Privacy Policy

1. Who we are

Norwich Wedding Sweets provides wedding sweet displays, favours and related services. For data-protection purposes, the data controller is the legal business identified in the footer of this website. You can contact us using the Contact page.

Our public website and our central booking/customer-management systems work together. General enquiries may be submitted on this website, while new bookings are completed through the My Norwich Wedding booking platform.

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2. Information we collect

Depending on how you interact with us, we may collect:

• Identity and contact details, such as your name, email address and telephone number.
• Wedding information, such as your wedding date, venue, approximate guest numbers, selected services, preferences and notes.
• Enquiry information, including the content of messages you send to us and our replies.
• Booking and contract information, including packages, extras, amendments, signed agreements, payment status and booking history.
• Payment-related information, such as amounts paid, transaction references and payment status. We do not need to store your full payment-card details ourselves when payment is handled by a specialist payment provider.
• Dietary, allergy or accessibility information where you choose to provide it and it is relevant to the service.
• Technical information, which may include IP address, browser/device information, pages visited, referral information, security logs and cookie information.
• Communications and preferences, including whether you have asked to receive or stop receiving marketing messages.

Special-category information: dietary, allergy, disability, religious or similar information can sometimes reveal sensitive personal data. Where this happens, we will only process it where it is necessary for your request and an appropriate condition under UK data-protection law applies, normally with your explicit consent where required.

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3. How we use your information

• Responding to general enquiries and questions.
• Checking whether we can provide the requested service.
• Creating, administering and fulfilling wedding bookings.
• Preparing quotes, contracts, invoices and payment records.
• Managing package choices, add-ons, dietary requirements and venue arrangements.
• Communicating with you before, during and after your wedding.
• Maintaining customer records and providing access to relevant booking information.
• Preventing fraud, abuse and security incidents.
• Maintaining, troubleshooting and improving our websites and systems.
• Keeping records where required for legal, accounting, insurance or dispute-resolution purposes.
• Sending marketing communications where we are permitted to do so and giving you a clear way to opt out.

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4. Our lawful bases

Under the UK GDPR, we must have a lawful basis for using personal information. Depending on the circumstances, we may rely on:

• Contract — where processing is necessary to take steps at your request before a booking or to provide services you have booked.
• Legitimate interests — for reasonable business activities such as responding to enquiries, maintaining records, improving services, protecting our systems and establishing or defending legal claims, provided those interests are not overridden by your rights.
• Legal obligation — where we must keep or disclose information to comply with the law, taxation, accounting or regulatory requirements.
• Consent — where we specifically ask for permission, including certain marketing, cookies or sensitive information where consent is the appropriate basis. You can withdraw consent at any time, although this will not affect earlier lawful processing.

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5. My Norwich Wedding booking & CRM platform

Norwich Wedding Sweets uses the My Norwich Wedding platform for central booking and customer-management functions. When you submit a general enquiry through this website, the information may be securely forwarded into that central CRM so our team can respond and keep an appropriate record of the conversation.

If you make a new booking, you are directed to MyNorwichWedding.co.uk. Booking details, package selections, extras, contracts, payments and related customer records are then processed within that system. This allows connected wedding services to be administered from one booking rather than asking you to repeatedly provide the same information.

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6. Payments

Online payments may be processed by a specialist payment provider used by the My Norwich Wedding booking system. Payment providers process card details under their own privacy and security arrangements. We may receive information such as the amount, payment status, date and transaction reference, but we do not need to receive or retain your full card number or security code.

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7. Who we share information with

We do not sell your personal information. We may share information where reasonably necessary with:

• Authorised staff and contractors who need the information to provide the service.
• The My Norwich Wedding booking and CRM platform used to administer your enquiry or booking.
• Website hosting, email, IT, security, backup and other technology providers acting on our behalf.
• Payment processors and financial-service providers when you make a payment.
• Venues or suppliers where sharing specific information is necessary to arrange or safely deliver your booked service.
• Professional advisers, insurers, accountants or legal representatives where necessary.
• Police, courts, regulators, HMRC or other authorities where disclosure is legally required or reasonably necessary to protect legal rights.

Where another organisation acts as our processor, we expect it to use personal data only for the agreed purpose and to apply appropriate security. Where an organisation acts as an independent controller, its own privacy notice will also apply.

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8. Cookies & technical information

Our website may use cookies or similar technologies for essential site functions, security, preferences and — where enabled — analytics or marketing. We may also receive routine server and security-log information such as IP address, browser type, device type, requested pages, timestamps and referring pages.

Where UK law requires consent for a non-essential cookie or similar technology, consent should be obtained before that technology is used. You can also control cookies through your browser and any cookie controls made available on the website.

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9. Marketing communications

We may contact you about your enquiry or booking because that communication is necessary to provide the service. Marketing is different. We will only send electronic marketing where we have a lawful basis to do so, and you can ask us to stop at any time. Service messages about an active booking are not marketing and may still need to be sent.

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10. International transfers

Some technology providers may process or store information outside the United Kingdom. Where UK data-protection law requires additional safeguards for an international transfer, we will rely on an appropriate legal mechanism such as an adequacy regulation, approved contractual safeguards or another permitted transfer mechanism.

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11. How long we keep information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, taking account of legal, accounting, tax, insurance, security and dispute-resolution requirements.

• Unsuccessful or general enquiries may be deleted or anonymised when they are no longer needed for follow-up or legitimate business records.
• Booking, contract, payment and accounting records may need to be retained for several years after the service has ended where required for tax, legal claims or regulatory purposes.
• Security and technical logs are normally kept for shorter periods unless they are required to investigate a specific incident.
• Information based solely on consent may be deleted earlier where you withdraw consent and no other lawful reason requires us to retain it.

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12. Security

We use reasonable technical and organisational measures designed to protect personal information from unauthorised access, accidental loss, alteration or disclosure. Access to customer information should be limited to people who require it for legitimate business purposes. No online service can guarantee absolute security, so we also maintain procedures for investigating and responding to suspected data incidents.

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13. Your data-protection rights

Depending on the circumstances, UK data-protection law may give you the right to:

• ask for access to the personal information we hold about you;
• ask us to correct inaccurate or incomplete information;
• ask us to delete information in certain circumstances;
• ask us to restrict how information is used;
• object to certain processing based on legitimate interests or to direct marketing;
• receive certain information in a portable format;
• withdraw consent where processing relies on consent; and
• complain to the Information Commissioner’s Office.

These rights are not absolute and exemptions may apply. We may need to verify your identity before acting on a request.

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14. Children

Our booking services are intended for adults arranging weddings and related events. We do not knowingly invite children to create customer accounts or submit bookings. Information about children may occasionally be supplied by an adult where it is relevant to guest numbers, dietary requirements or the safe provision of wedding services.

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15. Changes to this policy

We may update this privacy policy when our services, technology providers, legal requirements or business processes change. The current version will be published on this page with an updated date.

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16. Contact us & complaints

If you have a question about this policy, want to exercise a data-protection right or have a concern about how your information has been handled, please contact us through our Contact page. Legal business details are shown in the website footer.

You also have the right to complain to the UK Information Commissioner’s Office (ICO). Information about making a complaint is available at ico.org.uk.