Privacy Policy

Last updated: September 2026

Ceremonies by Zadie respects your privacy and is committed to protecting your personal information. This Privacy Policy explains what information I collect, why I use it, how it may be shared or processed, how long I keep it and the rights you have over your information.

For the purposes of UK data protection law, Ceremonies by Zadie is the data controller for the personal information described in this policy.

1. Information WE collect

Depending on how you interact with Ceremonies by Zadie, we may collect:

  • your name and contact details, including your email address and telephone number;

  • information about your wedding or ceremony, such as the date, venue and plans for the day;

  • information you provide when making an enquiry, downloading information, arranging a call or booking my services;

  • correspondence between us, including email and messages;

  • information required to manage your booking, payments and the services I provide;

  • questionnaire responses, planning notes and other information you choose to share while we develop your ceremony;

  • photographs, testimonials or other content you choose to provide;

  • information about how visitors use my website, including technical and usage information collected through cookies and analytics tools.

When creating a bespoke ceremony, you may choose to share personal stories and information about your relationship, family, friends or other people. Some of this information may be private or sensitive. We only ask for and use information that is relevant to creating and delivering your ceremony. Please avoid providing sensitive information about another person unless it is appropriate and necessary for the ceremony.

2. Why We use your information

We may use personal information to:

  • respond to enquiries and provide information about our services;

  • arrange and conduct consultation or Vibe Check calls;

  • prepare proposals and manage bookings;

  • plan, write, develop and deliver your ceremony;

  • communicate with you throughout the planning process;

  • liaise with venues, planners and other wedding suppliers where necessary for your ceremony;

  • administer contracts, invoices and payments;

  • provide customer service and respond to requests;

  • improve services, website and client experience;

  • maintain appropriate business and financial records;

  • send marketing communications where permitted;

  • publish testimonials, photographs or other material where we have the appropriate permission to do so;

  • protect the security and legitimate interests of the business and comply with legal obligations.

3. Lawful bases for using your information

UK data protection law requires Ceremonies by Zadie to have a lawful basis for processing personal information. Depending on the circumstances, we may rely on:

Contract: where processing is necessary to take steps at your request before you book, or to provide the services you have booked.

Legitimate interests: where processing is reasonably necessary to operate and improve Ceremonies by Zadie, communicate with clients and prospective clients, administer the business, maintain records, protect the business or provide an effective client experience, provided those interests are not overridden by your rights and interests.

Consent: where we have specifically asked for your consent, for example for certain marketing communications or uses of photographs or other material where consent is appropriate. You can withdraw consent at any time.

Legal obligation: where we need to process or retain information to comply with a legal or regulatory requirement.

Where information requires additional protection under data protection law, we will only process it where an appropriate additional legal condition applies.

4. Ceremony information and sensitive personal information

Creating a genuinely personal ceremony sometimes involves clients voluntarily sharing detailed information about their lives, relationships and families. This may occasionally include information that UK data protection law considers particularly sensitive, such as information concerning health, religion or belief, ethnicity or sexual orientation. We do not require this type of information unless it is relevant to the service you want to be provided. Where you choose to share sensitive personal information, it will be handled carefully, used only where there is an appropriate lawful basis and additional legal condition where required, and limit its use to what is reasonably necessary.

5. Service providers and other third parties

We sometimes use trusted third-party services to help operate Ceremonies by Zadie and deliver services. Depending on how you interact with the business, these may include providers of:

  • website hosting and website functionality;

  • email and business communications;

  • cloud storage and document management;

  • appointment scheduling and administration;

  • email marketing;

  • analytics;

  • payment and accounting services;

  • design and content creation tools;

  • artificial intelligence-assisted productivity tools; and

  • other technology used to administer and deliver my services.

These providers may process personal information on our behalf where necessary to provide their services. We may also share relevant information with wedding venues, planners, photographers, videographers or other suppliers where this is necessary for your ceremony, you have asked us to make an introduction, or you have otherwise agreed to the sharing. I do not sell or rent your personal information. I may also disclose information where required by law or where reasonably necessary to establish, exercise or defend legal rights.

6. Use of artificial intelligence-assisted tools

We may use artificial intelligence-assisted tools to support limited aspects of running the business and delivering of services. This may include assisting with administration, organising or analysing information, developing ideas, reviewing written material or improving business communications. Where personal information is processed using these tools, we aim to limit the information used to what is reasonably necessary for the task and use appropriate privacy and security settings. AI tools do not make final decisions about your ceremony, booking or relationship with Ceremonies by Zadie. We remain responsible for reviewing the work produced and for the services provided. Because ceremony planning can involve particularly personal information, we take additional care when deciding whether information needs to be processed using an AI-assisted service.

7. Marketing

If you have asked to receive marketing communications from Ceremonies by Zadie, we may use your contact details to send relevant news, advice, updates or information about our business and services. Where required, we will only send electronic marketing with your consent. You can unsubscribe at any time using the unsubscribe option provided or by contacting me. Opting out of marketing will not prevent us from sending communications that are necessary in connection with an enquiry, booking or service being provided.

8. Testimonials, photographs and social media

If you provide a testimonial or review, we may ask to use it on the website, social media, marketing materials or other promotional channels. Wedding photographs and video may also be used for marketing where we have the appropriate permission to do so from the supplier. If content has been published independently on a third-party platform, such as a review website or social network, that platform's own privacy terms will also apply.

9. Website, analytics and cookies

Our website is hosted using Squarespace and uses cookies and similar technologies to operate the website and understand how it is used. We may use analytics services, including Google Analytics, to understand website performance and visitor behaviour. Information collected may include pages visited, interactions, approximate location, device and browser information and referral source. Where consent is legally required for non-essential cookies or similar technologies, these will only be used in accordance with your cookie choices. Third-party services have their own privacy policies explaining how they process information.

10. International data transfers

Some of the technology and service providers used may process or store information outside the United Kingdom. Where personal information is transferred internationally, reasonable steps are taken to ensure that an appropriate legal mechanism or safeguard is in place as required by UK data protection law. This may include transfers to countries recognised as providing adequate protection or the use of approved contractual safeguards. You can contact us if you would like further information about the safeguards relevant to your personal information.

11. How long I keep your information

Personal information is kept only for as long as reasonably necessary for the purpose for which it was collected, including providing services, maintaining appropriate business records and meeting legal, accounting or regulatory requirements. Retention periods vary according to the type of information and why it is held. When deciding how long to retain information, we consider the nature and sensitivity of the information, the purpose for which it is needed, legal requirements and whether there is an ongoing legitimate business need to retain it. Information that is no longer reasonably required will be deleted, anonymised or securely disposed of where appropriate.

12. Security

We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure. No electronic storage or transmission system can be guaranteed to be completely secure, but appropriate steps are taken to reduce these risks and review the services used accordingly.

13. Your data protection rights

Depending on the circumstances, you may have the right to:

  • request access to the personal information held about you;

  • ask to correct inaccurate or incomplete information;

  • ask to delete your personal information;

  • ask to restrict how your information is processed;

  • object to certain processing, including processing based on legitimate interests;

  • request the transfer of certain information to you or another organisation;

  • withdraw consent at any time where processing is based on consent.

These rights are not absolute and may depend on the circumstances and the lawful basis on which your information is processed. You have the right to object to processing based on legitimate interests and to object to the use of your personal information for direct marketing.

To exercise your rights, please contact us: Zadie.ward@humanistceremonies.org.uk

We may need to verify your identity before responding to a request.

14. Complaints

If you have concerns about how your personal information is used, please contact us first so we can try to resolve them. You also have the right to make a complaint to the Information Commissioner's Office (ICO), the UK's data protection regulator. Information about making a complaint is available from the ICO.

15. Changes to this policy

We may update this Privacy Policy when services, technology or legal obligations change. The latest version will be published on this website with the date it was last updated. Where a change materially affects how we use personal information, we will take appropriate steps to bring that change to the attention of affected individuals.

By using our website, you agree to the collection and use of information in accordance with this privacy policy.