EXCEPTIONAL EVENTS  |   WONDERFUL WEDDINGS  |  YOUR PERFECT PARTIES  |  MEET JULIE

www.yourexceptionalevents.com (our website) is provided by Exceptional Events Ltd (‘we’, ‘our’ or ‘us’). We are the controller of personal data obtained via our website, meaning we are the organisation legally responsible for deciding how and for what purposes it is used.

We take your privacy very seriously. Please read this privacy policy carefully as it contains important information on who we are and how and why we collect, store, use and share any information relating to you (your personal data) in connection with your use of our website. It also explains your rights in relation to your personal data and how to contact us or a relevant regulator in the event you have a complaint.

We collect, use and are responsible for certain personal data about you. When we do so we are subject to the United Kingdom General Data Protection Regulation (UK GDPR).

Given the nature of our website, we do not expect to collect the personal data of anyone under 18 years old. If you are aware that any personal data of anyone under 18 years old has been shared with our website please let us know so that we can delete that data.

This privacy policy is divided into the following sections:

  • What this policy applies to;
  • Personal data we collect about you;
  • How your personal data is collected;
  • How and why we use your personal data;
  • Marketing;
  • Who we share your personal data with;
  • How long your personal data will be kept;
  • Transferring your personal data out of the UK;
  • Cookies and other tracking technologies;
  • Your rights;
  • Keeping your personal data secure;
  • How to complain;
  • Changes to this privacy policy;
  • How to contact us.

What this policy applies to
This privacy policy relates to your use of our website only

Personal data we collect about you
The personal data we collect about you depends on the personal data that you share with us when communicating with us and when engaging with us for our services. We may collect and use the following personal data about you depending on the services:

  •  Your name, address and contact information, including email address and telephone number and company details;
  • any addresses specified for use of our services;
  • information to check and verify your identity, eg date of birth;
  • your gender, if you choose to give this to us;
  • your billing information, transaction and payment card or other payment method information;
  • bank account and payment details;
  • details of any information, feedback or other matters you give to us by phone, email, post or via social media;

Sometimes you can choose if you want to give us your personal data and let us use it. Where that is the case we will tell you and give you the choice before you give the personal data to us. We will also tell you whether declining to share that personal data will have any effect on any of your use of our website or any services on it.

We collect and use this personal data for the purposes described in the section ‘How and why we use your personal data’ below.

How your personal data is collected
We collect personal data from you:

  • directly, when you send us information, such as when you contact us (including via email), send us feedback, and complete customer surveys.

How and why we use your personal data
Under data protection law, we can only use your personal data if we have a proper reason, eg: 

  • where you have given consent
  • to comply with our legal and regulatory obligations
  • for the performance of a contract with you or to take steps at your request before entering into a contract
  • for the purposes of a recognised legitimate interest, or
  • for our legitimate interests or those of a third party

A legitimate interest is when we have a business or commercial reason to use your personal data, so long as this is not overridden by your own rights and interests. We will carry out an assessment when relying on legitimate interests, to balance our interests against your own. You can obtain details of this assessment by contacting us (see ‘How to contact us’ below).

The table below explains what we use your personal data for and why.

What we use your personal data for | Our reasons

Creating and managing your account with us | For our legitimate interests, ie to be as efficient as we can so we can deliver the best service to you at the best price.

Providing services to you | To perform our contract with you or to take steps at your request before entering into a contract

Enforcing legal rights or defend or undertake legal proceedings | Depending on the circumstances:

— to comply with our legal and regulatory obligations
— in other cases, for our legitimate interests, ie to protect our business, interests and rights

Communications with you not related to marketing, including about changes to our terms or policies or changes to the services or other important notices | Depending on the circumstances:
— to comply with our legal and regulatory obligations
— in other cases, for our legitimate interests, ie to be as efficient as we can so we can deliver the best service to you at the best price

Protecting the security of systems and data used to provide the services | To comply with our legal and regulatory obligations

We may also use your personal data to ensure the security of systems and data to a standard that goes beyond our legal obligations, and in those cases our reasons are for our legitimate interests, ie to protect systems and data and to prevent and detect criminal activity that could be damaging for you and/or us | Depending on the circumstances:
— to perform our contract with you or to take steps at your request before entering into a contract
— to comply with our legal and regulatory obligations
— where neither of the above apply, for our legitimate interests, eg making sure that we can keep in touch with our customers about existing orders and new products

Updating and enhancing customer records | Depending on the circumstances:

— to perform our contract with you or to take steps at your request before entering into a contract
— to comply with our legal and regulatory obligations
— where neither of the above apply, for our legitimate interests, eg making sure that we can keep in touch with our customers about existing orders and new products

Disclosures and other activities necessary to comply with legal and regulatory obligations that apply to our business, eg to record and demonstrate evidence of your consents where relevant | To comply with our legal and regulatory obligations

To share your personal data with members of our group and third parties that will or may take control or ownership of some or all of our business (and professional advisors acting on our or their behalf) in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale, initial public offering or in the event of our insolvency. In such cases information will be anonymised where possible and only shared where necessary | Depending on the circumstances:
— to comply with our legal and regulatory obligations
— in other cases, for our legitimate interests, ie to protect, realise or grow the value in our business and assets

Voluntarily sharing relevant personal data with public authorities, regulators or other bodies exercising official functions in response to written requests where we consider disclosure is necessary and appropriate | For a recognised legitimate interest, namely to respond to a request from another organisation that needs the personal data for the purposes of carrying out its task in the public interest or exercising its official authority

How and why we use your personal data — in more detail
More details about how we use your personal data and why are set out in the table below. 

Purpose

Communications with you not related to marketing, including about changes to our terms or policies or changes to the products or other important notices 

Processing operation

Addressing and sending communications to you as required by data protection laws, ie UK GDPR or Data Protection Act 2018

Addressing and sending communications to you as required as required by legislation

Addressing and sending communications to you about changes to our terms or policies or changes to the products or other important notices (other than those addressed above)

Lawful basis relied on under UK GDPR

Processing is necessary for compliance with a legal obligation to which we are subject (Article 6(1)(c))

Processing is necessary for compliance with a legal obligation to which we are subject (Article 6(1)(c))

Our legitimate interests (Article 6(1)(f)), which is to be as efficient as we can so we can deliver the best service to you

Relevant categories of personal data

— your name, address and contact information, including email address and telephone number and company details

— your name, address and contact information, including email address and telephone number and company details

— your name, address and contact information, including email address and telephone number and company details

How and why we use your personal data — Special category personal data
Certain personal data we collect is treated as a special category to which additional protections apply under data protection law:

  • personal data revealing racial or ethnic origin, political opinions, religious beliefs, philosophical beliefs or sexual orientation.

How and why we use your personal data — sharing
See ‘Who we share your personal data with’ for further information on the steps we will take to protect your personal data where we need to share it with others.

Marketing
We will only use your personal data to send you information regarding any active services you have with us.

Who we share your personal data with
We routinely share personal data with:

  • third parties we use to help deliver our services to you, eg banks
  • We only allow those organisations to handle your personal data if we are satisfied they take appropriate measures to protect your personal data.

We or the third parties mentioned above might also share personal data with:

  • our and their external auditors, eg in relation to the audit of our accounts, in which case the recipient of the information will be bound by confidentiality obligations
  • our and their professional advisors (such as lawyers and other advisors), in which case the recipient of the information will be bound by confidentiality obligations
  • law enforcement agencies, courts, tribunals and regulatory bodies to comply with our legal and regulatory obligations
  • public authorities, regulators and other bodies exercising official functions, where they make a written request for personal data they need for their public task or official functions and we decide it is necessary and appropriate to disclose it
  • other parties that have or may acquire control or ownership of our business (and our or their professional advisers) in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale, initial public offering or in the event of our insolvency — usually, information will be anonymised but this may not always be possible. The recipient of any of your personal data will be bound by confidentiality obligations
We will not share your personal data with any other third party unless required for the completion of services rendered.
 
Who we share your personal data with — further information
If you would like more information about who we share our data with and why, please contact us (see ‘How to contact us’ below).
 
How long your personal data will be kept

We will not keep your personal data for longer than we need it for the purpose for which it is used. Different retention periods apply for different types of personal data. Following the end of the of the relevant retention period, we will delete or anonymise your personal data.

Transferring your personal data out of the UK

Countries outside the UK have differing data protection laws, some of which may provide lower levels of protection of privacy.
 
We do not envision any sharing of personal data outside of the UK. However, should this be the case, we will comply with applicable UK laws designed to ensure the privacy of your personal data.
 

We will transfer your personal data to:

  • our service providers located outside the UK, on an ad-hoc basis should your use of our services deem it necessary.

Under data protection laws, we can only transfer your personal data to a country outside the UK where:

  • the UK government has decided the particular country ensures an adequate level of protection of personal data (known as an ‘adequacy regulation’) further to Article 45A of UK GDPR. A list of countries the UK currently has adequacy regulations in relation to is available here. We rely on adequacy regulations for transfers to the following countries:
  • there are appropriate safeguards in place, together with enforceable rights and effective legal remedies for you, or
  • a specific exception applies under relevant data protection law
    Where we transfer your personal data outside the UK we do so on the basis of an adequacy regulation or (where this is not available) legally-approved standard data protection clauses recognised or issued further to Article 46(2) of UK GDPR. In the event we cannot or choose not to continue to rely on either of those mechanisms at any time we will not transfer your personal data outside the UK unless we can do so on the basis of an alternative mechanism or exception provided by UK data protection law and reflected in an update to this policy.
    Any changes to the destinations to which we send personal data or in the transfer mechanisms we rely on to transfer personal data internationally will be notified to you in accordance with the section on ‘Changes to this privacy policy’ below.
Transferring your personal data out of the UK — further information
If you would like further information about data transferred outside the UK, please contact us (see ‘How to contact us’ below).
 
Cookies and other tracking technologies
A cookie is a small text file which is placed onto your device (eg computer, smartphone or other electronic device). In using our website, we only make use of essential cookies. These help keep the site working properly. We do not use any cookies for tracking purposes.
 
For further information on cookies please contact us (see ‘How to contact us’ below)
 
Your rights
You generally have the following rights, which you can usually exercise free of charge:

Access to a copy of your personal data | The right to be provided with a copy of your personal data

Correction (also known as rectification) | The right to require us to correct any mistakes in your personal data

Erasure (also known as the right to be forgotten) | The right to require us to delete your personal data — in certain situations

Restriction of use | The right to require us to restrict use of your personal data in certain circumstances, eg if you contest the accuracy of the data

Data portability | The right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party — in certain situations

To object to use | The right to object:
— at any time to your personal data being used for direct marketing (including profiling)
— in certain other situations to our continued use of your personal data, eg where we use your personal data for our recognised legitimate interests or legitimate interests unless there are compelling legitimate grounds for the processing to continue or the processing is required for the establishment, exercise or defence of legal claims

Rights in respect of automated decision-making | Where significant decisions (those which produce a legal or similarly significant effect on you) are made using your personal data and based on solely automated processing with no meaningful human involvement, you have the right to have certain safeguards in place to protect your data subject rights, freedoms and legitimate interests. These safeguards include giving you information about the decision and enabling you to make representations, obtain human intervention, and contest the decision. In addition to also requiring the above safeguards, significant decisions made using special category personal data and based on solely automated processing are only permissible in certain specified scenarios (eg where you have given your explicit consent for the decision to be made using such data). We do not make any such decisions based on data collected by our website

The right to withdraw consents | If you have provided us with a consent to use your personal data you have a right to withdraw that consent easily at any time. You may withdraw consents by contacting us.
Withdrawing a consent will not affect the lawfulness of our use of your personal data in reliance on that consent before it was withdrawn

For further information on each of those rights, including the circumstances in which they do and do not apply, please contact us (see ‘How to contact us’ below). You may also find it helpful to refer to the guidance from the UK’s Information Commissioner on your rights under UK GDPR.

If you would like to exercise any of those rights, email, call or write to us— see below: ‘How to contact us’. When contacting us please:

  • provide enough information to identify yourself (eg your full name, address and customer or matter reference number) and any additional identity information we may reasonably request from you, and
  • let us know which right(s) you want to exercise and the information to which your request relates

Keeping your personal data secure
We have appropriate security measures to prevent personal data from being accidentally lost, or used or accessed unlawfully. We limit access to your personal data to those who have a genuine need to access it.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

If you want detailed information from Get Safe Online on how to protect your personal data and other information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.

How to complain
Please contact us if you have any queries or concerns about our use of your personal data (see below ‘How to contact us’).

You also have the right to lodge a complaint with the Information Commissioner. They may be contacted using the details at https://ico.org.uk/make-a-complaint or by telephone: 0303 123 1113.

Changes to this privacy policy
We may change this privacy policy from time to time — when we make significant changes we will take steps to inform you, for example via email.

How to contact us
You can contact us by post, email or telephone if you have any questions about this privacy policy or the information we hold about you, to exercise a right under data protection law or to make a complaint.

Our contact details are shown below:
+44 (0)7726 763 270
info@yourexceptionalevents.com

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