PRIVACY POLICY

This privacy policy explains our data processing practices and only applies to this website (www.TheScottishCelebrants.org). This policy only applies to The Scottish Celebrants. If you link to another website from our website, you should remember to read and understand that website’s privacy policy as well. We are not responsible for any use of your personal data that is made by unconnected third party websites.

If you have any queries concerning your personal information or any questions on our use of the information, please email admin@thescottishcelebrants.org

1.1 This is the Privacy Notice of The Scottish Celebrants which is the trading name of The Organisation of Scottish Celebrants Ltd (company number SC801462) whose registered office is at c/o 30 Thornhill, Johnstone, Renfrewshire, PA5 8YL (“we”, “us” or “our”) and sets out how we collect and process your personal data. This Privacy Notice also provides certain information that is legally required and lists your rights in relation to your personal data.

1.2 This Privacy Notice relates to personal data that identifies “you” meaning our customers, suppliers or individuals who browse our website and other individuals outside our organisation with whom we interact.

1.3 We refer to this information throughout this Privacy Notice as “personal data” and paragraph 3 sets out further detail of what this includes.

1.4 Please read this Privacy Notice to understand how we may use your personal data.

1.5 This Privacy Notice may vary from time to time so please check it regularly. This original version was published on 5th May 2024.

The Scottish Celebrants are committed to protecting the privacy of both our customers and website visitors and understand the importance of the privacy and security of information which personally identifies you.Please ensure you read and understand the following information in order to learn more about our privacy policy and our information gathering and dissemination practices. By ordering any of our products or services, a binding agreement between yourself (and/or your business) and The Scottish Celebrants will be created such that we can use your information in this way.

How to contact us:

For the purposes of relevant data protection legislation, we are the controller of the personal data you provide to us and as a controller we use the personal data we hold on you in accordance with this Privacy Notice.

If you wish to correct your personal data held by us or to opt out at any time from receiving marketing correspondence from us or to alter your marketing preferences please contact admin@thescottishcelebrants.org using the subject header ‘data’. If you need to contact us in connection with our use of your personal data or gain access it then please direct your query by email to admin@thescottishcelebrants.org using the subject header ‘data’.

Data Protection Officer
Our Data Protection Officer can be contacted at: admin@thescottishcelebrants.org using the subject header ‘data’.

Why we require your information:

The Scottish Celebrants provide both services, information about our products and services, business information and publicity. The Scottish Celebrants collect personally identifiable information when you register with us and when you use or request our services. We ask you for personal data only when it is needed to provide goods or services you have enquired about or asked us to provide or to respond to your request for information. You do not need to provide us with personal data simply to browse our site.

The Scottish Celerbants use this information to customise the content you see on our pages, to fulfil your request for certain products and services, to communicate with you generally and to contact you about special offers, promotions or new events and services.

It is our policy that this information is private and confidential.

What information do we collect?:

We obtain your personal data from the following sources:

• Directly from you, either in person (at wedding shows, marketing events or ceremonies), via our website, email or by telephone. This could include personal data such as your name, address, telephone number and email address which you provide when you:
• Make a booking for one of our services/products;
• Request information on our services or products or for other marketing to be sent to you including subscriptions (This service is entirely optional and you may unsubscribe at any time);
• Enter into a competition, contest, survey or promotion. However, specific terms and conditions will apply to contests, competitions or promotions, of  which will be notified to prospective applicants.
• Register on certain areas of our website, where registration is required to use the services/product;
• Complete a survey from us or give us feedback; and
• Optional information from registrations forms for enquires/bookings so we can serve you better (e.g more specific services that are tailored to you. If we request this additional information from you, we will identify it as optional
• Automated technologies, such as cookies, server logs and other similar technologies. We may automatically collect Information Technology Data about your equipment, browsing actions and patterns by using cookies, server logs and other similar technologies. We may also receive Information Technology Data about you if you visit other websites employing our cookies. Please see our cookie policy for further details.
• Please note, we do not use data supplied by other parties with the exception of the below
• Our provider of customer feedback/reviews;
• Analytics providers (such as Google based outside the EU);
• Providers of technical, payment services (such as Appointedd, Stripe);
• Providers of social media platforms (such as Facebook, X, Tiktok and Instagram) for example where you share our content through social media, for example by liking us on Facebook, following or posting about us on X.
• Publicly available sources, (mainly for our suppliers if applicable) such as Companies House

How we use your personal data & our basis for using it:

Where we are relying on a basis other than consent

We may rely on one or more of the following legal bases when processing your personal data, for instance, requests made from the governing body, National Records of Scotland, the Registary Office (of the area in which your ceremony takes place).
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In addition, we may lawfully process Special Categories of Data in certain ways for example: setting up a contract for our services with you, to communicate important information with you regarding your enquiry or booking, order to enforce or apply our terms of use, terms and conditions of the supply of products and/or services and other agreements with third parties.
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Where we may reply on consent
We would like to use the personal data you provide to us for a variety of different purposes. For certain of these purposes it is appropriate for us to obtain your prior consent. An example of is this where we would like to use photos or images taken of you in promotional materials.
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The legal basis of consent is only used by us in relation to processing that is entirely voluntary – it is not used for processing that is necessary or obligatory in any way. You may at any time withdraw the specific consent you give to our processing your personal data by following the UNSUBSCRIBE link at the bottom of the marketing email or by contacting admin@thescottishcelebrants.org
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Please note even if you withdraw consent we may rely on another basis to process your personal data.

Who receives the personal data you provide to us?

We may disclose the personal data you provide to us to:

• Our group companies and affiliates or third-party data processers who may process data on our behalf to enable us to carry out our usual business practices. any such disclosure will only be so that we can process your personal data for the purposes set out in this Privacy Notice;
• HMRC, legal and other regulatory authorities, including those who request your personal data or to report any potential or actual breach of applicable law or regulation;
• External professional advisers such as accountants, auditors, bankers, insurers and lawyers;
• Law enforcement agencies, courts or other relevant party, to the extent necessary for the establishment, exercise or defence of legal rights;
• Third parties where necessary for the purposes of prevention, investigation, detection or prosecution of criminal offences or the execution of criminal penalties;
• Third parties operating plugins or content (such as Facebook, X, Instagram) on our website which you choose to interact with.

Accuracy of your personal information:

It is important that the personal data we hold about you is accurate and current. and we take all reasonable precautions to ensure that this is the case but we do not undertake to check or verify the accuracy of personal data provided by you.  Please keep us informed if your personal data changes during your relationship with us by contacting us via email. We will not be responsible for any losses arising from any inaccurate, inauthentic, deficient or incomplete personal data that you provide to us.

Your rights in relation to your personal data:

Subject to applicable law including relevant data protection laws, in addition to your ability to withdraw any consent you have given to our processing your personal data (see section 0), you may have a number of rights in connection with the processing of your personal data, including:

• The right to request access to your personal data that we process or control;
• The right to request rectification of any inaccuracies in your personal data or, taking into account the purposes of our processing, to request that incomplete data is completed;
• The right to request, on legitimate grounds as specified in law:
• Erasure of your personal data that we process or control; or
• Restriction of processing of your personal data that we process or control;
• The right to object, on legitimate grounds as specified in law, to the processing of your personal data;
• The right to receive your personal data in a structured, commonly used and machine-readable format and to have your personal data transferred to another controller, to the extent applicable in law; and
• The right to lodge complaints regarding the processing of your personal data with the Information Commissioner’s Office. Please see https://ico.org.uk/concerns/ for how to do this.

If you would like to exercise any of the rights set out above, please contact us using the contact details set out in paragraph 2 'How to contact us'.

Cookies:

Like many other websites, this website uses cookies. This policy explains the way in which cookies are used on our website. Please ensure you have read and understood this policy before continuing to use our website. If you have any questions about our use of cookies, you can contact us at admin@thescottishcelebrants.org
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Cookies are small pieces of text sent to your browser by a website you visit. They help that website remember information about your visit, which can both make it easier to visit the site again and make the site more useful to you.
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One way we use cookies is to determine if we have served you certain dialogue boxes to ensure we do not serve you them again, or to remember user names and preferences (if applicable). By storing this information we can keep those preferences selected as you browse around our pages, and if you return to our website again later.
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You can find more information about cookies at: www.allaboutcookies.org and www.youronlinechoices.eu.
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For a video about cookies visit: www.google.co.uk/goodtoknow/data-on-the-web/cookies
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Cookies do lots of different jobs, like letting you navigate between pages efficiently, remembering your preferences, and generally improve the user experience. They can also help to ensure that adverts you see online are more relevant to you and your interests.
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You may delete or disable cookies through your browser settings. However, you should keep in mind that deleting or disabling cookies may lead to inconvenience while using our website that would not have happened if you consented to the use of cookies.
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On the following links, you’ll find information about how to delete or disable cookies from your browser settings:

Chrome
Firefox
Safari (iOS)
Opera
Edge

The Scottish Celebrants may change this cookie declaration at any time without prior notice. That may happen due to changes in cookie regulations, changes in our website, or another reason. Ensure to check out this cookie declaration regularly to stay updated for any changes.

For the latest Cookie declaration please click on the consent banner on this website.

Website usage data:

Please note, regardless of cookie settings, our website keeps track of usage data including the following;

• Source address that the page request is coming from (your IP address, domain name);
• Date and time of the page request;
• The referring website (if appicable) and other parameters in the URL (for example search criteria

We use this data to better understand website usage so we know what areas of our website users prefer and where we can improve. This information is stored in log files and is used for aggregated and statistical reporting but is not attributed to you as an individual.

Security:

Acknowledging industry norms, we implement robust security measures to safeguard information against unauthorized access and misuse.  We use the most accurate and current information you provide to process your request. Moreover, when transmitting sensitive data like billing or credit card details via our website, we grant you access to our secure server, ensuring encryption throughout the internet transfer aiming to shield you from any unauthorized exploitation of the transmitted information. Additionally, we maintain comprehensive insurance coverage encompassing public liability, employee liability, and professional indemnity.

User Submissions:

Please do not post confidential or proprietary information to our website. Any material, information or any other communication you transmit or post to our website (other than your personal information) will be considered non-confidential and non-proprietary, unless we are advised to the contrary and we will have no liability for it.
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The Scottish Celebrants and its permitted designee’s will be free to copy, disclose, distribute, incorporate and otherwise use the communications in all data, images, sound, text and other things embodied therein for any and all commercial or non-commercial purposes. Users of our website are prohibited from posting or transmitting to or from this site any unlawful, threatening, libellous, defamatory, obscene, and pornographic or other material that would violate any law.

Partner websites & data collection/storage

In order to provide some of our key services, we utilise the services of trusted partner websites and cloud based systems.  These include:

Appointedd Booking Software

• We use Appointedd to allow our customers to book our services and products on line.
• Stripe keep identifiable data for 3 years after your booking has been fulfilled, at which time it will be deleted.
• We believe the data held on Appointedd’s systems to be safe, secure, and only available to The Scottish Celebrants for the purposes listed above.  For more information, please visit the Appointedd Privacy Policy.

Stripe

• We use Stripe to allow our customers to make payments online for services.
• We keep identifiable data for 3 years after your booking has been fulfilled, at which time it will be deleted.
• We believe the data held on Stripe’s  systems to be safe, secure, and only available to The Scottish Celebrants for the purposes listed above.  For more information, please visit the Stripe Privacy Policy.

Intuit QuickBooks Cloud Accounting System

• We use Intuit QuickBooks for our business accounting system to invoice our customers for products and services that we have supplied to them under contract.
• HMRC require businesses to keep company financial records for at least 6 years from the end of the last financial year, therefore, the data of any paying customers during that time will be held on Intuit QuickBooks which was required to invoice the customer for the goods/services supplied.
• Though, we legally we cannot delete this data, we can make changes to the contact details etc where it is inaccurate.  If you’d like to see what data we hold, or you think we should update the accuracy of it, please just contact us at any time.
• We believe the data held on the Intuit QuickBooks systems to be safe, secure, and only available to The Scottish Celebrants for the purposes listed above.  For more information, please visit Intuit QuickBooks

MailChimp Email Marketing

• We allow individuals to “subscribe” themselves to our email marketing, through several (lawful) methods including our booking system and contact forms.  We use MailChimp – an email marketing system to manage and store this data, and to send out occasional commercial emails to everyone who has consented to this.
• In accordance with GDPR we’re re-requested opt-in consent from those who hadn’t already explicitly given it, and if you have previously given your consent to receive such emails, you can chose to opt-out (or change your preferences) at any time by clicking the relevant links included in all marketing emails sent to you.
• We believe the data held at MailChimp to be safe, secure, and only available to The Scottish Celebrants for the purposes listed above.  For more information on this, or their rules around email collection and their Zero tolerance Anti-Spam policy, please visit MailChimp’s legal terms (which we are legally bound to comply with).

Dropbox and Google Drive

• We use cloud based storage systems, Google Drive and Dropbox, to back up all our documentation and administer our back up process.
• We keep identifiable data for 3 years after your booking has been fulfilled, at which time it will be deleted from our records.
• We believe that Google Dive and Dropbox are safe, secure, and only available to The Scottish Celebrants for the purposes listed above.  For more information please see here Google Drive Terms of Service & Dropbox Terms of Service.