sent.

Final payment for your cake is required no later than 3 weeks before the collection/delivery unless otherwise agreed with Sugar Ninja Cakes. Sugar Ninja Cakes must receive the balance by the due date indicated or the contract is null and void. The date of your final payment is given upon payment & one reminder will be sent, failure to pay will mean the order is cancelled. If payment is not received by the date specified, this shall constitute a breach of contract by the client. We reserve the right to hold the order until payment is made in full. When payment is late, we accept no responsibility should we be unable to purchase the required stock or equipment to make the cake as laid out in the order confirmation. In these circumstances the cake will be made as close to the order confirmation as possible with no redress or liability on Sugar Ninja Cakes. 


If cancellation of the event takes place we reserve the right to retain your Initial Booking Payment. If cancellation takes place 3 weeks before the event then we reserve the right to keep 75% of the total price, or if cancellation occurs within 7 days prior then 100% of the value will be retained to cover the costs of production of the cake.

Cancellation must be made in writing (by letter or email) to Sugar Ninja Cakes and will only be deemed to take effect from the date your letter/email is received at our premises.

If you postpone the event we will endeavour to transfer your order providing the date is suitable for ourselves, otherwise it shall be treated as a cancellation. 

In the event of a postponement, the payment due remains the same as a cancellation. Subject to availability we will carry the monies paid forward to the new wedding date. Please be aware that we will only do this on one occasion. Any further postponements will be classed as a cancellation.

In the unlikely event that we need to cancel your order any monies paid will be refunded. Sugar Ninja Cakes reserves the right to cancel, vary or suspend the operation of this contract if events occur which are in the nature of force majeure including (without prejudice to the generality of the foregoing); fire, floods, storm, plant breakdown, strike, lock outs, riot, hostilities, non-availability of materials or supplies or any other event outside the control of Sugar Ninja Cakes and Sugar Ninja Cakes shall not be liable for any breach of contract resulting from such an event.

Sugar Ninja Cake’s liability (both in contract and tort) in respect of defects in goods or services shall be limited to the issue of a credit note in respect thereof or granting a refund or other such compensatory measures as Sugar Ninja Cakes at its discretion, considers appropriate in the circumstances and shall be limited to the value of the goods or services giving rise to the claim.

Design Conditions

Alterations & Changes

It is your responsibility to read & check the quote thoroughly; any amendments should be made in writing.

If requested, we will endeavour to adjust the design where possible, but sometimes this is not possible according to the nature of the request or amount of notice given. If the alteration affects the cost, or preparation work for the original design has already been undertaken, then your balance will be adjusted accordingly. Please warn us when you pay your deposit if you are undecided on the design.

Sugar Ninja Cakes reserves the right to charge 75% of the initial quoted price should any changes or alterations reduce the final cost to less than 75% of the original price.

Weather/Climate Conditions 

It is the reasonability of the customer to ensure that the cake will be stored/ set up in an area that is climate controlled to ensure the wedding cake remains intact and retains its original condition.
Extremely high temperatures and humidity due to weather conditions and the lack of a cold environment at the location may adversely affect the condition of the cake. Sugar Ninja Cakes will take every step possible to ensure a quality product upon delivery. Sugar Ninja Cakes cannot be held responsible for unfavourable conditions at the cakes destination.

If you are using real flowers for your cake design, please have your florist provide the exact number of correct flowers or foliage needed to complete the final design & have them left at the venue for me to use on arrival to set up for your wedding delivery. Fresh flowers are not included in the price of any wedding cake design. If a wedding cake is to be dressed with fresh flowers, these are to be provided by your florist.

Sugar Ninja Cakes is not responsible for damages that occur if other parties attempt to place flowers into the cake after delivery. If flowers are provided by an outside source, Sugar Ninja Cakes will use them to achieve the look we discussed or as close as possible to the original design. You acknowledge that fresh flowers are not a food product, and may contain pesticides, insects, dirt, or other contaminants. Sugar Ninja Cakes will only use flowers from the non-toxic lists. These will have been laid on/ inserted into the cake with wrapped stems and Posey picks/straws. All flowers should be handled with care and removed before serving.


Sugar Ninja Cakes cannot guarantee certain colour matches or exact replicas, but will do our best to accommodate requests.

Allergies & Special Dietary Requirements

Special Diets

Please discuss with us if any of your guests have special dietary requirements. Cakes can be made gluten free / egg free / alcohol free / without nuts by request.

Please be aware that although these ingredients can be removed from the cakes, they are still used in our kitchens so we cannot guarantee that any of our cakes are completely free of all traces for people who are highly sensitive.

Non-Edible Items

Most cakes contain small proportions of inedible items, it is the clients responsibility to ensure

these are removed by your caterer/guests before consumption e.g. support dowels in tiered

cakes, ribbon, wires in sugar flowers. You will be advised of the placement of such items, however it is your responsibility to ensure that your venue / caterer/guests are aware that these items should be removed prior to consumption.

Delivery and Collection

All orders may be collected free of charge from Sugar Ninja Cakes by prior arrangement. We accept no responsibility for any damage sustained to the cake once it has left the premises. If you choose to collect the cake, we will not be held liable for any damage to the cake once it has left our premises. Tiered cakes are most at risk during transport, so please seek our advice on how to transport it, and we highly recommend you check if your wedding insurance covers cake damage. To ensure your cake is as fresh as possible, we recommend it is collected the day before the wedding. Your order may be collected at a pre-arranged time, I will do my best to accommodate requested collection time. Please be sure to schedule your pick up/delivery time time as accurately as you can. If you feel like you are going to be late, please contact us as soon as possible.

Late requests for delivery (after securing the booking based on collection) will be accommodated where possible, but cannot be guaranteed, as earlier delivery commitments must take priority.

If delivery has been requested, we will deliver the cake on the day set out in the order confirmation to the address provided. 

When delivering to a wedding venue, we will contact the venue in advance to arrange a mutually convenient time for delivery. If we set up the wedding cake, we shall take photographs of the cake before leaving and, where possible, obtain a signature from the venue confirming the cake has been received in good condition. Should the venue need to set up the cake themselves, we shall explain how the cake is to be displayed and where possible, obtain a signature to verify we have done so. Once the cake has been delivered, we are unable to accept any liability for any damage sustained to the cake thereafter, nor any failure to follow the instructions provided.

Delivery charge is calculated on a mileage and time basis. If you choose delivery, it is our intention that your cake will be delivered in perfect condition prior to the start of your reception. However we ask for patience with factors that may be beyond our control (e.g. traffic conditions) as we cannot be held liable for any such delays. It is your responsibility to ensure you inform us of your correct ceremony & reception time plus the postcode of the venue. In the unlikely event of late delivery, the maximum compensation will be a refund of the delivery price.

We cannot be held liable for any damage that is rendered to the cake at the venue once we have left the premises. It is with this in mind that we require somebody responsible, to check that they are happy with the cake before we leave and sign to acknowledge receipt. This may be your wedding coordinator, planner or caterer. You are responsible for providing an appropriate and secure table and environment for the cake(s). Cakes are heavy and require a sturdy table.

You are advised that when transporting your cake it should be kept in the box provided on a flat clean surface. The flat surface of a car boot (with no items that could fall into it) or in the footwell of a passenger seat is the ideal place for the box to be placed. It should be out of direct sunlight. It should not be transported on a car seat.

Cake Set up

It is the clients’ responsibility to ensure arrangements are made for the cake table, linen, cake

stand & knife, which should all be set-up prior to our arrival, (unless there is an agreement that we will liaise with the venue on your behalf). If any delay is incurred due to these not being set-up, we reserve the right to charge for any delay incurred or leave the cake with the event manager to assemble / move into position as appropriate. Please take extra care to ensure a stable cake table if you are having a marquee wedding, as surrounding floor boards can easily rock the cake once stood on.

Storage & Consumption


Please remember that cake decorations are very delicate items, and we cannot accept responsibility for damage that is done to the cake after it has left our possession. 

If any damage is rendered to the cake after it has left our possession, then you can advise us and request a repair, which will be costed accordingly, including transport costs if appropriate.

Best Before Date

Your cake is baked to ensure it is fresh for the date of your event. After this date, we advise

sponge cakes are frozen as soon as possible to ensure their condition is maintained, otherwise, we cannot guarantee its quality if it’s consumed more than 48 hours after the event. Our cakes are made entirely of natural ingredients, so we’d like to remind you that because of this they will not have the extended shelf life of most supermarket cakes, which contain additives and preservatives to ensure their prolonged life. Freezing the cake however, preserves the taste of the sponge and icing as much as feasibly possible, but please bear in mind that it will affect the visual appearance of the icing, as condensation will form upon defrosting. Food hygiene recommendations recommend that food should only be frozen for a maximum of 3 months.

Once home, the cake should be wrapped in clingfilm to remove as much air as possible, then stored in an airtight container or ziploc bag before freezing for a maximum of 3 months. The cake should not be refrozen if defrosted, therefore it may be appropriate for you to cut it into convenient portion sizes before freezing, so that it can be defrosted on a per portion basis. Please allow 1-2 hours to fully defrost before eating.

Sugar paste cakes should not be refrigerated, as it will cause condensation to form on the surface of the icing. Refrigeration also accelerates the staling of the flour in the cake, so should only be used with extreme caution e.g. if hot weather is compromising the quality of a chocolate decorated cake. 


If you have concerns about your cake, please notify us upon delivery / inspection so that we have the opportunity to rectify it in time for your event. We highly recommend a member of the family / event manager as the designated point for the day, to help ensure all runs smoothly.

All other concerns should be made in writing, and evidence of the fault should be included. A refund is only given if the uneaten cakes are returned, and are unsuitable for consumption / not as described in the written quote. No refunds are given due to change of mind. Any refund given for disputes regarding cake design or production of a design is at the discretion of Sugar Ninja Cakes. Full refunds will not be given for any cake that has been consumed regardless of dispute, as consumption of the cake is viewed as your acceptance that the cake/product is adequate for the purpose for which it has been supplied.

In the unlikely event of late delivery (defined as delivery after the start of the wedding breakfast), the maximum compensation will be a refund of the delivery price. We ask for patience with factors that may be beyond our control (e.g. traffic conditions) as we cannot be held liable for any such delays.

Both Parties agree to not post any negative information about the other arising out of this Contract or Event on any online forum or website without providing advance written notice of the intended content thereof and providing the other party with a prior opportunity to resolve any issues between the parties amicably.

Complaints regarding the decoration of celebration cake can be easily repaired so errors of this nature must be pointed out upon delivery/collection to give us the opportunity to correct them. Once payment has been handed over this confirms that decoration is as requested, and no further claims can be made. Wedding cake clients will be sent a detailed sketch of their wedding cake prior to the wedding. It is the client’s responsibility to check that this meets their requirements and raise any issues with us if there are any discrepancies.

Where the complaint is in relation to the quality of the cake then the cake, or reminder of the cake/tier, must be returned to use as soon as possible after cutting and within 48 hours of collection/delivery to ensure that we are able to fairly assess the nature of the complaint.

Please note we can only deal with the client who placed the original order.

Sugar Ninja Cakes would really appreciate your feedback. If you have pictures of you and your cake/product that you would like to share with Sugar Ninja Cakes, please tag us, that would be wonderful. Thank you

Social Media/Photography
Sugar Ninja Cakes reserves the right to use photographs of cakes and products made by them for advertising purposes, marketing and promotion of the business. Any photos Sughar Ninja Cakes takes will belong to Sugar Ninja Cakes. This will include social media for example Facebook, Instagram and our Website. The photos may be used for future publications or advertising. Should you send any photos to Sugar Ninja Cakes ie of the cake cutting, this will be seen as permission to share on our website and social media. These will not be submitted for social or websites unless we have your permission. If any professional photos are shared with us we will credit the photographer. Sugar Ninja Cakes will not publish pictures until after the date of your celebration so that we do not spoil your big reveal.


We respect your privacy and comply with GDPR with regard to your personal information. These terms and conditions should be read alongside our privacy policy.

When you contact Sugar Ninja Cakes about ordering a cake, we have to collect a small amount of data, usually your name and contact details (phone and email). Sometimes if delivery is required we may need your home address.

If you pay by online banking we do not hold your bank or card details or have access to them. Sugar Ninja Cakes will never share your personal details with any other company. At Sugar Ninja Cakes, we only use the data you have given to us to administer your account while your enquiry and order is active. Once the order is complete we may contact you to ask for a review, should you not wish to be contacted please let us know. Your data will never be shared with 3rd party companies.

You may request details of your personal information which we hold under the data protection act. you may request for this information to be deleted at any time.

Exclusivity Agreement

The Client acknowledges and agrees that the Sugar Ninja Cakes shall be the sole provider of baked goods for the event and that no other baker, bakery, or individual shall be permitted to provide any baked goods, including wedding cakes or dessert items, for the same event without the express written consent of the Sugar Ninja Cakes.

In the event the Client wishes to have additional baked goods from another source, the Client shall provide written notice to the Baker at least [number of days/weeks] prior to the event date, and the Baker may, at its sole discretion, grant or deny such permission.

By placing an order with Sugar Ninja Cakes, you acknowledge that you have read, understood, and agreed to these terms and conditions.