Last updated: September 2026
Your privacy matters to me. I only collect and use the personal information I genuinely need to respond to your enquiry, manage your booking, prepare and conduct your ceremony, and run Caledonian Celebrant properly.
This Privacy Policy explains what information I collect, why I use it, where it may be stored, who it may be shared with, how long I keep it and the rights you have over your information.
Caledonian Celebrant is operated by Laura Gordon. I am the data controller for the personal information covered by this policy.
You can contact me about your personal information at laura@caledonian-celebrant.co.uk.
What information I collect
The information I collect depends on how you contact me and whether you go on to make a booking.
When you make an enquiry through my website, booking calendar, email, telephone, social media or another enquiry platform, I may collect information including:
Your name and your partner’s name, email address, telephone number, wedding or ceremony date, approximate ceremony time, venue or ceremony location, the type of ceremony you are planning, how you heard about me, and any other information you choose to include in your enquiry.
If you book me, I may also collect further information needed to plan and conduct your ceremony, manage your booking and meet any relevant legal or administrative requirements.
This can include questionnaires, ceremony preferences, vows, readings, music choices, names of family members or friends taking part, witness details, information about ceremony traditions or rituals, and other details you choose to share with me.
Information you choose to share about your ceremony
Wedding and ceremony planning can be very personal.
You may choose to tell me about your relationship, family circumstances, people who are important to you, bereavements, beliefs, health or accessibility needs, or other personal matters because they are relevant to your ceremony.
Please only share information that you are comfortable providing and that is genuinely relevant to your ceremony.
Some information you choose to provide may fall within what data protection law describes as special category information, such as information about health, religion or beliefs.
Where I need to use special category information specifically to personalise or conduct your ceremony, I will only use it for that purpose and, where required, on the basis of your explicit consent. You can withdraw that consent at any time, although this may mean I can no longer include that information in your ceremony.
If you give me personal information about another person, such as a family member, witness or ceremony participant, please make sure you have a reasonable basis for sharing it with me.
How I collect your information
I may receive your information directly from you when you:
complete an enquiry form on this website; use the wedding availability or booking calendar; contact me by email, telephone, messaging service or social media; complete a ceremony questionnaire; make a booking; or communicate with me during the planning of your ceremony.
My main website enquiry form is provided through Elementor. Enquiries submitted through that form are stored within the website’s WordPress/Elementor system and are also emailed to my Caledonian Celebrant email address.
The wedding calendar form uses WP Booking System. Information submitted through that form is stored as a booking or enquiry within the WordPress booking system and an administrative notification is sent to me.
Why I use your information
I use personal information where it is necessary to:
respond to an enquiry and check availability;
provide information or quotations you have asked for;
take steps towards entering into a booking with you;
manage your booking and payments;
communicate with you before and after your ceremony;
prepare, personalise and conduct your ceremony;
deal with ceremony administration;
meet legal, tax, accounting or regulatory obligations;
maintain appropriate business records;
protect my website and business from misuse or security problems; and
deal with any query, complaint or legal issue arising from my services.
I do not sell your personal information.
My lawful bases for using your information
UK data protection law requires me to have a lawful basis for using personal information. Different lawful bases may apply to different parts of my work.
For enquiries made before a booking, I normally process your information because it is necessary to take steps at your request before entering into a contract.
Once you book me, I normally process information because it is necessary to perform our contract and provide the services you have booked.
I may process certain information because I have a legal obligation, for example in relation to financial, tax or other legally required records.
I may rely on my legitimate interests where it is reasonable and proportionate to do so, for example to operate and protect my business, maintain appropriate records, deal with enquiries and resolve disputes. I will only rely on legitimate interests where those interests are not overridden by your rights and interests.
Where the law requires consent — for example for certain optional uses of sensitive information, photographs or testimonials — I will ask for it separately. You can withdraw consent at any time.
Legal marriages and civil partnerships
Where I am conducting a legal marriage or civil partnership, additional information may be required as part of the legal or administrative process.
You remain responsible for completing the necessary registration process with the appropriate registrar and for supplying the documentation they require.
Where it is necessary for the conduct or administration of your legal ceremony, I may use information provided to me in connection with the marriage or civil partnership and may communicate with relevant registration authorities or other authorised bodies where appropriate or legally required.
Who I may share information with
I do not share your information more widely than is reasonably necessary.
Your information may be processed by service providers that help me operate my business and website, such as:
website hosting and WordPress services;
Elementor and website form services;
WP Booking System;
email and email-delivery services;
IT, security and website maintenance providers;
accounting, payment or financial service providers where applicable; and
professional advisers or authorities where disclosure is legally required or necessary to protect my legal rights.
These providers may process information on my behalf but are not permitted to use it for unrelated purposes simply because they provide a service to me.
I may also share relevant information where required by law, court order, regulatory authority or law-enforcement body.
International data transfers
Some of the technology providers used to operate websites, email and online services may process information outside the United Kingdom.
Where personal information is transferred outside the UK, I expect the relevant provider to use an appropriate lawful transfer mechanism, such as UK adequacy regulations or approved contractual safeguards, where required.
Cookies and website technology
This website uses cookies and similar technologies for essential website functions and, where applicable, optional services.
I use Complianz to manage cookie consent and provide information about cookies used on the website.
Where consent is legally required for a non-essential cookie or service, it should not be activated until the appropriate choice has been made through the website’s cookie banner.
You can review or change your cookie preferences using the cookie settings available on the website.
Full details of the cookies currently detected and used by the website are available through the Cookie Policy.
Website security and technical information
Like most websites, the systems used to host and protect this website may process limited technical information needed to deliver pages, maintain security, prevent abuse and diagnose problems.
This may include information such as an IP address, browser or device information, server logs and security events where those are generated by the website, hosting provider or security systems.
I do not use this technical information to build personal profiles of wedding clients.
Photographs, testimonials and social media
Booking me does not automatically give me permission to publish your photographs, ceremony story or personal information for marketing purposes.
Where I would like to use a photograph, testimonial, review, ceremony story or other identifiable content for my website, social media or promotional material, I will only do so where I have an appropriate basis to use it and, where necessary, your permission.
Photographers retain their own rights in their photographs, and any photograph used on my website is also subject to the photographer’s permission or licensing arrangements.
If you have previously agreed to an optional use based on consent and later change your mind, please contact me. I will stop future use where I am required and reasonably able to do so, although I may not be able to retrieve material that has already been legitimately printed, shared or archived by third parties.
How long I keep your information
I do not keep personal information indefinitely simply because I have collected it.
As a general guide:
Enquiries that do not become bookings will normally be retained only for as long as reasonably necessary to deal with the enquiry and any follow-up, and will usually be reviewed for deletion after 12 months.
Information connected with a booked ceremony may normally be retained for up to two years after the ceremony where it remains useful for completing the service, dealing with follow-up queries or maintaining appropriate business records.
Detailed ceremony-planning information and questionnaires will be deleted when they are no longer reasonably required for the ceremony or subsequent legitimate business purposes.
Financial, contractual, invoice and tax records may be retained for up to six years, or longer where required by law.
Photographs, testimonials or promotional material used with appropriate permission may be retained for as long as they remain relevant to the business, unless that use is based on consent which is later withdrawn.
Different information may therefore be kept for different periods depending on why I hold it.
How I protect your information
I take reasonable steps to protect the personal information entrusted to me.
These include using reputable website and hosting services, maintaining website security and software updates, restricting access to business information, using appropriate account and device security, and only keeping information for as long as it is reasonably needed.
No internet or email system can be guaranteed to be completely secure, but I take proportionate steps to reduce the risk of unauthorised access, loss or misuse.
Automated decision-making
I do not use automated decision-making or profiling to decide whether I will accept you as a client or provide my services to you.
Your data protection rights
Depending on the circumstances and the lawful basis being used, you may have the right to:
ask for a copy of the personal information I hold about you;
ask me to correct information that is inaccurate or incomplete;
ask me to delete personal information in certain circumstances;
ask me to restrict how information is used;
object to certain uses of your information;
receive certain information in a portable format;
withdraw consent where consent is the lawful basis being relied upon; and
complain about the way your personal information has been handled.
These rights are not absolute and do not all apply in every situation. For example, I may need to keep some information where there is a legal requirement to do so or where it is needed to establish, exercise or defend legal rights.
The ICO recommends that privacy information explains the rights available to people and makes the right to object clear where applicable.
Your right to object
You have the right to object to certain processing of your personal information where I rely on legitimate interests.
If you object, I will consider your request and stop the processing unless there are compelling legitimate grounds to continue or the information is required for legal claims.
Withdrawing consent
Where I rely on your consent to use information, you can withdraw that consent at any time.
Withdrawing consent will not make any use of your information before withdrawal unlawful.
Contacting me about your information
If you want to ask what personal information I hold about you, correct something, request deletion where applicable, withdraw consent or ask any other privacy question, please contact:
Laura Gordon
Caledonian Celebrant
Email: laura@caledonian-celebrant.co.uk
Website: caledonian-celebrant.co.uk
I may need to verify your identity before disclosing or changing personal information.
Complaints
If you are unhappy with how I have handled your personal information, please contact me first so I have the opportunity to resolve the issue.
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK regulator for data protection.
You can find information about making a complaint at the ICO website: ico.org.uk.
Changes to this Privacy Policy
I may update this Privacy Policy if my website, business practices, technology or legal obligations change.
The latest version will always be published on this website, and the Last updated date at the top of the page will show when it was most recently revised.