Seren Celebrants are committed to ensuring the security and protection of the personal information that we process. We are also committed to developing a data protection regime that is effective, fit for purpose and demonstrates an understanding of the new General Data Protection Regulations (GDPR) 2018. You can find out more about the GDPR on the website of the Information Commissioner Office. www.ico.org.uk. Our ICO Registration Number is ZB498319.

Nia Bates is the data controller and she is responsible for your personal data (referred to as “we”, “us” or “our” in this privacy notice). We would be grateful if you would contact us first if you have a complaint about the way your data has been handled so that we can try to resolve it for you. If you are not happy with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk).

By providing us with your data, you warrant to us that you are over 18 years of age.

If after reading this statement you have any questions, please contact us. We can be emailed at info@serencelebrants.com.

Always use a secure internet server.

We ask you to read this statement carefully because it contains important information about:

• The personal information we collect about you as a customer/potential customer.
• What we do with your information and whom your information might be shared with.

Examples of Personal Data.

• Your name(s).
• Address(es).
• Telephone number(s).
• Email address(es).
• Your age.
• Your sexuality
• Your race.
• Identifiable Photographs.
• Details of your ceremony and chosen venue.

What information do we collect?

Seren Celebrants will treat your data with respect and it will not be actively shared with third parties unless consent is given by the couple. We may collect the following personal information that you provide us with:

• Your name(s).
• Address(es).
• Telephone number(s).
• Email address(es).
• Your age.
• Your sexuality
• Your race/culture.
• Identifiable Photographs.
• Details of your ceremony and chosen venue.

Please remember that whilst we may not directly ask you for some of these details you may indirectly disclose them to us, for example:

• If you request a same sex ceremony, this will indicate your sexuality.
• If you request a certain theme, this may indicate your race/culture.

You may choose to make such requests in person rather than online if you prefer. You can withdraw your consent to use your personal data.

Seren Celebrants operate an “opt in” approach for data usage and storage. By submitting your details or utilising the website and associated links or forms, you are opting into data collection and usage. (This is known as ‘implied consent.’) On appointment of our services, you will also be asked to sign an opt in data collection form (our booking agreement). You may at any time opt out by making a formal request to us via our email address. Please ensure you receive written confirmation that your “opt out” request has been acknowledged. In this circumstance we will no longer use specific information you have provided from that point on. However, you need to be informed that any published and public materials that already includes your information or photos cannot be recalled.

How we store and destroy the data that we collect.

All personal and sensitive information divulged to us will remain confidential. Paper files will be kept locked at our home address and destroyed after use via shredding. W will keep your personal data for 2 years, unless the period of time between booking and wedding is longer than this, in which case the time would be 6 months after the wedding. Once this time period has expired, we will delete your data by erasing it from our database/hard drive

Please note that email or message correspondence to Seren Celebrants does not offer any additional encryption other than what is provided as standard from both the email servers and web site. We are not affiliated with either of these companies other than as a user of their services and cannot be held liable for any breaches to GDPR regulations made on their part.

Whilst we will make all reasonable efforts to secure your personal data, in using our sites you acknowledge that the use of the internet is not entirely secure and for this reason we cannot guarantee the security or integrity of any personal data that are transferred from you or to you via the internet.

• Personal information provided by third parties.
• Personal Information provided to third parties.

With your permission we may contact a venue/supplier on your behalf. We will always gain your consent first. (You should only disclose details about your suppliers to me that are in the public domain)

Examples of third party involvement:

• We may contact your other suppliers such as the photographer or musician, to ensure they are familiar with the order of the ceremony.
• We may contact your chosen ceremony venue to check on any restrictions they may impose.
• Elements of your script may be anonymised and shared for training and development purposes or to seek professional advice.
• If you submit feedback, your personal data may be used in evaluation and monitoring activities post event Seren Celebrants, to ensure continuing high standards of practice.
• We share my invoices, spreadsheets and bank statements with our accountant in order to comply with tax return regulations, financial records are held for 5 years.
• We would be compelled to share information with law enforcement agencies in connection with any investigation to help prevent unlawful activity or for fiscal agencies such as HMRC.

Additional Data Collected.

All websites including this one collect and store any information you enter on the website or provide us in any other way. In addition, the website logs your Internet protocol (IP) address used to connect your computer to the Internet; this may include but is not limited to login, email address, password, computer and connection information. The site may use software tools to measure and collect session information, including page response times, length of visits to certain pages, page interaction information, and methods used to browse away from the page.

The site may also collect personally identifiable information, including names, email addresses, communications, comments, feedback, product reviews, and recommendations, should you choose to provide them.

Cookies.

Cookies are small pieces of data stored on a site visitor’s browser, they are primarily used to keep track of their movements and actions on a site.

In accordance with the GDPR, we must inform you that my sites use cookies.

Cookies are implemented on every internet site:

Cookie name – Life span:

• svSession – Permanent
• hs – Session
• incap_ses_${Proxy-ID}_${Site-ID} – Session
• incap_visid_${Proxy-ID}_${Site-ID} – Session
• nlbi_{ID} – Persistent cookie
• XSRF-TOKEN – Persistent cookie
• smSession – Two weeks

If you access my site via another web page, an advert link or a social media page, please be aware that these sites also operate their own privacy policies, cookies and tracking. Examples of other web pages or social media pages you may access are:

• Facebook.
• Instagram.

Please check these sites for their privacy policies and cookie usage, which can be found on line.

Internet sites are also monitored for analytical purposes by search engines such as Bing and Google, please check the search engines own policies for their cookie usage and data protection policies. You can set your own device to manage cookies or clear cookies by following the user instruction for your device.

How do websites collect information?

When you interact with or view the website, click on links or utilise the contact form as part of the process, the site collects information about your activity and the associated personal information you provide such as your name, address and email address.

Why is this information collected?

This information is collected for the following purposes:

1. To provide and operate our services.
2. To design and deliver your bespoke ceremony.
3. To provide our customers/visitors/users assistance and technical support.
4. To be able to contact our customers/visitors/users with general or personalised service related notices and promotional messages, if they request such contact.
5. To create aggregated statistical data and other aggregated and/or inferred Non-personal Information, which we may use to provide and improve our respective services.
6. To comply with any applicable laws and regulations.

How do sites store, use, share and disclose site visitors’ personal information?

All web pages are hosted on platforms, which allow us to advertise our services to you. Your data may be stored through the host platform’s data storage, databases and the general applications. It is best practice that they store your data securely. Further detail on host platforms can be found on the host sites privacy statements.

How is communication initiated?

If we need to contact you, it will be through the details you actively provide to us. For example, via email, telephone, text messages, and postal mail. Do Not submit any forms of contact that you do not wish to be utilised.

Access to your Data.

You can request a copy of the information which we hold about you; this is known as a ‘subject access request.’ You may nominate others to access your data via a sharing agreement in writing which must be clearly signed where practical by both members of the Couple. As a minimum the sharing agreement must be signed by at least one member of the Couple.

Right to correct any mistakes or changes about your information.

You can request via email that e correct any mistakes or changes about your information. If you would like to do this, please let us know the information that has changed or is incorrect and what it should be replaced with.

Privacy Statement Updates.

We reserve the right to modify this privacy statement at any time, so please review it frequently. Changes and clarifications will take effect immediately upon their posting on the website. If we make material changes to this statement, we will notify you here of the date that it has been updated. If any changes are made to the privacy statement, your right to “opt out” or “withdraw consent” for data use remains the same.

Questions.

If you have any queries or concerns about the privacy statement or any details we hold about you, please contact us via email.