Privacy Policy-We Are Weddings
Last updated: 2 November 2026
1. Who We Are
We Are Weddings is a wedding and event planning business based in the Cotswolds, United Kingdom.
We are committed to respecting your privacy and protecting your personal information. This Privacy Policy explains how we collect, use, store and protect your personal data when you visit our website, enquire about our services or work with us.
For the purposes of UK data protection legislation, the data controller is:
Business name: We Are Weddings
Email: hello@weareweddings.co.uk
Website: www.weareweddings.co.uk
2. What Information We Collect
Depending on how you interact with We Are Weddings, we may collect the following information:
Personal and contact information
Full names and preferred contact details.
Email addresses and telephone numbers.
Home addresses, where required for correspondence or event planning.
Wedding and event information
Wedding or event dates and venues.
Wedding budgets, preferences, plans and design ideas.
Guest lists, guest numbers and seating arrangements.
Supplier details and booking information.
Dietary requirements, allergies, accessibility requirements and other relevant guest information.
Information relating to family members, wedding parties and other individuals involved in the event.
Payment and booking information
Details relating to invoices, payments and deposits.
Transaction and accounting records.
We do not routinely collect payment card details directly. Where payments are processed through a third-party provider, that provider will handle your payment information in accordance with its own privacy policy.
Website and technical information
When you visit our website, certain technical information may be collected, including your IP address, browser type, device information, website usage and cookie preferences.
3. How We Collect Your Information
We may collect personal information when you:
Complete an enquiry form on our website.
Contact us by email, telephone or social media.
Book a consultation or wedding planning service.
Enter into a contract with us.
Share information during planning meetings or conversations.
Provide guest lists or supplier details as part of your wedding planning.
Interact with our website or marketing communications.
We may also receive information about other individuals from our clients, such as guests, family members and suppliers, where this is necessary to plan and deliver an event.
If you share another person's personal information with us, please ensure you have an appropriate reason and authority to do so and that they are made aware of how their information may be used.
4. How We Use Your Information
We use personal information to:
Respond to enquiries and provide information about our services.
Prepare proposals, quotations and contracts.
Manage wedding planning and event coordination services.
Communicate with couples, guests, venues and suppliers.
Organise schedules, guest lists, seating plans and event logistics.
Manage payments, invoices and business administration.
Provide updates and relevant information throughout the planning process.
Improve our website, services and client experience.
Share business news, updates and marketing communications where permitted.
Meet our legal, accounting and regulatory obligations.
We only collect and use information that is reasonably necessary for these purposes.
5. Our Legal Basis for Using Your Information
Under UK GDPR, we must have a lawful reason for collecting and using personal information.
Depending on the circumstances, we rely on the following legal bases:
Contractual necessity
Where information is required to respond to a request before entering into a contract, or to deliver the wedding planning or event services you have booked.
Legitimate interests
Where we have a genuine business reason to use information, such as managing enquiries, maintaining business records, improving our services and communicating with existing clients, provided this does not unfairly affect your rights and interests.
Legal obligation
Where we are required to retain or provide information to comply with legal, tax, accounting or other regulatory requirements.
Consent
Where you have given permission for a particular use of your information, such as receiving certain marketing communications or agreeing to the use of photographs and testimonials where consent is the appropriate legal basis.
Where we rely on consent, you can withdraw it at any time.
6. Sharing Your Information
As part of delivering our wedding planning and event services, we may need to share relevant information with trusted third parties.
These may include:
Wedding venues and event spaces.
Florists, caterers, photographers, videographers and other wedding suppliers.
Entertainment providers and production teams.
Accommodation and transport providers.
Payment processors, accountants and professional advisers.
Website hosting, email, cloud storage and business software providers.
We only share information that is relevant and necessary for the service being provided.
We do not sell, rent or trade your personal information to third parties.
Where third parties process personal information on our behalf, we take reasonable steps to ensure that appropriate data protection arrangements are in place.
7. Guest Information and Wedding Planning
As part of our services, couples may provide personal information about their wedding guests, including names, contact details, dietary requirements, allergies and accessibility needs.
This information is used solely where necessary to organise and deliver the wedding or event.
We ask our clients to share only the information required for planning purposes and to make guests aware that relevant information may be shared with the venue and suppliers responsible for accommodating their requirements.
Information relating to health, allergies or accessibility may be considered special category personal data under data protection legislation. We take particular care when handling this information and use an appropriate additional legal condition where required.
8. Photographs, Videos and Marketing
We love celebrating the weddings and events we are part of and may wish to feature our work on our website, social media platforms, portfolio or marketing materials.
We will seek appropriate permission before using identifiable client, guest or supplier photographs, videos or testimonials for promotional purposes where required.
If you have previously agreed to the use of your photographs or testimonials and wish to withdraw that permission, please contact us.
Please note that content already shared by third parties or other social media users may not always be within our control.
9. How We Store and Protect Your Information
We take appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.
Information may be stored electronically using password-protected systems, secure cloud storage and business software, as well as in physical documents where necessary.
Access to personal information is limited to those who need it to carry out their work.
Although we take reasonable steps to protect your information, no method of electronic storage or transmission over the internet can be guaranteed to be completely secure.
10. How Long We Keep Your Information
We only retain personal information for as long as it is reasonably necessary for the purpose for which it was collected, including any legal, accounting or reporting requirements.
Our intended retention periods are:
General enquiries: Up to 12 months after our last meaningful contact, unless a booking or ongoing discussion requires longer.
Client and wedding planning records: Up to 6 years after the completion of the relevant event, where appropriate.
Financial and accounting records: For the period required by applicable tax and accounting legislation.
Marketing information: Until you unsubscribe, withdraw consent where applicable, or we determine that the information is no longer required.
Guest information: Only for as long as it is needed to deliver the event and deal with any necessary follow-up, unless a legal reason requires longer retention.
When information is no longer required, it will be securely deleted or anonymised where appropriate.
11. Your Data Protection Rights
Under UK data protection legislation, you have a number of rights in relation to your personal information.
These may include:
Right of access: You can request a copy of the personal information we hold about you.
Right to rectification: You can ask us to correct inaccurate or incomplete information.
Right to erasure: You can request that we delete your personal information in certain circumstances.
Right to restrict processing: You can ask us to limit how we use your information in certain circumstances.
Right to data portability: You may request certain personal information in a commonly used electronic format.
Right to object: You can object to certain types of processing, including direct marketing.
Right to withdraw consent: Where we rely on consent, you can withdraw it at any time.
These rights are subject to certain legal conditions and exemptions.
To exercise any of these rights, please contact us using the details provided above.
We aim to respond to valid requests within one month, in accordance with applicable data protection requirements.
12. Cookies and Website Analytics
Our website may use cookies and similar technologies to help it function, understand how visitors use the website and improve the browsing experience.
Some cookies are essential for the operation of the website, while others, such as analytics or advertising cookies, may require your consent.
You can manage your cookie preferences through the cookie settings available on our website, where provided, and through your browser settings.
For further information about cookies, please refer to our Cookie Policy, if applicable.
13. Third-Party Websites and Social Media
Our website and communications may contain links to third-party websites, including social media platforms, wedding venues and supplier websites.
We are not responsible for the privacy practices, content or security of external websites. If you visit another website through one of our links, we recommend reviewing its own privacy policy.
14. International Data Transfers
Some of the third-party platforms and software providers we use may store or process personal information outside the United Kingdom.
Where this happens, we will take appropriate steps to ensure that any international transfer complies with applicable UK data protection legislation and that suitable safeguards are in place.
15. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our business, services, website or applicable data protection legislation.
Any updates will be published on this page, with the revised date shown at the top of the policy.
16. Contact and Complaints
If you have any questions about this Privacy Policy or how your personal information is handled, please contact:
We Are Weddings
Charlotte Richards
Email: hello@weareweddings.co.uk
You also have the right to raise a concern with the UK's Information Commissioner's Office (ICO) if you believe your personal information has not been handled appropriately.
Website: https://ico.org.uk
Telephone: 0303 123 1113
We would always welcome the opportunity to address any concerns directly in the first instance.
Thank you for trusting We Are Weddings with your personal information. We take that responsibility seriously and are committed to treating your details with care, respect and confidentiality.