GDPR Policy

 Ceremonies by Stefan. 

Stefan Field, Independent Civil Celebrant

GDPR (General Data Protection Regulations) Privacy Notice


My contact details: 

Mr Stefan Field (known as Stefan Field)

Email Address:  info@ceremoniesbystefan.com

Mobile: 07867 618 937

Website: www.ceremoniesbystefan.com

I, Stefan Field (Ceremonies by Stefan) and my associates take our obligations concerning data protection seriously.  I am providing this notice, so you have information about how I collect and process your personal data.  Please read this Privacy Notice as it has important information you need to know.


What information do I collect and process?


In order for me to help with your needs I may collect from you some necessary personal data. “Personal Data” is information about you which, either on its own or when connected with other data, allows me to identify you as an individual customer to provide you with my services. The personal data I hold may include the following:

  • Your full name and contact information (address, town, postcode, email and phone number)

  • Your credit card details and/or bank account details (if paying by cheque or bank transfer)

  • Your ceremony venue details (including time and date)

  • Your calls and correspondence with me

  • Your feedback

  • Images taken during /after the ceremony by myself, a professional photographer or others

Personal data will be collected directly from you or passed to me by a referral business. However, some personal data may, where lawful to do so, or with your consent, be collected by me from third parties (e.g. your planner/venue).


Why do I need your personal data?


I process personal data about you for a number of purposes, including: 

• For internal record keeping (to respond to customer enquiry and invoicing)

• To make an appointment with you to assess your needs

• To process payments by credit/debit card or bank account details

• To remind or update you of progress or appointment dates

• To provide my services to you as requested or agreed

• To enable me to create and write your ceremony

• To follow up after the ceremony to ensure you’re happy with the service provided

• To help me improve the services I offer

 This list is not exhaustive and may be updated from time to time. I do not ‘trade’ in your personal data and will not sell or rent your details.


How do I Store Your Data?


All data received in electronic format is accessed via a secure, password protected WiFi network and stored only on the hard drive of a password protected laptop computer used solely by myself.  Data is also accessed and stored on a business mobile phone, which is passcode protected.  Unsecured or public WiFi ‘hotspots’ are not logged into on either this laptop or mobile phone.

Hard copies of information eg notes taken of meetings and signed copies of contracts are stored securely in a room designated as a home office with no unsupervised public access.  When handwritten notes are taken offsite (for instance when meeting a couple for an initial meeting) the notebook is always kept on my person and not left in an unattended car. 


Who will your personal data be shared with?


I do not share your data with any third-party suppliers unless for the explicit purpose of carrying out your ceremony and not without your permission.

Only with your permission will I share limited data on my website and social media platforms.

I may disclose specific information upon lawful request by government authorities, law enforcement and regulatory authorities where required or permitted by law. 

Your personal information will not be transferred to, stored or otherwise processed outside the UK.


Do I get involved in direct marketing?


I do not involve your data in any direct marketing activities apart from requests for optional customer service feedback and the use of images.  Photographs taken by myself and those provided by the Client of real ceremonies I have conducted are shared only for the marketing of the service provided by ‘Ceremonies by Stefan’.  Clients are only identified by forename and brief details of their ceremony (eg location and month/year). 

Clients’ prior permission for the use of images is included in the Terms & Conditions which accompany the Contract which must be signed by all customers (2 signatures in the case of couples).  

What rights do you have to amend personal data?

You have the right to review the personal data held by me and have inaccurate information about you corrected.  To understand more about our data processing activities, to request access to your personal information or withdraw consent please contact me in writing by email at info@ceremoniesbystefan.com


How long do I keep your personal data?


I may keep your details on record for as long as it is necessary to meet record keeping requirements.  I hold booking, invoice and email details for seven years.  They are then deleted in accordance with data protection and other applicable legislation.


Changes to this Privacy Notice


I may change this Privacy Notice from time to time to reflect changes in the law.


How to complain


You can also complain to the ICO if you are unhappy with how I have used your data.

         The ICO’s address:            

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

Please note:  You are under no obligation to provide me with your personal data, but not providing certain data could prevent me from providing a service for you.