Wedding specific Guidance
What is this policy for?
This policy is for the website www.lovewhiteflamingo.co.uk and the business of White Flamingo, focusing on Wedding stationery for this version of the policy.
The policy sets out how clients data may be stored, protected and used and where user privacy is concerned.
Who is collecting the data
I, Kimberley Whitehead, am the sole member of my business, White Flamingo and so it is only me who collects your data.
‘I am committed to ensuring your privacy is protected, and will ensure any data you provide will only be used in accordance with this privacy statement. This policy is effective from May 2018’
Information I collect
To fulfil your order and create your stationery, you must provide me with certain information such as your name, email address, postal address, payment information, and the details of the product that you’re ordering, or in this case details of the event you are planning.
For such custom orders, once an order has been placed I collect the customers name and write it in a paper order book. The order book is safely filed away when not in use and does not leave the premises. Any emails received by the business can be received on a laptop and mobile device, both are password protected and stored safely when not in use. Customer details are not sold on. For more information see “Information Sharing and Disclosure section on the following page.
I will ask you to fill in a form once you book in with me, whether you are a bespoke client or not. This to simply gather the right information to fulfil your brief. For stationery clients, this includes a section for your stationery wording. In filling out the Information Form you are consenting to White Flamingo’s use and storage of your data for the time period leading up to your wedding and for 12 months afterwards just in case we need to get in touch with you for feedback purposes. Your stationery files and email correspondence are also wiped of any personal data 12 months following your wedding date unless you continue to contact us for further products.
Users contacting the website and/or its owners do so at their own discretion and provide personal details at their own risk.
Why I need your information and how I use it
I rely on a number of legal bases to collect, use, and share your information, including:
As needed to provide my services, such as when I use your information to fulfil your order, to settle disputes, or to provide customer support;
If necessary to comply with a legal obligation or court order or in connection with a legal claim, such as retaining information about your purchases if required by tax law; and
As necessary for the purpose of my legitimate interests, if those legitimate interests are not overridden by your rights or interests, such as providing and improving my services. I use your information to provide the services you requested and in my legitimate interest to improve my services
I do not send out mail, email or message marketing campaigns. I may contact you at a later date with a follow up email to hear how your event went and to also ask for a testimonial.
I do ask that I keep one physical and digital sample of my clients work for photographical, portfolio and marketing purposes. I may take these samples to wedding fairs, events, to have in my portfolio and to be used for marketing purposes including social media. If you would prefer me to alter the details to fictional names and locations then please just let me know. Also, I won’t ever send out examples of your designs to prospective clients as samples.
If you do not want us to use your details for any future marketing activity, then please do let us know. You are able to notify us of this at any time.
Information Sharing and Disclosure
Information about my customers is important to my business. I share your personal information for very limited reasons and in limited circumstances, as follows:
Service providers. I engage certain trusted third parties to perform functions and provide services to my shop, such as printing companies and delivery companies. I will share your personal information with these third parties, but only to the extent necessary to perform these services.
Business transfers. If I sell or merge my business, I may disclose your information as part of that transaction, only to the extent permitted by law.
Compliance with laws. I may collect, use, retain, and share your information if I have a good faith belief that it is reasonably necessary to: (a) respond to legal process or to government requests; (b) enforce my agreements, terms and policies; (c) prevent, investigate, and address fraud and other illegal activity, security, or technical issues; or (d) protect the rights, property, and safety of my customers, or others.
I retain your personal information only for as long as necessary to provide you with my services. However, I may also be required to retain this information to comply with my legal and regulatory obligations, to resolve disputes, and to enforce my agreements.
I aim to delete all personal data, correspondence and additional information such as guest lists after 12months. The only information I will retain is the booking confirmation for tax purposes. As explained previously, I will retain one physical and one digital copy of your invitation suite for the purposes outlined above, unless this is declined by you.
I will not sell or lease your personal details to any third party.
If you reside in certain territories, including the EU, you have a number of rights in relation to your personal information. While some of these rights apply generally, certain rights apply only in certain limited cases. I describe these rights below:
Access. You may have the right to access and receive a copy of the personal information I hold about you by contacting me using the contact information below. I am legally required to meet your request within 14 days of receiving your request.
Change, restrict, delete. You may also have rights to change, restrict my use of, or delete your personal information. Absent exceptional circumstances (like where I am required to store data for legal reasons) I will generally delete your personal information upon request. If you wish for your data to be delted after your order has been processed please request this in writing and your order details will be deleted from our records.
Object. You can object to (i) my processing of some of your information based on my legitimate interests as listed previously and (ii) receiving messages from me after providing your express consent to receive them. In such cases, I will delete your personal information unless I have compelling and legitimate grounds to continue using that information or if it is needed for legal reasons.
Complain. If you reside in the EU and wish to raise a concern about my use of your information (and without prejudice to any other rights you may have), you have the right to do so with your local data protection authority.
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In no event will we be liable for any loss or damage of data arising out of or in connection with the use of this website.
Through this website you are able to link to other websites which are not under the control of White Flamingo. We have no control over the nature, content and availability of those sites. The inclusion of any links does not necessarily imply a recommendation or endorse the views expressed within them.
Every effort is made to keep the website up and running smoothly. However, White Flamingo takes no responsibility for and will not be liable for the website being temporarily unavailable due to technical issues beyond our control.
How to Contact Me
For purposes of EU data protection law, I, Kimberley Whitehead, am the data controller of your personal information. If you have any questions or concerns, you may contact me at firstname.lastname@example.org.
Alternately, you may mail me at:
Kimberley Whitehead, Briarsmead, Gorn Road, Llanidloes, Powys, SY18 6DQ.
Policy written May 2018