Last updated: 7 November 2025

Who we are (Data Controller)

Rosewood & Pearl Ltd (Company No. 16506794) controls the processing of personal data for www.rosewoodandpearl.co.uk.
Contact: hello@rosewoodandpearl.co.uk.

What data we collect

• Identity & contact: name, email, phone.

• Event information: couple names, dates, venues/locations, access times, schedules, supplier contacts, preferences/layouts.

• Booking & transactions: enquiries, quotes, invoices, payments, refunds, security/damages deposits (full card details handled by payment providers, not stored by us).

• Communications: emails/messages and relevant notes.

• Marketing preferences.

• Website & device data: IP address, pages viewed, cookie identifiers (see Cookies).

• Photography & media: images/video supplied by you or by your official photographer/videographer (as permitted in our Terms or by your instructions).

We don’t intentionally collect special category data and ask you not to send it unless strictly necessary.

How we collect your data

• Directly from you: forms on the site, email, phone, social DMs, in person.

• Automatically: through cookies and similar technologies when you browse our site.

• From third parties: venues, planners, suppliers, payment providers—where needed to deliver your booking or where you’ve given permission.

Purposes and lawful bases

We process personal data only where a UK GDPR lawful basis applies:

• Enquiries, quotes, bookings — Contract (incl. pre-contract steps).

• Payments, deposits/refunds, accounts/records — Contract and Legal obligation (e.g., tax).

• Co-ordinating with venues/suppliers; customer service/aftercare — Legitimate interests (running our business and delivering your event, balanced with your rights).

• Service messages (confirmations, updates, changes) — Contract.

• Marketing you opt into — Consent (withdraw any time).

• Operating, securing and improving the site — Legitimate interests and, for non-essential cookies, Consent.

Marketing

We send electronic marketing only with your consent or where permitted by law. You can opt out at any time using the link in our emails or by contacting hello@rosewoodandpearl.co.uk.

Cookies and similar technologies

• Essential/functional cookies are required for the site to operate and are set without consent.

• Analytics/performance cookies (if used) help us understand site usage and are set only with your consent via our cookie banner.

• We do not deploy third-party website plug-ins or trackers beyond our service providers’ built-in tools unless stated here.
  You can change or withdraw consent at any time via the banner or your browser settings. If you prefer, we can provide a separate Cookie Policy with a cookie list.

Sharing your data

We do not sell personal data. We may share data with:

• Service providers acting on our instructions (e.g., website hosting/platform, payment processing, email, accounting, secure file/storage).

• Venues and event suppliers where necessary to deliver your booking.

• Professional advisers/insurers and authorities/regulators where required by law.
  We ensure appropriate contracts and safeguards with our providers.

International transfers

Some providers may process data outside the UK. For any restricted transfers, we rely on an adequacy decision where available or put in place appropriate safeguards such as the UK International Data Transfer Agreement (IDTA) or the UK Addendum to the EU Standard Contractual Clauses, plus any required risk assessment.

Retention

We keep data only as long as needed for the purposes above:

• Enquiries (no booking) — up to 24 months after last contact.

• Bookings/transactions (incl. deposits and invoices) — typically 6 years after the end of the financial year.

• Marketing — until you withdraw consent or we determine it is out-of-date.

• Website analytics — according to tool configuration and your consent choices.
  We periodically review retention and securely delete or anonymise data when no longer needed.

Security

We use appropriate technical and organisational measures (access controls, least-privilege permissions, encryption where appropriate, staff awareness, vendor due diligence) to help prevent unauthorised access, loss, misuse or alteration. No method is completely secure, but we work to protect your information.

Your rights

You may have the right to: access your data; rectify inaccuracies; erase data; restrict processing; object to processing based on legitimate interests or to direct marketing; port data you provided to us where processing is by consent/contract and automated; and withdraw consent at any time (where consent is our basis).
To exercise your rights, email hello@rosewoodandpearl.co.uk. We’ll respond within one month (subject to lawful extensions).

Complaints

Please contact us first so we can try to resolve your concern. You also have the right to complain to the Information Commissioner’s Office (ICO): ico.org.uk | 0303 123 1113.

Children

Our services are not aimed at children and we do not knowingly collect children’s data.

Automated decision-making

We do not conduct automated decision-making that produces legal or similarly significant effects.

Changes to this notice

We may update this notice from time to time. The latest version will always be posted here with the date shown at the top.

Contact us

Questions about this notice or your data? Email hello@rosewoodandpearl.co.uk.