Privacy Policy

PRIVACY NOTICE

Dawn Vincent Celebrant is committed to protecting and respecting your personal data. I operate in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Data (Use and Access) Act 2025. This privacy notice explains how I collect, use, store and protect your personal information when you enquire about or engage my services for weddings, naming ceremonies, celebrations of life, memorials, or any other ceremony services I provide. Further information about data protection legislation can be found at the Information Commissioner’s Office: https://ico.org.uk/
If you have any questions about this notice, please contact me at: enquiries@dvcelebrant.co.uk

WHAT PERSONAL DATA I MAY COLLECT

Depending on the nature of your ceremony, I may collect and process the following information:

• Full name(s)

• Address(es)

• Telephone number(s)

• Email address(es)

• Age or date of birth

• Sexual orientation (where voluntarily disclosed)

• Race, culture, or heritage (where voluntarily disclosed)

• Identifiable photographs

• Details of your ceremony and chosen venue

• Personal stories, anecdotes, and biographical details shared for the purpose of writing and delivering your ceremony

• Name and details of the deceased person (where applicable)

• Sensitive information relating to health, prognosis, or cause of death (where voluntarily disclosed for the purpose of ceremony creation)

• Information about family relationships and next of kin

• Details relating to children involved in naming or adoption ceremonies (including names, ages, and guardianship information)

Please note that some of this information may not be directly requested but may be indirectly disclosed through conversations or written communication.

SPECIAL CATEGORY DATA

In some circumstances sensitive personal data (including health information) may be shared with me voluntarily. Where sensitive personal data is provided, it will only be processed:

• With explicit consent

• For the sole purpose of creating and delivering the agreed ceremony

• For no longer than necessary

I will take reasonable steps to ensure that the individual requesting the ceremony has the capacity to provide informed consent. Where appropriate, consent may also be obtained from a nominated representative.

INFORMATION RELATING TO DECEASED PERSONS

While GDPR does not apply to the personal data of deceased individuals, any information shared with me about a deceased person will be treated with the same level of confidentiality, respect, and care as all other personal data.

Such information will be processed solely for the purpose of delivering the requested ceremony.

HOW WE GET THE INFORMATION AND WHY WE HAVE IT

The information will be collected in your contract of services, in our email correspondence and in my website contact form. I also may receive personal information indirectly, such as a referral from someone to whom you have given consent to share your details with me.

Under the General Data Protection Regulation (GDPR), the lawful basis we rely on for processing this information are:

(a) Your consent. You are able to remove your consent at any time. You can do this by contacting enquiries@dvcelebrant.co.uk
(b) We have a contractual obligation.
(c) We have a vital interest.
(d) We need it to perform a public task.
(e) We have a legitimate interest.

HOW I USE YOUR INFORMATION

Your information is used to:

1. Respond to enquiries.

2. Provide and deliver ceremony services.

3. Write and prepare your personally written ceremony.

4. Communicate with you regarding your ceremony.

5. Liaise with venues, suppliers, speakers, or contributors (with your consent).

6. Comply with legal and financial obligations.

I operate an “opt-in” approach to data collection. By submitting your details via my website, contact forms, email, or direct communication, you consent to your data being processed for the purposes outlined above. You may withdraw your consent at any time by emailing me at enquiries@dvcelebrant.co.uk. Please ensure you receive written confirmation that your request has been acknowledged.

Please note: Information already published publicly (for example, testimonials or photographs previously approved for use) cannot be retrospectively withdrawn.

DATA STORAGE AND RETENTION

All personal information shared with me is treated confidentially. Paper records are stored securely at my home address and destroyed via shredding when no longer required.

Electronic documents (including questionnaires and ceremony scripts for weddings, naming ceremonies, celebrations of life, and memorials) are stored securely on password-protected and firewalled devices.

Ceremony scripts and related working documents are retained for three months after the ceremony unless you request earlier deletion in writing. Retention periods may vary depending on the nature of the ceremony and any agreed follow-up support.

Financial records are retained for five years to comply with tax and accounting regulations.

Emails are retained only as long as necessary and deleted when no longer relevant.

Locations your data may be stored include:

• Password protected laptop

• Password protected cloud storage provider

• Password protected mobile device

• Password protected online client management system

While I take reasonable steps to protect your data, transmission of information via the internet is not completely secure. By using my website or email communication, you acknowledge this risk.

INFORMATION PROVIDED BY THIRD PARTIES

Where ceremonies involve children (including naming or adoption ceremonies), personal data must be provided by a parent or legal guardian.

For Celebrations of Life, information may be provided by a partner, family member, executor, or authorised representative.

It is the responsibility of the person providing the information to ensure they have authority to do so.

SHARING INFORMATION WITH THIRD PARTIES

Your personal data will never be sold. With your consent, I may share limited information with relevant third parties for the purpose of delivering your ceremony. This may include:

• Ceremony venues

• Photographers or videographers

• Musicians

• Speakers or contributors

• Professional advisers (for example, my accountant for tax compliance)

Financial records (such as invoices and bank statements) are shared with my accountant in compliance with HMRC regulations.

Elements of a ceremony script may be anonymised and shared for training, supervision, or professional advice purposes.

I may also be required to share information with law enforcement or regulatory authorities where legally obligated to do so.

WEBSITE DATA & COOKIES

My website may collect the following information automatically:

• IP address

• Browser type

• Pages visited

• Session duration

• Interaction data

This information is used to improve website functionality and service delivery. Cookies may be used on this site. Cookies are small data files stored on your device to improve user experience and track website activity. If you access my website via social media or advertising links (e.g. Facebook or Instagram), those platforms operate their own privacy and cookie policies. Please refer to their individual policies for further details. You can manage or delete cookies through your browser settings.

HOSTING AND STORAGE

My website is hosted via a third-party platform. Your data may be stored through their secure data storage systems and databases. Please refer to the hosting provider’s privacy policy for further information on their data handling practices.

YOUR RIGHTS

Under UK GDPR, you have the right to:

• Request access to the personal data I hold about you (Subject Access Request)

• Request correction of inaccurate or incomplete information

• Request erasure of your data (where legally permissible)

• Withdraw consent to processing

• Lodge a complaint with the Information Commissioner’s Office

To exercise any of these rights, please contact: enquiries@dvcelebrant.co.uk

HOW TO COMPLAIN

To exercise all relevant rights, queries or complaints in relation to this policy or any other data protection matter between you and me, please in the first instance contact me at enquiries@dvcelebrant.co.uk so that I can try and resolve your issue.

If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioners Office on 03031231113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England, UK.

PRIVACY NOTICE UPDATES

I reserve the right to amend this privacy notice at any time. Updates will be posted on this page and take effect immediately. Your right to withdraw consent remains unchanged.

If you have any questions or concerns regarding this privacy notice or the way your personal data is handled, please contact: enquiries@dvcelebrant.co.uk