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Privacy Policy
This privacy notice tells you what to expect us to do with your personal information.
• Contact details
• What information we collect, use, and why
• Lawful bases and data protection rights
• Where we get personal information from
• How long we keep information
• Who we share information with
• Sharing information outside the UK
• How to complain
Contact details
hello@whenandwhereevents.com
What information we collect, use, and why
We collect or use the following information to provide services and goods, including delivery:
• Names and contact details
• Photographs or video recordings
• Records of meetings and decisions
• Information relating to compliments or complaints
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
• Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.
• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
• Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to
processing.
• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide services and goods are:
• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: to respond to enquiries, communicate with prospective clients and manage our business relationships.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Where we get personal information from
• Directly from you
How long we keep information
We only keep personal information for as long as necessary for the purpose for which it was collected. Different types of information may be kept for different periods.
Financial and accounting records are kept for the period required by HMRC and other applicable legal requirements. As a sole trader, this generally means keeping records for at least 5 years after the 31 January Self Assessment deadline for the relevant tax year.
Client and booking information is kept for as long as necessary to manage the event, provide our services and deal with any queries or obligations arising afterwards.
Enquiry and meeting information that does not result in a booking is reviewed periodically and deleted when it is no longer needed.
Photographs and videos used with permission for our portfolio, website or social media may be retained for as long as they remain relevant to our business and we have an appropriate basis or permission to use them. We will remove them if permission is withdrawn where applicable.
We periodically review the personal information we hold and securely delete or anonymise information when it is no longer required.
Children’s personal information
We may collect limited personal information about children where this is necessary to plan and coordinate an event, such as their name or role in a wedding.
We take care to handle children's personal information appropriately and only collect information that is necessary for the event.
Who we share information with
Data processors
Wix - Website hosting and website services, IT service provider
This data processor does the following activities for us: Website hosting, storageand processing of personal information submitted through our website, including contact form enquiries.
Others we share personal information with
• Professional or legal advisors
• Relevant regulatory authorities
• Suppliers and service providers
Sharing information outside the UK
Where necessary, our data processors may share personal information outside of the UK. When doing so, they comply with the UK GDPR, making sure appropriate safeguards are in place.
Organisation name: Wix.com Ltd.
Category of recipient: Website hosting / IT service provider
Country the personal information is sent to: Israel
How the transfer complies with UK data protection law: The country or sector has been assessed as providing adequate protection to data subjects (also
known as Adequacy Regulations or UK data bridge)
How to complain
If you have any concerns about our use of your personal information, you can make a data protection complaint to us:
Email: hello@whenandwhereevents.com
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint