Privacy Policy

Last updated: 2nd May 2025

Who we are

BODA – Event Management (“we”, “us”, “our”) provides wedding and event planning services. We are the data controller for the personal data we process.

Legal name: BODA Event Management Ltd
Email: hi@bodaevents.org
Telephone: 07885565293

How we collect personal data

We collect data when you:

make an enquiry, book a consultation, or enter into a contract with us;
communicate with us by email, phone, social media or via our website forms;
attend events we manage or are featured in;
are a supplier we liaise with on behalf of a client.

We may also receive data from trusted third parties (e.g., photographers, venues, caterers, referral partners) where you have given permission, and from public sources (e.g., company websites or social profiles relevant to your event).

The data we process

Identity & contact: name, email, phone, address, social handles.
Event details: dates, venues, schedules, guest counts, supplier lists, style preferences, budgets.
Administrative & financial: invoices, payments (processed via third-party payment providers—we do not store full card details).
Images & content: photos/video you share with us or permit us to capture/use.
Preferences & accessibility: dietary needs, mobility/access requirements, cultural/ceremony preferences. (These can include special category data—see below.)
Supplier data: contact details and service information for businesses we coordinate.

Lawful bases for processing (UK GDPR)

We rely on one or more of the following:

Contract – to take steps at your request before entering into a contract and to perform our contract with you.
Legitimate interests – to operate and improve our services (e.g., project management, supplier coordination, portfolio administration) in ways that do not override your rights.
Consent – for optional activities (e.g., marketing emails, using identifiable images in our portfolio). You can withdraw consent at any time.
Legal obligation – to comply with tax, accountancy and other legal requirements.
Vital interests – very rarely, to protect life in an emergency (e.g., passing details to emergency services).

Special category data

Where we process information like dietary requirements (which may reveal health or religious information) or access needs, we will do so with your explicit consent or where necessary to protect vital interests. We limit who can access this information and only share it when required to deliver the event safely and appropriately.

How we use your data

Responding to enquiries and providing quotes/proposals.
Planning and managing your event (timelines, logistics, supplier liaison).
Invoicing, payments and bookkeeping.
Managing our relationship with you (updates, confirmations, feedback).
Featuring anonymised or named imagery/testimonials in our portfolio, website and social media.
Improving our services, troubleshooting issues, and internal training.

Sharing your data

We share personal data only when necessary:

Service providers/processors: secure cloud storage, email/CRM tools, document e-signature, accounting software, payment processors, website and IT support.
Event suppliers: venues, caterers, florists, photographers, musicians, hire companies—only the relevant details needed to deliver your event.
Professional advisors and authorities: accountants, insurers, legal advisers, regulators (e.g., HMRC) where required.

If applicable: we may work alongside our sister company Inside Out Catering on some events; we will only share your details with them where relevant to your booking and in line with this policy (or with your consent where needed).

We do not sell your personal data.

International transfers

Some providers may store data outside the UK/EEA. Where this occurs, we use appropriate safeguards such as the UK International Data Transfer Agreement (IDTA) or EU Standard Contractual Clauses (as extended for the UK), plus additional measures as required.

Data retention

We keep personal data only as long as necessary for the purposes set out above:

Enquiries (no booking): up to 24 months.
Contracts, invoices and financial records: typically 6 years (statutory).
Project files & timelines: up to 6 years after the event (to support queries/claims).
Marketing: until you unsubscribe or your consent is withdrawn.
Portfolio imagery/testimonials: until you request removal or we retire the content.

We securely delete/anonymise data when it is no longer needed.

Marketing

With your consent, we may send occasional updates and offers by email or SMS. You can opt out at any time by clicking “unsubscribe” in our emails or contacting us at hi@bodaevents.org.

Cookies & website analytics

Our website may use cookies and similar technologies (e.g., for essential functionality, analytics such as Google Analytics, and social media pixels like Meta). You can manage preferences via our cookie banner and your browser settings. See our [Cookie Policy link] for details.

Your rights (UK GDPR)

You have the right to:

Access your personal data and obtain a copy.
Rectify inaccurate or incomplete data.
Erase data (in certain circumstances).
Restrict or object to processing (including direct marketing).
Data portability (receive or transfer your data in a structured format).
Withdraw consent where processing relies on consent.

To exercise your rights, contact hi@bodaevents.org. We may need to verify your identity.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO): ico.org.uk or 0303 123 1113.

Security

We use appropriate technical and organisational measures to protect personal data, including access controls, encryption where appropriate, and staff confidentiality measures. While no system is 100% secure, we continually review our controls.

Children

Our services are aimed at adults. We do not knowingly collect personal data from children without parental/guardian involvement and consent where required.

Automated decision-making

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

Changes to this policy

We may update this notice from time to time. The latest version will always be available on our website with the date shown at the top.

How to contact us

Questions or requests about this policy?
BODA – Event Management
Email: hi@bodaevents.org