Use of the Harrods card on the cashless system is subject to these terms and conditions which may be amended from time to time. It is your responsibility to familiarise yourself with these terms and conditions, which will be permanently displayed on the web portal via a link.

This Harrods card remains the property of Harrods Ltd (“Harrods”). In the event of your termination from Harrods employment or the termination of your store approval, you must return the card to your line manager.

You must not allow anyone else to use your Harrods card or the facilities to which the Harrods card gives access. You must not, for example, allow anyone without a valid Harrods card to follow you into an access-controlled area. You must not share or lend your Harrods card to anyone to make purchases (for themselves or on your behalf).

When money is added to your Harrods card, this money belongs to you. Refunds will only be made to you and not to any third party.

On your last day of employment in Harrods, you may request a refund of the positive balance on your card. Refunds can be obtained from the following locations

  - Cash refund from the Coin Centre in Knightsbridge
  - Cash refund from the Operations Manager in Thames Valley Distribution Centre
  - Card refund from Finance, 2nd floor, 68, Hammersmith or call Finance on ext. 7579

If, on termination of your employment or store approval, you have a negative balance on your Harrods card, Harrods reserves the right to require you to immediately repay the balance or to deduct the amount which is owing from you to Harrods from any payments which are owed by Harrods to you.

In the event that your Harrods card is damaged or does not work, or if you have a dispute regarding the balance on your card, please contact the Harrods Service Desk. If the Service Desk is unable to resolve the issue, your query will be escalated within the catering team / IT.

Any lost or stolen Harrods cards must be immediately reported to Harrods Security, the IT Service Desk or by blocking the lost card via the online portal. Harrods will not be responsible for any funds spent without your permission between the time of losing the card and the time of reporting the loss. You will be issued with a new Harrods card and any funds on your lost Harrods card which Harrods agrees to reimburse will be credited to your new Harrods card within 5 business days.

If you are entitled to a refund for any purchase, the refund will only be issued as a credit to your Harrods card. Refunds may take up to 5 business days to be processed and credited to your card.

The technology in your Harrods card is similar to Oyster and other payment cards. Because of this, be sure to keep your payment cards separate. Harrods will not be responsible for any disruption caused by the Harrods card to your Oyster account, bank account or any other payment account.

In the unlikely event of a systems failure, Harrods will use reasonable endeavours to make temporary alternative arrangements to minimise any disruption. If, because of a systems failure, you are unable to use the cashless system to add money to your Harrods card or the auto top up feature (if applicable) is not available, Harrods may permit you to use your card to spend up to £5 until the system has been restored. If you have a negative balance on your card once the system has been restored, you must credit the card as soon as possible. You will not be able to make any further purchases using your card until your negative balance has been cleared.

No interest will be paid to you on the balance held in your account, regardless of how long it is held.

You are responsible for their funds held on the card at all times.

Other than as expressly set out in these terms and conditions, Harrods accepts no liability or responsibility to you for your use of the Harrods card and the cashless system.

Privacy Notice

The cashless payment system is operated by VMC. When you use the web portal to load funds onto your Harrods card, your payment card details are stored on VMC’s systems and you acknowledge that Harrods and VMC will process your personal data for the purposes of providing and maintaining the cashless system.

This Privacy Notice applies to the web portal and the auto top up feature. For more information about how Harrods uses your personal data, please read the full Harrods Employee Privacy Policy which can be found on Omnia.

Please refer to the web portal Cookies Policy (https://hrds.vmcflex.co/fup/cookies.aspx) for more details about how the web portal uses Cookies.

Harrods is committed to the protection of your personal and financial information through the use of the web portal and auto top up feature. As such, the information collected from you will be used in accordance with applicable data protection legislation and other applicable laws.

We will collect your personal details provided by you when you register or update your account including your name and email address and payment card details. When you begin to use the service, we will collect information about the transactions you undertake, including details of payment cards used.

During the registration process your payment cards will be authenticated online by our payment service provider, Worldpay.

Should you choose to, you can opt for the auto top-up feature which allows an automated top-up to be made every time your cashless payment card balance falls below a set threshold level. You also have the option to enable Quickload. Quickload allows you to save your card details for future use which means that you won't have to enter in your name and card details each time.

The main reasons that we collect and store your information are to:

  •  Create an account for you to use the web portal (including but not limited to the auto top up service)
  •  Provide you with this service
  •  Understand how you use the service to help us improve our service for you
  •  Update your account with changes that you have made
  •  Check that you are a registered customer by requesting a password or PIN or other security information before allowing you to use this service
  •  Record transactions made by you so you can review them, as well as to provide you with a transaction statement
  •  Collect payment from you
  •  Customise the content and/or layout of our page for each individual user
  •  Communicate with you to confirm transactions you have made or changes to your account details
  •  Enable us to comply with our legal and regulatory obligations

From time to time, it may be necessary for us to collect further information from you through monitoring the use of the service. We will only ever do this for operational reasons.

Please note that there may be instances where it may be necessary for VMC to communicate with you for administrative or operational reasons relating to this service. Where this is the case, it may need to validate your identity before proceeding.

VMC treats the information you provide directly to it with the utmost confidentiality. Where a disclosure to a third party is necessary, VMC will take steps to ensure that the third party has an adequate level of security and will only disclose it to:

  •  Where necessary to provide elements of the services
  •  If failure to disclose it would prejudice the prevention and detection of crime
  •  As may be required by law (including at the request of any regulatory body or government agency) or any exemption under applicable data protection legislation

We can change these terms and conditions (including the Privacy Notice) at any time by placing an amended copy of these terms and conditions on the web portal. We will give you reasonable notice of any changes. We will notify you of material changes directly by email to the address registered with your account. If you do not agree with the changed terms and conditions, you may stop using this service. If you continue to use this service after the date on which the change comes into effect, your use of this online service indicates you agree to the changed terms and conditions.

If you have any specific enquiries or queries in relation to this service, please contact the Harrods service desk on 020 7893 8585, option 2; or read our web portal FAQs: (https://hrds.vmcflex.co/fup/faq.aspx).