IONIAN WEDDINGS PRVIACY POLICY
Ionian Weddings Limited (a company registered in England and Wales under No: 06137035) of registered address 14 Crane Mews, 32 Gould Road, Twickenham, England, TW2 6RS (“we”, “our” and “us”) are committed to protecting and respecting your privacy. For the purpose of applicable data protection law, we are the data controller.
This Privacy Policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. By visiting www.ionianweddings.co.uk (our “Website”) you are accepting and agreeing to the practices described in this Privacy Policy.
Privacy is very important to us. We will only use Personal Information fairly and will only collect Personal Information where it is necessary for us to do so and relevant to our professional relationship with you.
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How to contact us
1.1. You can contact us in writing at the address provided above or by e-mail at weddings@ionianweddings.co.uk.
1.2. If you contact us to make alterations to your communication preferences, we will process such request within 2 working days of receipt of your request. This means that you may still receive non-essential communications during the intervening time between your request and our processing of the same.
1.3. You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
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Definitions
2.1. In this Privacy Policy:
2.1.1. “you” means an individual who visits our website, makes a query and/or a customer who purchases any of the wedding services and/or products available on our Website from us (the “Services”);
2.1.2. “Contract” means the contract you have with us for the provision of Services to which you agree to purchase and we agree to supply the Services, which shall incorporate our terms and conditions at www.ionianweddings.co.uk/terms-and-conditions/;
2.1.3. “Personal Data” or “Personal Information” means any information relating to an identified or identifiable natural person; and
2.1.4. “Representees” means (where you are purchasing the Services) any persons that you represent including, without limitation, your partner and wedding guests.
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Lawfulness of our Processing your Personal Information
3.1. It is lawful for us to process information about you where we do so for the following reasons:
3.1.1. Where we have a Contract with you, we process personal information about you and your Representees in order to make the Services available to you. We cannot provide the Services without access to this Personal Information. It is your duty to make your Representees aware that their personal data may be shared with us and provide them with appropriate information about how their Personal Data may be processed by us.
3.1.2. We may also pass Personal Information to various third parties who provide services to us or on our behalf for the purpose of fulfilling your Contract, which we require in order to provide you with the Services.
3.1.3. We may also use some Personal Information about you to contact you from time to time about our other services which we believe may be of interest to you. We ask for your consent to this at the time that you complete the ‘contact us’ section on our Website. You can withdraw your consent at any time.
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Personal Information we collect from you
4.1. We will collect the following information about you for the purpose of providing the Services and ensuring that they are best suited to your specific requirements:
4.1.1. Information you give us. This is information about you that you give us by filling in forms on our Website or through corresponding with us by phone, e-mail or otherwise (including where you provide such information in person). It includes information you provide when you register to use our Website, contract for our Services, respond to a survey and when you report a problem with our Website and/or Services. The information you give us may include your name, marital status, address, e-mail address, date of birth, passport details, gender, phone number, financial and credit card information, personal description and photograph. We may also require details of sensitive data including health conditions (where you advise us of any specific allergies/disabilities/reduced mobility that you may have) and/or religious belief.
Where you choose to use our full document preparation service we will also require further information from you including (where applicable) birth certificates, certificates of no impediment, decree absolute, deed polls, adoption certificates, death certificates, passport details, statutory declarations and baptism certificates.
4.1.2. Information we collect about you – we will combine information we collect about you with information you give to us. We will use this information and the combined information for the purposes set out above (depending on the types of information we receive). With regard to each of your visits to our Website and/or your use of the Services, we may collect the following information:
4.1.2.1. technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, browser type and version, time zone setting, browser plug in types and versions, operating system and platform;
4.1.2.2. information about your visit to the Website, including the full Uniform Resource Locators (URL), clickstream to, through and from our Website (including date and time), Services you viewed or searched for, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks and mouse-overs), methods use to browse away from the page and any phone number used to call our customer service number.
4.1.3. Information we receive from other sources. This is information we receive about you if you use any of the other services we provide. In this case we will have informed you when we collected that data if we intend to share those data internally and combine it with data collected on this Website or in respect of the Services. We will also have told you for what purpose we will share and combine your data. We are working closely with third parties (including, for example, sub-contractors in technical, payment and delivery services, advertising networks, analytics providers, search information providers, credit reference agencies). We will notify you when we receive information about you from them and the purposes for which we intend to use that information.
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What we use your Personal Information for
5.1. Information that we obtain from you – we require the Personal Information that we obtain from you to provide you with essential information about the Services and in order to perform our obligations under the Contract. The following non-exhaustive list identifies some of the typical uses:
5.1.1. to carry out our obligations arising from the Contract, provide you with information relevant to the Services or the Website and to send you details of products and Services that you request from us (this may include providing information where changes have been made to the Services or changes to this Privacy Policy);
5.1.2. to provide you with information about other goods and services we offer that are similar to those that you have already purchased or enquired about;
5.1.3. to notify you about changes to our Services;
5.1.4. to respond to any queries that you make, including liaising with you in respect of any complaints or problems you may have with the Services;
5.1.5. to allow us to maintain our accounts and records for the purpose of the Contract;
5.1.6. to enforce the terms and conditions applicable to the Services;
5.1.7. to provide customer support; and
5.1.8. to ensure that content from our Website is presented in the most effective manner for you and for your computer.
Note – we need to process all of this Personal Information in accordance with the Contract to provide the Services you require. If we cannot process this Personal Information, we will not be able to arrange and provide you with the Services.
5.2. We may also use Personal Information about you for non-essential parts of the Services. For example, we may use it to send you promotional or marketing information about us, promotions, events, or anything in which you show an interest. Or we may send you email feedback forms, surveys or requests to vote for us in industry awards to complete about us or any aspect of the Service. Additionally, we may use any photographs or video (“Images”) of your wedding for our reproduction in any publication, presentation, sales or marketing communication (including e-mail or any other electronic communication) or campaign. We ask for your consent to do so when you compete the contact us section on our Website or, in the case of using Images of your wedding for the purposes provided in this clause, we will request your consent prior to using these Images for such purposes.
Note – this usage of your information is on an opt-in basis. If you have opted in, you can choose to opt out at any time by contacting us as we set out at the start of this Privacy Policy.
5.3. Information we collect about you – we will use this information:
5.3.1. to administer our Website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;
5.3.2. to improve our Website to ensure that content is presented in the most effective manner for you and for your computer;
5.3.3. as part of our efforts to keep our Website safe and secure;
5.3.4. to measure or understand the effectiveness of advertising we serve to you and others, and to deliver relevant advertising to you; and
5.3.5. to make suggestions and recommendations to you and other users of our Website about Services that may interest you or them.
5.4. Information that we receive from other sources – we will combine this information with information you give to us and information we collect about you. We will use this information and the combined information for the purposes set out above (depending on the types of information we receive).
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Do we use any other types of data/information?
6.1. We also use information that is not Personal Information. This means that it is not protected by data protection law. However, we strive to be as open and clear with you about what we do with this information.
6.2. We may anonymise data about users of our Website generally and use it for various purposes, including ascertaining the general location of our users and usage of data on the Services. Anonymised data does not identify anyone personally.
6.3. We may aggregate customer information so that it is impossible from the aggregated set of data to identify anyone personally. This sort of aggregated data is valuable to us for the purposes of analysing and understanding market trends in relation to the recommendation and purchasing of the Services. You confirm that you consent to us viewing, monitoring, collecting and recording such information input by you into or arising within the Service and to our dealing with it on an aggregated basis in a manner that does not identify you or those that you represent or attribute any particular information to you or those that you represent and to us collating, compiling, reformatting, reproducing, adapting, translating, arranging, publishing, selling, distributing, dealing with or otherwise commercially exploiting any part of such information or otherwise making it available to any third party on such terms as we deem appropriate. At all times, this data/information is not Personal Data/Personal Information.
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Who do we share Personal Information with?
7.1. Since the nature of our business is to source and provide Services for the purpose of arranging your dream wedding in one of various EU destinations, we are required to share your Personal Information with EU based third parties who provide goods and/or services in order for the Services to be performed as per the terms of the Contract. These EU based third parties include local wedding suppliers and venues in the applicable destination, the Foreign and Commonwealth Office, translators and local embassies and are all third party data processors.
7.2. We have contracts in place with such EU based third parties and we assess them to ensure that they are contractually bound to safeguard your Personal Information.
7.3. We may also exchange Personal Information with third parties for the purpose of fraud prevention or credit risk reduction. Additionally, we may also transfer our databases containing your Personal Information if we sell our business or part of it.
7.4. Save for where expressly permitted within this Privacy Policy, we will not share your Personal Information with any third party without having obtained your express consent unless required to do so by law.
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Where do we store your Personal Information?
8.1. We have in place appropriate technical and security measures to prevent unauthorised or unlawful access to or accidental loss of or destruction or damage to your Personal Information. We store your Personal Information on a secure server. We use firewalls on our servers.
8.2. The transmission of Personal Information via the internet is not 100% completely secure. Although we work hard to protect your Personal Information, we cannot guarantee the security of your Personal Information when transmitted to our Website; any transmission is at your own risk. Once we have received your Personal Information, we will use strict procedures and security features to try to prevent unauthorised access.
8.3. Our security procedures mean that we may occasionally request proof of identity before we disclose Personal Information to you. You are responsible for protecting against unauthorised access to your password and to your computer. We ask you not to share any such password with anyone.
8.4. The Personal Information that we share with our third party data processors may be transferred to, and stored at, a destination outside the European Economic Area (“EEA”), which may not be subject to data protection laws which offer the same rights and protections to you as is the case within the UK and the EU. We only use third party data processors who can demonstrate to us that they are compliant with UK and European data protection law and we will take all steps reasonably necessary to ensure that your Personal Data is treated securely and in accordance with this Privacy Policy and in accordance with the appropriate safeguards as required by relevant data protection law. To obtain further details and a copy of the appropriate safeguards please contact weddings@ionianweddings.co.uk.
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What are you rights concerning Personal Information?
9.1. You have the following rights in respect of your Personal Information:
9.1.1. A right to request from us access to your Personal Data;
9.1.2. A right to request rectification of your Personal Data;
9.1.3. A right to request erasure of your Personal Data;
9.1.4. A right to ask us to restrict processing of your Personal Data and a right to object to our processing of your Personal Data (but if you do either of these, we may not be able to provide you with the Services);
9.1.5. A right to ask us for a copy of any Personal Data that we hold in respect of you; and
9.1.6. A right to lodge a complaint about how we treat your Personal Data with the Information Commissioner’s Office.
Note that if you make a request which restricts or stops us from processing your Personal Data, this may mean that we can no longer provide the Services (in which case our standard cancellation terms shall apply).
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How long will we keep your Personal Information?
10.1. We will only keep Personal Information for as long as we are either required to by law or for a regulatory or operational reason or as is relevant for the purposes for which it was collected. The following limits set out how your Personal Information will be retained by us:
10.1.1. birth certificates, certificates of no impediment, decree absolutes, deed polls, adoption certificates, death certificates, statutory declarations and baptism certificates will only be held on file until your wedding has taken place, thereafter, we will remove these from our files within 3 months;
10.1.2. invoices and financial data is kept on file for up to 6 years from the date of your wedding;
10.1.3. data (including e-mails, letters and telephone conversation notes) relating to any complaints made by you, issues recorded and how the same were resolved in respect of your Contract will be held on file for up to 6 years from the date of your wedding to ensure that we are able to respond fully to any legal claims made by you; and
10.1.4. where you have opted in to receiving direct marketing communications from us, we will keep your Personal Information for the purpose of direct marketing for up to 2 years from the date of your opting into receiving such communications or from the date of your wedding (whichever is the latter).
10.2. We will also keep a record of your name and email address on our suppression list if you request that we do not send you direct marketing.
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Changes to this Privacy Policy
11.1. We may amend this Privacy Policy from time to time and any amended Privacy Policy will be posted on our website. Each time you enter or use the website or the Services, you agree that the Privacy Policy current at that time shall apply to all Personal Information which we hold about you or your Representees.
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Consent
12.1. Where you have given us consent to use your Personal Information in any way, you have a right to withdraw that consent at any time by giving notice to us.
12.2. By submitting Personal Data to us for the purpose of booking Services and having ticked the opt-in boxes in the contact us section of our Website asking for consent, or in the privacy notice provided to you at the time that you entered into the Contract, you consent to our use of your Personal Data and such comparable data belonging to your Representees in the manner described in that privacy notice (as explained further in this Privacy Policy) and you are responsible for ensuring that you have authority to consent on behalf of any of your Representees on behalf of whom you submit data to us.
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Version
13.1. This Privacy Policy was most recently updated in May 2018.