Privacy Policy

1. About this privacy policy

The Wedding Hand is committed to protecting your personal information and being open about how it is collected and used.

This privacy policy explains how The Wedding Hand handles personal information relating to website visitors, prospective clients, current and former clients, wedding guests, suppliers and other people we communicate with.

The Wedding Hand is operated by Nicole Doherty and is the data controller responsible for the personal information described in this policy.

For questions about this privacy policy or how your personal information is handled, please contact:

Email: info@theweddinghand.com
Website: www.theweddinghand.com

2. The personal information we collect

The personal information collected will depend on how you interact with The Wedding Hand and the services you receive.

This may include:

Contact and identity information

This may include your:

• Name
• Email address
• Telephone number
• Postal address
• Partner’s name and contact details
• Preferred method of communication

Wedding planning information

This may include:

• Wedding date
• Ceremony and reception locations
• Guest numbers
• Wedding budget
• Wedding plans, priorities and preferences
• Timelines and schedules
• Seating plans
• Supplier details
• Venue information
• Accommodation and transport arrangements
• Information about members of the wedding party
• Information contained within planning documents and the Supplier Behind the Scenes Guide
• Any challenges, concerns or additional support requirements you choose to discuss

Guest information

When guest support, invitations or RSVP management form part of the agreed service, The Wedding Hand may receive information about wedding guests.

This may include:

• Names
• Contact details
• RSVP responses
• Plus one information
• Dietary requirements and allergies
• Accessibility requirements
• Accommodation or transport information
• Seating arrangements
• Information needed to communicate important wedding details

Where a client provides personal information about guests or other individuals, the client should make sure they are permitted to share that information and, where appropriate, direct those individuals to this privacy policy.

 

Supplier and venue information

This may include:

• Supplier or venue contact names
• Business contact details
• Contracts, proposals and invoices shared by the client
• Services being provided
• Arrival, collection and setup times
• Information required to coordinate the wedding safely and effectively

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Contract and payment information

This may include:

• Signed agreements
• Package and service information
• Invoice details
• Payment amounts and dates
• Payment status
• Transaction references
• Bank details provided when arranging or receiving payments
• Information required for accounting and tax purposes

Payments are normally made by bank transfer and banking transactions are managed through Mettle. The Wedding Hand does not collect or store payment card details.

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Communications

This may include information contained within:

• Emails
• WhatsApp messages
• Telephone calls
• Online meetings
• Enquiry forms
• Consultation notes
• Social media messages
• Wedding directory enquiries
• Feedback, reviews and complaints

Online meetings or telephone calls will not be recorded without informing you beforehand.

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Photographs, videos and testimonials

Where permission has been provided, The Wedding Hand may collect and use:

• Wedding photographs
• Video footage
• Client reviews
• Testimonials
• Case study information
• Social media content

The use of photographs, videos, testimonials or identifiable case study information will be discussed separately with the individuals involved.

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Website and technical information

When you visit the website, limited technical information may be collected automatically.

This may include:

• Internet Protocol address
• Browser and device information
• Pages viewed
• Time spent on the website
• Referral source
• Cookie preferences
• General website usage information

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3. Sensitive personal information

Wedding planning information may sometimes include more sensitive personal information, such as:

• Allergies or medical information
• Disability or accessibility requirements
• Religious beliefs or ceremony requirements
• Other special category information that you choose to provide

The Wedding Hand will only request this information when it is genuinely needed to provide the agreed service, support someone’s safety or meet their individual requirements.

Where required by data protection law, this information will be processed with the individual’s explicit consent. Access will be limited and the information will only be shared where it is necessary.

Please avoid providing sensitive personal information that is not relevant to the wedding or the services being delivered.

 

4. How personal information is collected

Personal information may be collected:

• When you complete a website contact form
• When you make an enquiry by email, telephone, WhatsApp or social media
• Through wedding directories or other enquiry platforms
• During consultations, planning meetings and venue visits
• When you complete a questionnaire or planning document
• When you enter into a contract with The Wedding Hand
• When you make a payment
• Through communication with your partner, venue, suppliers or guests
• When you leave a review or provide a testimonial
• Through website cookies and similar technologies

Information may also be provided by another member of a couple, a wedding guest, a supplier, a venue or another person involved in the wedding.

 

5. How personal information is used

Personal information may be used to:

• Respond to enquiries
• Arrange consultations
• Prepare proposals and quotations
• Take steps before entering into a contract
• Set up and manage client bookings
• Deliver wedding planning and coordination services
• Understand the couple’s priorities and requirements
• Create timelines, schedules and planning documents
• Research, contact and coordinate venues and suppliers
• Communicate with wedding guests where this is part of the agreed service
• Manage invitations and RSVP responses where applicable
• Support dietary, accessibility and other individual requirements
• Issue invoices and record payments
• Maintain business and accounting records
• Respond to questions, concerns or complaints
• Protect the legal rights of The Wedding Hand and its clients
• Maintain the security of the website and business systems
• Understand and improve the website and services
• Request and publish reviews, photographs or testimonials where permission has been provided
• Send marketing communications where consent has been given or another lawful basis applies
• Meet legal, regulatory, tax and insurance requirements

Personal information will not be used for purposes that are incompatible with those described in this policy unless you are informed and, where required, your consent is obtained.

 

6. Lawful bases for using personal information

The Wedding Hand must have a lawful basis for using personal information.

Depending on the circumstances, the lawful bases relied upon are:

 

Contract

Personal information is processed where it is necessary to:

• Take steps at your request before entering into a contract
• Prepare a proposal or quotation
• Manage your booking
• Deliver the agreed planning or coordination services
• Communicate with you about the service
• Manage invoices and payments

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Legitimate interests

Personal information may be processed where it is necessary for the legitimate interests of operating and protecting The Wedding Hand.

These interests may include:

• Responding to business enquiries
• Managing client and supplier relationships
• Keeping appropriate business records
• Improving services and customer experience
• Protecting the business against fraud or legal claims
• Maintaining website and information security
• Understanding general website performance

The Wedding Hand will consider whether these interests are balanced against your rights and reasonable expectations before relying on this basis.

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Legal obligation

Personal information may be processed where this is necessary to comply with legal obligations, including accounting, tax, regulatory and insurance requirements.

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Consent

Consent may be relied upon for activities including:

• Sending certain marketing communications
• Using non essential website cookies
• Publishing identifiable photographs, videos, reviews or case studies
• Processing special category information where explicit consent is required

You can withdraw your consent at any time by contacting info@theweddinghand.com. Withdrawing consent will not affect processing that took place before consent was withdrawn.

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Vital interests

In exceptional circumstances, personal information may be used or shared where this is necessary to protect someone’s life or physical safety.

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7. Sharing personal information

The Wedding Hand does not sell or rent personal information.

Information may be shared with trusted third parties where this is necessary to provide the service, operate the business or meet a legal obligation.

These may include:

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Venues and wedding suppliers

Relevant information may be shared with venues, caterers, photographers, florists, entertainers, transport providers and other wedding suppliers where needed to plan or coordinate the wedding.

Only information reasonably required for the particular purpose will be shared.

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Wix

The Wedding Hand website is created and hosted using Wix. Wix may process information submitted through the website, including contact form information, technical data and cookie information.

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Google

Google Workspace and Google Drive are used to manage email, documents, planning information, meeting invitations and business records.

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WhatsApp

WhatsApp may be used to communicate with clients, suppliers and other relevant individuals. Messages and contact information are processed through WhatsApp and its associated services.

You should avoid sending highly sensitive information through WhatsApp unless it is necessary.

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Mettle

Mettle is used for business banking and to receive and manage payments. Mettle will process information connected with bank transfers and business transactions under its own privacy terms.

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Professional advisers

Information may be shared with professional advisers where necessary, including accountants, insurers, legal advisers and information technology support providers.

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Government bodies and legal authorities

Information may be disclosed where required by law or where reasonably necessary to:

• Comply with a legal obligation
• Respond to a lawful request
• Prevent or investigate fraud
• Protect the rights, property or safety of The Wedding Hand or another person
• Establish, exercise or defend a legal claim

Third party services may also use personal information according to their own privacy policies. You are encouraged to review the privacy information provided by those organisations.

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8. International transfers

Some of the service providers used by The Wedding Hand operate internationally or may process personal information outside the United Kingdom.

Where personal information is transferred outside the United Kingdom, The Wedding Hand will take reasonable steps to make sure an appropriate level of protection is in place.

This may include relying on:

• United Kingdom adequacy regulations
• Approved contractual protections
• The United Kingdom International Data Transfer Agreement
• The United Kingdom Addendum to approved standard contractual clauses
• Other safeguards permitted by data protection law

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9. How long personal information is retained

Personal information is not kept for longer than it is reasonably needed.

The following retention periods will normally apply:

Enquiries that do not result in a booking

Enquiry information will normally be kept for up to 12 months after the last meaningful contact.

It may be retained for longer where there is a legitimate reason, such as an ongoing enquiry or potential legal issue.

Client and contract records

Contracts, proposals, invoices, payment records, important communications and core client records may normally be retained for up to six years after the services have ended.

This allows The Wedding Hand to meet financial, tax, insurance and legal requirements and respond to any later questions or claims.

Wedding planning documents

Planning documents may be retained for up to six years where they form part of the contractual record.

Information that is no longer necessary for this purpose may be deleted earlier.

Guest and sensitive planning information

Operational guest information, particularly dietary, medical and accessibility information, will be deleted or anonymised as soon as it is no longer reasonably required.

This will normally be completed within 12 months following the wedding unless the information is needed in connection with a complaint, insurance matter, legal claim or legal obligation.

Financial records

Invoices, transaction details and accounting records will normally be retained for up to six years or for any longer period required by law.

Marketing information

Marketing contact information will be retained until you unsubscribe, withdraw your consent or ask The Wedding Hand to stop contacting you.

Limited information may be retained on a suppression list to make sure your request is respected.

Photographs and testimonials

Photographs, videos, reviews and testimonials may be retained for as long as they continue to be used for the purpose agreed with you.

Where their use is based on consent, you can withdraw that consent by contacting The Wedding Hand. This will not affect any lawful use that took place before consent was withdrawn.

Information may be retained for longer where required by law, where a complaint or claim is ongoing, or where it is necessary to establish, exercise or defend legal rights.

When personal information is no longer required, it will be securely deleted or anonymised.

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10. Cookies and website tracking

The website uses cookies and similar technologies.

Essential cookies may be used to:

• Keep the website secure
• Enable basic website functions
• Remember privacy and cookie choices
• Support contact forms and other website features

The website may also use analytics or marketing cookies to understand how visitors use the website and to improve its performance.

Non essential cookies will only be used where you have provided the required consent through the website cookie banner or settings.

You can accept, reject or manage non essential cookies through the cookie controls provided on the website. You may also be able to restrict cookies through your browser settings, although this could affect how parts of the website function.

 

11. Marketing communications

The Wedding Hand may contact you about services, resources, events or business updates where:

• You have asked to receive this information
• You have provided consent
• There is another lawful basis that permits the communication

You can unsubscribe or ask not to receive marketing communications at any time by:

• Using the unsubscribe option contained within an email
• Replying to the relevant message
• Contacting info@theweddinghand.com

Service messages relating to an existing enquiry, booking, contract or payment are not marketing messages and may still be sent where necessary.

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12. Data security

The Wedding Hand takes reasonable technical and organisational measures to protect personal information against:

• Unauthorised access
• Accidental loss
• Misuse
• Alteration
• Disclosure
• Destruction

These measures include using password protected systems, restricting access, maintaining secure devices and only sharing information where it is reasonably necessary.

Although reasonable safeguards are used, no internet based service or method of electronic storage can be guaranteed to be completely secure.

If a personal data breach occurs, it will be assessed and managed in accordance with applicable data protection law. The Information Commissioner’s Office and affected individuals will be informed where required.

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13. Your data protection rights

Depending on the circumstances, you may have the right to:

Access your information

You may request confirmation of whether your personal information is being processed and ask for a copy.

Correct inaccurate information

You may ask for inaccurate or incomplete personal information to be corrected.

Request deletion

You may ask for personal information to be deleted where there is no lawful reason for it to continue being processed.

Restrict processing

You may ask for the use of your personal information to be restricted in certain circumstances.

Object to processing

You may object to processing based on legitimate interests or to the use of your information for direct marketing.

Data portability

In certain circumstances, you may ask to receive personal information you provided in a structured, commonly used and machine readable format, or ask for it to be transferred to another organisation.

Withdraw consent

Where processing is based on consent, you may withdraw that consent at any time.

These rights are not absolute and may not apply in every situation.

To exercise any of these rights, contact:

Email: info@theweddinghand.com

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You may be asked to provide information confirming your identity before a request is completed. There is normally no fee, although a reasonable fee may be charged where a request is manifestly unfounded, excessive or repetitive.

Requests will be handled within the timescale required by data protection law.

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14. Complaints

Please contact The Wedding Hand first if you have any concerns about how your personal information has been handled so that the issue can be investigated.

You also have the right to make a complaint to the United Kingdom’s data protection regulator:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

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Telephone: 0303 123 1113

You can also find further information through the Information Commissioner’s Office website.

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15. Children’s information

The Wedding Hand’s website and services are not directed at children.

Information relating to children may occasionally be provided by an adult where a child is attending or participating in a wedding. This may include names, ages, dietary information, accessibility requirements or information needed for seating, childcare or wedding arrangements.

This information will only be used where reasonably necessary and will be handled with particular care.

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16. Automated decisions

The Wedding Hand does not use personal information to make decisions about individuals solely through automated processing where those decisions would have a legal or similarly significant effect.

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17. Links to other websites

The website may contain links to venues, suppliers, wedding directories, social media platforms and other third party websites.

The Wedding Hand is not responsible for the privacy practices of those organisations. You should review their privacy policies before providing them with personal information.

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18. Changes to this privacy policy

This privacy policy may be updated to reflect:

• Changes to the services provided
• Changes to the systems or suppliers used
• Changes to data protection law or official guidance
• Changes to how personal information is collected or used

The latest version will be published on the website and the date at the beginning of this policy will be updated.

 

19. Contacting The Wedding Hand

For questions, requests or concerns relating to this privacy policy or your personal information, please contact:

The Wedding Hand
Nicole Doherty
Email: info@theweddinghand.com
Website: www.theweddinghand.com