This policy explains what personal information we collect, why we use it, who we share it with, how long we keep it and the rights available to you. It applies to website visitors, enquirers, customers, event guests and suppliers.
1. Who is responsible for your information
Pro-Pose Entertainment, operated by Dan Harman and Matt Creese, is the controller of personal information covered by this policy.
- Address: 22 Geranium Croft, Biggleswade, Bedfordshire, SG18 8YS
- Email: dan@pro-pose.co.uk
- Telephone: 07917 412 831
- Website: www.pro-pose.co.uk
2. Information we collect
- Enquiry and booking details, such as your name, email address, telephone number, Event date, venue, Event type, message and preferences.
- Contract, invoice and payment records. Card details are processed by the payment provider and are not intended to be stored by us.
- Correspondence, approvals, complaints and notes needed to manage the booking.
- Photos captured in a booth, Party Highlights video, Audio Guestbook voice recordings and related file information.
- Technical and usage data, such as IP address, browser, device, referring page, security logs and cookie choices.
- Reviews, competition entries or social-media interactions that you choose to make public or send to us.
- Supplier, venue and business contact information.
Please do not send sensitive personal information unless it is genuinely needed and we have asked for it. Booth photos and recordings may incidentally reveal information about health, ethnicity, religion or sexuality. We handle such material with particular care and do not use it to profile guests.
3. How and why we use information
| Purpose | Main lawful basis |
|---|---|
| Respond to enquiries, provide quotes, take bookings and deliver the Services | Steps before a contract and performance of a contract |
| Take payment, keep accounts and meet tax, insurance or legal duties | Contract and legal obligation |
| Plan access, templates, staffing, galleries and event delivery | Contract and legitimate interests in running the booking |
| Protect the website and form from fraud, abuse and spam | Legitimate interests in security and reliable communications |
| Handle complaints, establish legal claims and keep appropriate records | Contract, legal obligation and legitimate interests |
| Send optional marketing or use identifiable content in promotion | Consent where required, or another lawful basis expressly permitted by law |
| Improve our Services and understand website performance | Legitimate interests, with consent used for non-essential cookies where required |
Where we rely on legitimate interests, we consider the benefit to our business and customers, whether the use is necessary and the effect on the people involved. You can object as explained in section 9.
4. Event guests, children and shared galleries
The person booking the Event should make guests aware that photography, video or audio recording is taking place. Venue signage and the visible nature of the booth also help guests understand what is happening. Guests can choose not to use the booth, Audio Guestbook or participate in Party Highlights.
Children may appear in Event content. The responsible adult and Event organiser should supervise children's participation. If you have a concern about a child or another guest appearing in material, contact us with enough detail to identify it and we will assess the request promptly.
Online galleries may be accessed by anyone who receives the link or password. Customers should share access responsibly and download the files they wish to keep. We can explain available access controls, but no online sharing method can guarantee that an authorised viewer will not copy or forward a file.
5. Who receives information
We share only what is reasonably necessary with trusted providers and people who help us operate, including:
- WordPress and our website or hosting providers.
- Our email, domain and secure mailbox providers.
- Payment, banking, bookkeeping, accounting and insurance providers.
- SmugMug or another provider used to host and deliver event galleries.
- Akismet or another security service used to detect spam submissions.
- Event staff, approved subcontractors, venues and suppliers where needed to deliver the booking.
- Professional advisers, regulators, law enforcement or courts where disclosure is required or reasonably necessary.
We do not sell personal information. Some providers may process information outside the United Kingdom. Where this happens, we use a provider or arrangement designed to give the information the protection required by UK data-protection law.
6. How long we keep information
We keep information only for as long as reasonably needed for the purpose collected, legal obligations, insurance, accounting and the handling of possible claims. Our current guide is:
| Record | Typical retention |
|---|---|
| Website enquiries that do not become bookings | 18 months from receipt, then automatically deleted from the WordPress enquiries list |
| Booking, contract, invoice and core correspondence | Normally 6 years after the end of the financial year or booking, where needed for tax, accounting or legal claims |
| Event photos, galleries, Party Highlights and Audio Guestbook files | For the delivery/access period agreed or made clear to the customer, followed by periodic review; customers should keep their own backup |
| Security and technical logs | As set by the relevant provider and no longer than reasonably necessary for security and troubleshooting |
| Marketing preferences and suppression records | Until consent is withdrawn or marketing ends; limited suppression details may be kept to honour an opt-out |
| Backups | Until overwritten in the normal secure backup cycle |
A legal dispute, safeguarding issue, insurance requirement or regulator request may require us to keep a relevant record for longer. We may delete or anonymise information sooner when it is no longer required.
7. Marketing, reviews and promotional use
Booking and service messages are not marketing. We send optional email, text or similar electronic marketing only where the Privacy and Electronic Communications Regulations and data-protection law allow it. You can opt out at any time by using the unsubscribe method in the message or contacting us.
We may invite customers to leave a review. If you post a public review, the platform controls its own copy and we may quote or link to it where permitted. We will not assume that a booking alone gives permission to use identifiable Event photos, video or audio in our advertising. We will seek suitable permission or rely on another lawful basis where legally appropriate.
8. Cookies and website security
The website may use essential cookies needed for security, forms, administration and basic operation. Analytics, advertising or other non-essential cookies should be used only after the required consent mechanism is in place. The cookie banner and cookie settings shown on the live website provide the most current details.
We use proportionate technical and organisational measures to protect information, such as restricted administration access, software updates, form security, backups and reputable providers. No internet or storage system is completely risk-free, so we cannot promise absolute security.
We do not make decisions that have legal or similarly significant effects on you solely by automated means.
9. Your data-protection rights
Depending on the circumstances, you may have the right to ask for access to your information, correction, deletion, restriction, portability, or to object to processing. Where processing depends on consent, you may withdraw that consent at any time. Withdrawal does not make earlier use unlawful.
To exercise a right, email dan@pro-pose.co.uk. We may need to verify your identity and clarify the request. We normally respond within one month, subject to the extensions and exceptions allowed by law.
If you are unhappy with our response, you can complain to the Information Commissioner's Office at ico.org.uk or telephone 0303 123 1113. We would appreciate the opportunity to address your concern first.
10. Changes to this policy
We may update this policy when our Services, suppliers or the law change. The version and effective date appear on the first page. Material changes will be highlighted on the website or communicated directly where appropriate.