KLH Weddings and Events Privacy Notice

Last updated: 6 August 2026

1. Who we are

KLH Weddings and Events (“KLH”, “we”, “us” or “our”) provides wedding and event coordination services.

For UK data protection law, the data controller is:

Kirsty Lloyd-Hawes
Email: kirsty@klhweddings.com
Website: www.klhweddings.com

This notice explains how we collect, use, store and share personal information relating to clients, prospective clients, wedding guests, suppliers, venue representatives and other people involved in an event.

2. Information we collect

Depending on your relationship with KLH, we may collect:

Your name, address, telephone number and email address.
Your wedding or event date, venue and booking details.
Information contained in enquiries, questionnaires, consultations and correspondence.
Supplier, venue and wedding-party contact details.
Contracts, payment records, invoices and transaction information. We do not retain complete payment-card details.
Wedding schedules, seating or guest information, emergency contacts and operational instructions.
Dietary, allergy, accessibility or medical information where it is genuinely necessary for safe and elective coordination.
Information about religious or cultural requirements, where this is relevant to the ceremony or event.
Photographs, videos, testimonials, or social media details where you have given separate permission.
Technical information generated when you use our website, such as IP address, browser information and essential cookie data.
Records needed to manage complaints, insurance matters or legal claims.

Please do not provide personal information that is not relevant to the coordination service.

3. Where we obtain information

We usually receive information:

Directly from you through our website, email, telephone calls, consultations, questionnaires and booking documents.
From the other person named in your booking.
From venues, suppliers and other event professionals.
From members of the wedding party, guests or nominated wedding-day contacts.
From publicly available sources where this is reasonably necessary to identify or contact a supplier.

If you provide information about another person, you must have a reasonable basis for doing so and should direct them to this privacy notice.

4. How and why we use personal information

We usually receive information:

Directly from you through our website, email, telephone calls, consultations, questionnaires and booking documents.
From the other person named in your booking.
From venues, suppliers and other event professionals.
From members of the wedding party, guests or nominated wedding-day contacts.
From publicly available sources where this is reasonably necessary to identify or contact a supplier.

If you provide information about another person, you must have a reasonable basis for doing so and should direct them to this privacy notice.

5. Information required to provide the service

Some information is required so that we can respond to an enquiry, enter into the agreement or provide the coordination service. If you do not provide necessary information, we may be unable to accept the booking or carry out some aspects of the service.
Providing information for marketing, photography, testimonials or social-media publicity is entirely optional and is not a condition of booking KLH.

6. Special-category information

Information about health, allergies, disability, religion or similar matters may receive additional protection under data protection law.
We will only request or use this information where it is genuinely necessary. For routine event coordination, we will normally rely upon your explicit consent, or the explicit consent of the person concerned, as the additional condition for processing it.
Consent for special-category information must be specific and may be withdrawn. Withdrawal does not affect processing that was lawful before consent was withdrawn, but it may limit our ability to coordinate the relevant requirement safely.
Clients should avoid supplying detailed medical information where a simpler operational instruction—such as “step-free access required” or “severe nut allergy”—would be sufficient.

7. Who we share information with

We may share the minimum information reasonably necessary with:

Your wedding venue and contracted suppliers.
KLH assistant coordinators or an approved substitute coordinator.
Website, email, cloud-storage, questionnaire and business-software providers.
Payment, bookkeeping and accountancy providers.
Professional advisers, insurers and legal representatives.
Government, regulatory or law-enforcement bodies where disclosure is legally required.
Emergency services where necessary to protect someone’s vital interests.
Venues and independent suppliers may act as separate data controllers and will have their own privacy notices. KLH is not responsible for how an independent supplier uses information outside our instructions or coordination service.

We do not sell personal information.

8. International transfers

Some technology or service providers may process information outside the United Kingdom.
Where personal information is transferred internationally, we will take reasonable steps to ensure that an appropriate legal safeguard is in place, such as UK adequacy regulations, the UK International Data Transfer Agreement or an approved UK addendum to standard contractual clauses.
You may contact us for further information about safeguards applying to a particular transfer.

9. How long we keep information

We retain information only for as long as reasonably necessary for the purpose for which it was collected.
Our normal retention periods are:

Unsuccessful enquiries: up to 12 months after the last meaningful contact.
Active bookings and coordination records: for the duration of the booking.
Operational wedding information: normally deleted or securely minimised within 12 months after the wedding, unless needed for a complaint, insurance matter or legal claim.
Contracts, invoices and payment records: normally up to six years after completion or cancellation, to meet accounting, tax and legal requirements.
Marketing records: until consent is withdrawn or the information is no longer reasonably required.
Photography and testimonial consent records: for as long as the material remains in use and for a reasonable period afterwards to record the consent given or withdrawn.

We may retain information for longer where required by law or where reasonably necessary to establish, exercise or defend legal claims.

10. Security

We use appropriate organisational and technical measures intended to protect personal information against unauthorised access, loss, alteration or disclosure.
Access is limited to people who need the information for a legitimate business purpose. Anyone working on behalf of KLH is expected to respect the confidentiality of the information they receive.
No internet or email system is completely secure. If you believe information has been sent to us incorrectly or compromised, please contact us promptly.

11. Your data protection rights

Depending on the circumstances and lawful basis involved, you may have the right to:

Ask for access to your personal information.
Ask us to correct inaccurate or incomplete information.
Ask us to erase information.
Ask us to restrict how information is used.
Object to processing based on legitimate interests.
Object at any time to direct marketing.
Receive certain information in a portable format.
Withdraw consent at any time where processing is based on consent.
Complain to the Information Commissioner’s Office.

These rights are not absolute. For example, we may need to retain certain information to meet legal obligations or deal with a legal claim.
To exercise a right, contact kirsty@klhweddings.com. We may need to verify your identity before acting upon a request.

12. Automated decisions

KLH does not use personal information to make solely automated decisions that produce legal or similarly significant effects.

13. Wedding guests and other third parties

We may receive limited information about wedding guests, members of the wedding party, suppliers or emergency contacts from our clients.
We use this information only where reasonably necessary to coordinate the event, communicate relevant arrangements, manage accessibility or dietary requirements, or respond to an emergency.
Clients should share this privacy notice with anyone whose information they provide to KLH. Where KLH contacts a person directly, we will provide or direct them to relevant privacy information at the appropriate time.

14. Marketing

We will only send electronic marketing where we have an appropriate lawful basis and any consent required by law.
You may unsubscribe or withdraw consent at any time by using the unsubscribe option in the communication or emailing kirsty@klhweddings.com.
Withdrawing from marketing will not affect essential communications relating to an enquiry, booking or existing agreement.

15. Photography, testimonials and social media

We will not make publicity consent a condition of booking.
Any permission to use identifiable photographs, video, testimonials or client-provided content will be requested separately. You may withdraw that permission for future use by contacting us.
Withdrawal cannot ordinarily reverse printed materials already distributed or third-party sharing that occurred lawfully before withdrawal, but we will take reasonable steps to stop future use under our control.

16. Website cookies and third-party links

Our website may use cookies and similar technologies. Essential cookies may be used where necessary for the website to function or remain secure. Non-essential analytics, advertising or similar cookies will be used only where permitted and, where required, after consent has been obtained.
Further details should be provided in our cookie notice or cookie settings.
Our website may link to third-party websites. Those organisations are responsible for their own privacy practices.

17. Complaints

Please contact us first if you have concerns about how we use personal information:
Email: kirsty@klhweddings.com
You also have the right to complain to the Information Commissioner’s Office:
Website: www.ico.org.uk/make-a-complaint
Telephone: 0303 123 1113

18. Changes to this notice

We may update this notice when our services, suppliers or legal obligations change. The latest version will be published on our website and identified by the “last updated” date above.
Where a change would materially affect an active client or how we use existing information, we will take reasonable steps to bring it to their attention.