Terms & Conditions
1. Refresh overview
1.1. All University of Leeds members, when registered on the Refresh card scheme will receive a Refresh Card (‘Card’) allowing them to:
1.1.1. Pay for food across the University outlets, assisting them to manage expenditure throughout the year
1.1.2. Receive a 10% discount on selected products within all of the University’s outlets.
1.1.3. Receive loyalty points on products when purchased with a Refresh card. You will earn 3 points for every complete £1 spent.
2.1. A Refresh account is personal to the registered Refresh account holder
2.2. Any dealings that are necessary will be with the account holder
2.3. Although account holders can arrange for a third party to top-up their account on their behalf, we will only deal with the registered account holder
2.4. The University reserves the right to change these terms and conditions. If it does so it will notify you by email and you will have a chance to terminate your membership with a full refund of any credit on your card.
3. Opening an account
3.1. An account can be opened via the online Refresh card portal page.
3.2. We reserve the right to refuse acceptance onto the Refresh scheme
4. Online Payments
4.1. Online payments into the Refresh scheme can be made online via the Refresh card portal page.
5. Card ownership
5.1. The Card will remain the property of the University of Leeds at all times
6.1. Communication with Refresh account holders, once registration has been completed, will be via their registered email address. By signing up to the Refresh card customers consent to the receipt of email notifications of offers from the Refresh card team. Your contact details will not be shared with any third parties and you may unsubscribe at any time by following the relevant link in the email.
7. Areas of availability
7.1. All of the Great Food at Leeds cafés accept the Refresh card, a list of these can be found online here.
7.2. The Meal Plan Package is only available to use in the Refectory and Hugo, The Camionnette Café.
8. Topping up
8.1. Account holders may add funds to their Refresh card account online by logging into their Refresh card account here.
8.2. Third parties may add funds to a Refresh card account online once the account holder has added their email address to the account, this is done by following the link sent via email to the third party (it is not possible for the third party to view the account details, only to add funds).
8.3. The system has a facility for auto-top up which allows the account to be automatically credited when it falls below a chosen amount. A pre-determined bank card is chosen from which to take the funds.
8.4. The University accepts no liability if unable to accept card payments due to technical problems.
9. Termination/Suspension of Refresh
9.1. The Refresh scheme has no scheduled end but will be reviewed by the University on an annual basis
9.2. The University reserves the right to terminate or suspend the operation of the Refresh card scheme for any reason at any time
9.3. Registered Refresh account holders will receive a full refund of any unspent funds in the event of termination or suspension of the Refresh scheme
10. Withdrawal from Refresh
10.1. On withdrawal from the Refresh scheme, account holders must specify whether they require a refund. If a refund is not specified we will assume that the Refresh account holder will spend any remaining funds on their Refresh card to reach a zero balance
10.2. Refunds from unspent balances on a Refresh card will not be provided automatically in the event of an account holder leaving the University. The account holder must request to be withdrawn from the Refresh scheme to obtain a refund
11. Inactive Accounts
11.1. Any Refresh account found to be inactive for a period of 18 months or more will be closed. Refunds will not be available after 18 months or more of inactivity.
12.1. The University of Leeds will use all reasonable endeavours to return all unspent funds on accounts to account holders within 28 days of termination of, or withdrawal from, the Refresh scheme
12.2. The minimum amount for any refund is set at £10
13.1. Once the Card has been issued, the account holder is responsible for the Refresh card and the funds on the account unless and until the Refresh card is returned to the University or is reported lost or stolen in accordance with these terms and conditions
13.2. Refresh account holders cannot loan their Refresh 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 Refresh will be subject to University disciplinary procedures and/or will be reported to the Police for further investigation/prosecution
13.4. Refresh account holders cannot transfer money from their Refresh card onto another account holder’s card
13.5. The Refresh card is not transferable
13.6. The University reserves the right to retain the Refresh card at any time and in its absolute discretion
14. Lost/stolen cards or mobile phones
14.1. In the event of an account holder losing their Refresh card or registered device they must as soon as is reasonably practicable log the card as lost/stolen on the Refresh card portal or remove the registered device.
14.2. As soon as the account holder has logged the card as lost/stolen online the Refresh card will be inactive and no funds will be available to spend.
14.3. The account holder can pick up a replacement card from any of the Great Food at Leeds cafés. The new card will then need to be linked with the account holders personal account online.
14.4. As soon as a new card is linked to the account any unused credit will be available to spend.
14.5. All Refresh card holders and Meal Plan Package students may have 1 additional card free of charge and any further cards will incur a £10 charge.
15. Corrupt/Damaged cards
15.1. When a Refresh card cannot be read by the card reader at the payment terminal, the account holder can pick up a replacement card from any of our cafés. The new card will then need to be linked with the account holders personal account online.
15.2. As soon as a new card is linked to the account any unused credit will be available to spend.
15.3. The card has a microchip embedded in it. Please take care not to damage the card – it should not be bent, punctured or defaced in any way. Do not attach your card to a keyring. You may be charged for a replacement card.
16. Data protection
16.1. The University of Leeds undertakes to meet the conditions of the Data Protection Act 1998 when collecting personal data. The data collected will only be that offered by the user and will only be used for the purposes of Refresh scheme and will not be disclosed to any unauthorised person or organisation
17. Feedback procedure
17.1. All feedback regarding any aspect of the local services should be directed to the manager of the particular unit/area. Please ask a member of staff in the unit for details of the feedback process. Alternatively, please fill out a comment form here, or email firstname.lastname@example.org details can be found on the Great Food at Leeds Website.
17.2. Feedback for Refresh should be made via email to email@example.com
18. Meal Plan Package
18.1. All students living in Ellerslie, Lyddon & Charles Morris Halls will receive a Meal Plan Package which is designed to allow them to purchase two meals a day.
18.2. The Meal Plan Package will be available to spend via the students Refresh card which they will be given on arrival at their Hall of Residence and is available to use on the designated Meal Plan Package dates.
18.3. The Meal Plan Package Refresh Card account is registered to a students University of Leeds email address.
18.4. Students must set their password here to view their Refresh card account details, to add funds, view points and check balance.
18.5. The Meal Plan Package can only be used in the Refectory and Hugo the Camionnette Café.
18.6. The Meal Plan card can be used at the times indicated on the Meal Plan Package web page here.
18.7. Each day during term time credit is added to the students Refresh Meal Plan Package to spend that day. The credit added is outlined on the Meal Plan Package web page here.
18.8. Any unspent balance will not be carried forward to future days.
18.9. Students may have a Meal Plan Package and also top up a Refresh card balance. If using the Refresh card at the Refectory or Hugo the students Meal Plan Package credit will be used first followed by the Refresh card balance.
18.10. If the Refectory is closed for an event all students with a Meal Plan Package will be contacted via email, they will have the option to collect a take away meal for that day.
18.12. If a student cannot get to the Refectory before 7pm then they can inform the duty manager before 11 am that day and a take away meal will be arranged for collection.
18.13. If a student loses their Refresh card they must follow the steps stated in section 14.
18.14. The Meal Plan Package cannot be used to purchase alcohol or tobacco products.
18.15. Meal Plan Package account holders cannot loan their Refresh card to any other person. It is for the exclusive use of the registered account holder and not otherwise
18.16. Misuse of the Meal Plan Package will result in disciplinary action being taken.
18.17. The University will not be responsible for any losses incurred on lost or stolen cards.
18.18. The University retains the right to freeze cards not being used by the registered cardholder.
19. Limitations on service
19.1 The University will endeavour to ensure Refresh cards, Refresh App and the necessary Refresh scheme infrastructure are working to process purchases by account holders. However, the university cannot guarantee the cards and infrastructure will work all the time. There may from time to time be problems and maintenance issues that lead to Refresh Cards, the Refresh App or infrastructure not temporarily working. The University will look to minimise any inconvenience caused.
19.2 Any concerns about problems with cards or the scheme’s infrastructure must be immediately reported to firstname.lastname@example.org
20. No liability
20.1 The University will not be liable for any loss caused by cards or infrastructure not working.
20.2 In any other circumstances the University is not liable for any financial loss sustained by a customer beyond the amount of credit on a card.
20.2 As stated under clause 14.2 the University will not refund any credit where the card has been used by any third party prior to the card’s cancellation.
21. Loyalty Points
21.1 You will earn 3 points for every complete £1 spent, a transaction of £1.99 will accrue 3 points.
21.2 Items at our discretion may be excluded from earning points.
21.3 We may offer promotional products from time to time which may earn more points if purchased.
21.4 We may offer more points at certain times of the day – times dates and locations will be advertised.
21.5 Points cannot be transferred to other customers.
21.6 Points are redeemed at a value of one pence per point, you are only able to redeem your points against purchases made in participating outlets.
21.7 When using your points to make part or full payment all available points must be redeemed.
21.8 Points will not be exchanged for cash.
21.9 Customers can check the number of loyalty points collected online by visiting: www.leeds.ac.uk/refreshcard
21.10 A Refresh account can hold an unlimited number of loyalty points which do not expire.
22. Refresh App
22.1. The Refresh App can also be downloaded to allow you to make payments at the till. The app is available to download from the relevant app store and details of how to obtain the App are available in all outlets. www.leeds.ac.uk/refreshcard
22.2. The university cannot accept responsibility for any mobile data charges incurred whilst using the App.
23. Hot Drink Stamp Card
23.1. On the purchase of any hot drink at relevant Great Food at Leeds outlets a customer will receive one electronic stamp. On the purchase of a tenth hot drink a voucher for a free hot drink will be added to a customers’ account. A full list of participating outlets can be viewed here.
23.2. The number of stamps accrued can be viewed on a customers’ Refresh account.
23.3. The stamp will be automatically earned at the time of purchase, provided payment is made with Refresh credit by an account holder.
23.4. Redemption of voucher is available at the till of all participating Great Food at Leeds outlets on the purchase of any hot drink.
23.5. Items may be excluded from purchase with a hot drink voucher at some or all participating outlets at the discretion of Great Food at Leeds and will be advertised via our website.
23.6. A Refresh account can hold an unlimited number of vouchers which do not expire.
23.7. Vouchers cannot be transferred to another account or redeemed as cash.