Privacy Policy

Last updated: June 2025

The Event Company ("we", "us", "our") is committed to protecting your privacy and handling your personal data responsibly. This Privacy Policy explains how we collect, use, store, and protect your personal information when you visit our website, engage with our services, or communicate with us in any way.

Please read this policy carefully to understand how we process your data and your rights under UK data protection laws.

Who We Are

The Event Company is a wedding and event planning business based in Cumbria, United Kingdom. We are the data controller responsible for the personal data we collect and process in connection with our services.

Our website address is: www.theevent-company.co.uk

As the data controller, we are committed to complying with the UK General Data Protection Regulation (UK GDPR) and all relevant data protection laws.

Information We Collect

We may collect and process the following personal data:

Information You Provide Directly

This includes information you voluntarily provide when you contact us, book our services, or communicate with us during the planning process:

Your name, email address, phone number, and postal address (e.g. via contact forms, consultations or bookings)
Event details such as wedding or event date, location, guest count, budget details, itinerary and design ideas.
Preferences, messages, or feedback you share with us.
Business or billing information (for clients, collaborators or vendors)

Information We Collect Automatically

When you visit our website or interact with our online content, we may collect certain technical and usage data, including:

IP address, browser type, and device information.
Website usage data through cookies and analytics tools (e.g. Google Analytics), such as pages visited, time spent on site and referring websites.

How We Use Your Information

We use the personal data we collect for the following purposes:

To provide, manage and deliver our services to you.
To respond to enquiries, provide support and maintain clear communication throughout the planning process.
To personalise and tailor your experience based on your preferences and event needs.
To process bookings, payments, and related transactions securely.
To send email updates, service information, or marketing communications - only where you have opted in.
To improve our website, services, and overall client experience.
To comply with legal, financial, or regulatory obligations.

Legal Basis for Processing

We process your personal data under the following lawful bases, as outlined by UK GDPR:

Contractual necessity – when the processing is required to deliver our services, communicate with you, or fulfil the terms of our agreement.
Legitimate interests – to operate and grow our business, improve client experience, and maintain service quality, provided these interests do not override your rights.
Consent – where you have given clear permission, such as subscribing to marketing communications or opting in to optional services.
Legal obligations – to comply with applicable laws, including tax, accounting, and regulatory requirements.

Marketing Communications

We will only send you marketing emails if one of the following applies:

You have actively opted in, either via our website or during in-person interactions.
You are an existing client, and we have a legitimate interest in informing you about similar services that may be relevant to you.

You can unsubscribe at any time by clicking the link in our emails or by contacting us directly. We will always respect your communication preferences.

Cookies and Analytics

We use cookies to enhance your browsing experience, understand how visitors use our website, and improve our services.

Cookies are small text files stored on your device that help us remember your preferences, analyse site traffic, and ensure the website functions as intended. We may use tools like Google Analytics to collect anonymised data such as pages visited, time spent on site, and how you found us online.

You can control or disable cookies at any time through your browser settings. Please note that disabling certain cookies may impact the functionality or performance of the site.

By continuing to use our website, you consent to the use of cookies as outlined in this section.

Data Sharing

We do not sell, rent, or trade your personal data to any third parties.

We may share your information with carefully selected third parties, only when necessary and in line with this Privacy Policy. This may include:

Trusted service providers who support the operation of our business, such as client planning platforms, email marketing platforms, cloud storage providers, customer relationship management tools, and website hosting services. These providers act on our behalf and are subject to strict data processing agreements to ensure your information remains secure and confidential.
Vendors or collaborators involved in your event, but only with your prior knowledge or consent, for example, providing a venue or supplier with contact or event details to ensure smooth coordination.
Legal or regulatory bodies, when we are required to do so by law or where necessary to protect our legal rights (e.g. in connection with legal proceedings or tax compliance).

All third-party partners and providers are required to handle your data securely and in compliance with UK data protection laws.

Data Retention

We are committed to keeping your personal information secure and only retaining it for as long as necessary to fulfil our legal, financial and professional obligations.

Client Files & Contracts

We retain client files, contracts, and key planning documents for up to six (6) years following the completion of services. This is to comply with UK legal and tax requirements and to protect both parties in the unlikely event of a dispute.

Financial Records

Invoices, receipts, and payment-related information are retained for a minimum of six (6) years, as required by HMRC for tax and accounting purposes.

Emails & Correspondence

Important communications that support our working relationship may be kept for up to six (6) years. Routine or administrative emails may be deleted after two (2) years.

Personal Data

Personal data, such as contact information, dietary needs, and guest lists, is only kept for as long as necessary to deliver our services. Unless required for legal or contractual reasons, this data will be securely deleted within 12–24 months after your event.

Your Data Rights

Under UK data protection law, you have the following rights regarding your personal information:

Access – You can request a copy of the personal data we hold about you.
Correction – You can ask us to update or correct inaccurate or incomplete information.
Deletion – You can request that we delete your data, where legally permissible.
Restriction or Objection – You can object to or request that we restrict the processing of your data in certain circumstances.
Withdraw Consent – You can withdraw your consent at any time where we rely on consent (e.g. for marketing communications).
Lodge a Complaint – You have the right to file a complaint with the UK Information Commissioner’s Office (ICO) if you’re concerned about how we handle your data.

To exercise any of your rights, please contact us at:

emily@theevent-company.co.uk

We aim to respond to all requests within one month, as required by law.

Data Security

We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it from loss, misuse, unauthorised access, alteration, or disclosure.

These measures may include:

Secure, password-protected storage systems (e.g. encrypted cloud platforms)
Access controls to limit who can view or handle your data
Regular monitoring of tools and platforms we use to ensure they remain secure

Please note that while we do our best to protect your information, no system is ever 100% secure. We cannot guarantee absolute security, but we are committed to continually reviewing and improving our practices to keep your data safe.

Third-Party Links

Our website may contain links to third-party websites or platforms for your convenience or reference. Please note that we are not responsible for the privacy practices, content, or security of these external sites.

We encourage you to review the privacy policies of any third-party websites you visit, as their data handling practices may differ from ours.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal obligations. The most recent version will always be available on this page, along with the date of the latest update.

We encourage you to review this policy periodically to stay informed about how we protect your personal data.

Contact Us

If you have any questions about this Privacy Policy or how we handle your personal data, please feel free to contact us:

The Event Company
Email: emily@theevent-company.co.uk

We aim to respond to all queries within a reasonable timeframe and are happy to provide further information or clarification where needed.