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Privacy Notice
1. Who we are
South West Venue Collection is an independent wedding venue research, matching and concierge service operated by Jenny Urso, a sole trader trading as South West Venue Collection, of Lytchett House, 13 Freeland Park, Wareham Road, Poole, Dorset, BH16 6FA. We are the controller of the personal information described in this notice and we are registered with the Information Commissioner's Office (ICO). You can contact us about anything in this notice at info@southwestvenuecollection.co.uk.
2. The information we collect
We collect and use: identity and contact details (names, address, email, telephone); wedding details you give us (date or season, location preferences, guest numbers, budget, priorities, style, accommodation and ceremony requirements and similar); records of our communications with you; booking and payment records (we do not store card details); information about how you use our website, as described in our Cookie Policy; and information venues give us in connection with your search, such as availability and, where you book a venue we introduced, confirmation of your booking. If you choose to share accessibility, dietary, religious or similar details relevant to your venue search, we use them only with your consent, for the search, and share them with venues only where relevant.
3. How we use it, and our lawful bases
We use your information: to respond to enquiries and provide the Experience you book, including researching venues and sharing your relevant requirements with venues and suppliers when making enquiries or introductions for you (performance of a contract); to manage payment, records and our business, including accounting and tax (legal obligation and legitimate interests); to send you marketing emails where you have opted in, which you can withdraw at any time using the unsubscribe link or by contacting us (consent); to operate, secure and improve our website (legitimate interests and, for non-essential cookies, consent); and to establish or defend legal claims (legitimate interests). Where we rely on consent you may withdraw it at any time; where we rely on legitimate interests we have balanced them against your rights.
4. Who we share it with
We share personal information with: venues and suppliers, where needed to make enquiries or introductions for you or to progress your search, as described above; service providers who process it for us, including our website and email hosting providers, booking and document storage tools and our accountants, under contracts that protect your information; and professional advisers, insurers and authorities where the law requires or permits it. We do not sell personal information. Venues that receive your details use them to deal with your enquiry under their own privacy notices.
5. International transfers
Some of our service providers process information outside the United Kingdom. Where they do, we make sure a lawful transfer mechanism is in place, such as a UK adequacy decision or the UK International Data Transfer Agreement or Addendum, and you can contact us for more information about the safeguards used.
6. How long we keep it
Enquiries that do not become bookings are kept for up to 12 months and then deleted. Client files, including your booking, report and related correspondence, are kept for 6 years after the end of your Experience, in line with limitation periods and tax record requirements. Marketing preferences are kept until you unsubscribe. Website analytics data is retained as described in our Cookie Policy.
7. Your rights
You have the right to ask for: access to your information; correction of anything inaccurate; erasure; restriction of processing; a portable copy of information you provided; and to object to processing based on legitimate interests, including the right to object at any time to direct marketing, which we will always honour. Where processing is based on consent, you may withdraw it at any time without affecting earlier processing. To exercise any right, contact info@southwestvenuecollection.co.uk; we respond within one month.
8. Complaints If you are unhappy with 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 the Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113.
9. Changes to this notice
We may update this notice from time to time. The current version, with its effective date, is always published on our website, and significant changes affecting existing clients will be notified by email.