PRIVACY & DATA PROTECTION
1. Data Protection Compliance & Lawful Basis
Chester Ceremonies Ltd processes all personal data in strict compliance with the UK GDPR (Data Protection Act 2018) and the Data Use and Access Act 2025.
- Contractual Data: Chester Ceremonies Ltd processes your standard contact details (names, addresses, telephone numbers, emails) and venue information solely to fulfil the obligations of any booking contract made with its clients.
- Special Category Data: Any sensitive information supplied by you - specifically guest dietary restrictions or physical accessibility requirements - is processed only with your explicit consent and used exclusively to ensure the safety and proper execution of your event.
2. Data Security, Retention & Deletion
- All data is stored securely on encrypted hardware and access is strictly restricted to the Toastmaster (and/or their designated employee).
- In compliance with data minimisation principles, all operational event data (including any guest lists, specific speech notes, and dietary schedules) will be permanently and securely deleted within 30 days following the conclusion of the event.
- Core financial and contract records will be securely archived for a period of 6 years to comply with statutory HMRC tax regulations, after which they will be permanently destroyed.
3. Your Rights & Complaints Procedure
Under the Data Use and Access Act 2025, you have the right to request access to, correction of, or deletion of your personal data. You also hold a statutory right to lodge a complaint directly with Chester Ceremonies Ltd regarding how your data is handled.
- How to Complain: Any data privacy concerns or complaints must be sent in writing via email to dataprotection@chesterceremonies.co.uk.
- Our Timeline: Chester Ceremonies Ltd will formally acknowledge your complaint within 30 days of receipt and work to resolve the issue transparently and without undue delay.
- Escalation: If you remain unsatisfied with the internal resolution of Chester Ceremonies Ltd, you maintain the legal right to escalate your complaint directly to the UK supervisory authority, the Information Commissioner’s Office (ICO) via their website (www.ico.org.uk).
What about publicity?
It’s always great to receive feedback. It’s also fabulous to receive or take photographs of the ceremony, event or function and day itself. Ian at Chester Ceremonies Ltd would love to be able to share both of these elements on either its website or social media for others to enjoy. As Chester Ceremonies Ltd respects your privacy, it shall not do so without your written consent (as indicated on the Contractual Booking Form) or verbally at the time of photographs being taken.
Professional photographers, if used, will be approached separately for consent should their images be requested.