Privacy Policy
Last updated: 05/12/2025
This Privacy Policy explains how Oxcombe Events Ltd (“we”, “us”, “our”), trading as Oxcombe Weddings, collects, uses and protects your personal information when you visit our website or contact us regarding weddings and events at Oxcombe.
We are committed to protecting your privacy and complying with the UK General Data Protection Regulation (UK-GDPR) and the Data Protection Act 2018.
Who We Are
Oxcombe Events Ltd
Address: Oxcombe Events, Horncastle, LN9 6LU
Email: bookings@oxcombeweddings.co.uk
Phone: [insert number]
We are the “data controller” for the purposes of data protection law.
What Personal Data We Collect
We collect personal information when you: Submit an enquiry through our website; Contact us by phone, email, social media, or in person; Make a booking or request information about our services
The personal data we may collect includes: First name and surname; Email address; Phone number; Event details you choose to provide (e.g., preferred dates, type of event, guest numbers); Any other information voluntarily supplied during communications
We do not intentionally collect special category data unless you choose to share it (e.g., accessibility needs).
How We Collect Personal Data
We collect personal information when you:
Make an enquiry through our website
Book an introductory call using Calendly
Request our wedding brochure by email
Contact us directly by email or phone
The information collected typically includes your name, email address, and any details you choose to share about your wedding plans.
How We Use Your Personal Data
We process personal data for the following purposes: Responding to enquiries; Providing information about our venue and services; Managing and administering bookings; Contacting you about your event; Internal record-keeping; Sharing essential details with trusted wedding-service suppliers (e.g., caterers, florists, photographers) where necessary to manage your booking
We do not use your data for marketing newsletters or promotional mailing lists.
Booking a Call (Calendly)
When you book a call with us using Calendly, we collect your name, email address and the details of the appointment you select. This information is used solely to arrange and carry out your call with us.
Calendly acts as a data processor on our behalf and may collect limited technical information (such as IP address or device details) as part of providing its scheduling service.
Wedding Brochure Requests (Mailchimp)
If you request our wedding brochure, we collect your name and email address in order to send the brochure to you.
We may also send occasional, relevant follow-up emails, such as information about open days or availability updates. These emails are sent via Mailchimp, and you can unsubscribe at any time using the link included in every email.
We do not send regular marketing newsletters and we do not share your details with third parties for marketing purposes.
Our Legal Basis for Processing
We rely on the following lawful bases under the UK-GDPR:
1) Contract - to take steps at your request before entering into a contract, and to fulfil a booking agreement
2) Legitimate interests - to respond to enquiries, maintain records and operate our business efficiently
3) Consent - where you provide a testimonial or review that we publish publicly
You may withdraw consent for testimonials at any time.
Sharing Your Personal Data
We only share personal data when necessary for the operation of your wedding or event, including with: Wedding-service suppliers involved in the delivery of your event; Service providers who help us operate our business (e.g., email hosting, cloud storage)
We do not sell or trade your personal information.
We do not transfer personal data outside the UK.
How Long We Keep Your Data
We retain personal data only for as long as necessary:
1) General enquiry information: up to 24 months
2) Booking and contract-related information: up to 6 years (in line with UK legal limitation periods)
3) Testimonials or reviews: until you ask us to remove them
After these periods, data is securely deleted or anonymised.
How We Store and Protect Your Data
We store personal information securely using password-protected systems, including email and cloud-based document storage.
Access is restricted to authorised personnel only.
We take appropriate technical and organisational measures to safeguard your personal data and prevent unauthorised access, loss, misuse or disclosure.
Cookies and Website Tracking
Our website may include embedded content or third-party tools (such as scheduling or email sign-up forms) which may use cookies or similar technologies.
These cookies are used to ensure the website functions correctly and to enable features such as call bookings or brochure delivery. We do not use cookies to build advertising profiles or sell data to third parties.
Your Rights
Under the UK-GDPR, you have the right to: Access the personal data we hold about you; Request correction of inaccurate information; Request deletion of your data (in certain circumstances); Object to or restrict processing; Request data portability; Withdraw consent (where processing is based on consent)
To exercise any of these rights, contact us at: bookings@oxcombeweddings.co.uk
You also have the right to complain to the Information Commissioner’s Office (ICO) if you believe your data has been mishandled. Website: www.ico.org.uk
Testimonials and Reviews
If you provide a testimonial or review (including on platforms such as Google), we may display this publicly only with your permission (excluding Google reviews).
You may request removal at any time.
Changes to This Policy
We may update this Privacy Policy from time to time. The latest version will always be available on our website and will include the date of the most recent revision.
How to Contact Us
For any questions about this Privacy Policy or your personal data, contact us at:
Oxcombe Events Ltd
Email: bookings@oxcombeweddings.co.uk
Address: Oxcombe Events, Horncastle, LN9 6LU
