Privacy Policy

Roe Weddings is a luxury wedding and event planning business working across the United Kingdom, Barbados and destinations worldwide. In this policy, “we”, “us” and “our” mean Roe Weddings.

We are the data controller for the personal information described here, which means we decide how and why it is used. We follow the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Barbados Data Protection Act 2019, and, where it applies, the EU General Data Protection Regulation.

This policy covers our website and all the ways you deal with us: enquiries, planning your celebration, and staying in touch afterwards.

When you enquire. Through our enquiry form, by email, by phone or through social media, you may share your name, email address, phone number, event date, the service you are interested in and details about your celebration, such as your vision, guest count, venue and anticipated budget.

When you book with us. To plan your celebration we collect what we need to deliver it. This can include billing and payment details, your contract, the names and contact details of key people involved, guest lists, and travel and accommodation arrangements.

Sensitive information. Some planning details can reveal more sensitive information, such as guests’ dietary requirements, allergies or accessibility needs (which can relate to health) or the religious or cultural elements of your ceremony. We only collect this when it is needed to plan your event, we use it only for that purpose, and we share it only with the suppliers who need it, such as your caterer or venue.

Photographs, films and kind words. With your permission, we may receive photographs and films of your celebration from your photographer or videographer, and testimonials you write about working with us.

When you visit our website. Like most websites, our hosting provider automatically records technical information such as your IP address, browser type and the pages requested, to keep the site running and secure. The films on our website are streamed directly from our storage provider, Google Cloud Storage, which receives the same kind of technical information when it delivers them. When you send our enquiry form, we also keep a record of your IP address to stop spam and repeated automated submissions, and routinely delete it after 24 hours. We do not use analytics, advertising or tracking tools on our website.

Data protection law requires a lawful basis for each way we use your information. Ours are:

• Responding to your enquiry and preparing a proposal: taking steps at your request before entering into a contract.
• Planning and delivering your celebration, including coordinating with venues and suppliers: performing our contract with you.
• Showing your celebration on our website and social media: your consent (see the next section).
• Keeping financial and business records: complying with our legal obligations, including tax law.
• Keeping our website and systems secure and protecting our legal rights: our legitimate interests in running a safe, well-run business.

We do not send marketing emails, and we do not use your information for automated decision-making or profiling.

Sharing the celebrations we have planned is a special part of what we do. With your consent, we may feature your names, the location of your celebration, photographs, films and your testimonial on our website (including our Portfolio and Kind Words pages) and on our social media. Where we do, we credit the photographers and filmmakers whose work is shown.

You can change your mind at any time. Email us at info@roeweddings.com and we will remove your celebration from our website promptly and stop using it in new posts. If your guests appear in images we publish and would like an image removed, they can contact us in the same way.

We never sell your personal information. We only share it with:

• Venues and suppliers working on your celebration, such as caterers, florists, photographers, entertainers and transport providers, and only the details each one needs to do their part.
• Service providers who run our website and systems for us, such as website hosting, data storage, email and business software providers. They may only use your information on our instructions and must keep it secure.
• Professional advisers such as our accountants, lawyers and insurers, where necessary.
• Authorities such as tax authorities or law enforcement, where the law requires it.

We keep your information only for as long as we need it:

• Enquiries that don’t become a booking: only as long as needed to respond and follow up, then deleted.
• Client records and financial records: We retain these for as long as necessary to meet our legal, accounting and tax obligations and to protect our legitimate business interests. Where appropriate, we may retain records for up to six years after the end of the relevant financial period.
• Guest lists and planning details: deleted or anonymised once your celebration is complete and any follow-up is finished, unless they form part of the client records above.
• Photographs, films and testimonials: until you ask us to remove them.

Our website does not set any cookies when you visit it. We do not use analytics, advertising or social media tracking, so you will not see a cookie banner. The only cookies we use are strictly necessary ones in our password-protected admin area, set only when a member of our team signs in.

If we ever introduce analytics or other non-essential cookies, we will update this policy and ask for your consent first.

We take appropriate technical and organisational measures to protect your information. Our website is served only over encrypted connections, and access to your information is limited to the people who need it. No system is completely secure, but if a breach affecting your information ever occurs, we will act quickly and notify you and the regulator where the law requires it.

We plan celebrations in the UK, Barbados and abroad. When we share your details with a venue or supplier at your celebration’s destination, we do so because it is necessary to deliver the event you have booked, and we share only what they need.

You have the right to:

• ask for a copy of the personal information we hold about you;
• ask us to correct information that is inaccurate or incomplete;
• ask us to delete your information;
• ask us to restrict how we use your information;
• object to us using your information based on our legitimate interests;
• ask us to transfer information you gave us to you or another organisation;
• withdraw your consent at any time, where we rely on it.

Some of these rights have exceptions, for example we may need to keep certain records by law. To make a request, email us at info@roeweddings.com. It is free, and we will respond within one month. We may need to confirm your identity first.

If you have a concern about how we handle your information, please contact us first so we can try to put it right. You also have the right to complain to a data protection regulator:

• in the UK, the Information Commissioner’s Office;
• in Barbados, the Data Protection Commissioner;
• in the EU, the data protection authority in the country where you live or work.

Our services are intended for adults, and we do not knowingly collect information directly from children. Children may appear on guest lists or in photographs of celebrations, and we handle that information with the same care described in this policy.

Our website links to other websites, such as our Instagram and TikTok pages and the websites of photographers and filmmakers we credit. Those websites have their own privacy policies, and we are not responsible for how they handle your information.

We may update this policy from time to time. The latest version will always be on this page. If we make significant changes that affect you, we will let you know.

For any questions about this policy or your personal information, email us at info@roeweddings.com.