PRIVACY POLICY
Last updated: 21 September 2026
WHO WE ARE
BODA – Event Management Ltd (“BODA”, “we”, “us” or “our”) provides wedding planning, event coordination, and remote administrative and operations support.
When providing wedding and event services directly to clients, BODA is the data controller responsible for the personal information we process.
When providing remote admin support to another business, we may act as a data processor and handle personal information only under that business’s instructions.
Legal name: BODA – Event Management Ltd
Company number: SC871696
Registered in: Scotland
Registered office: Unit 6 Renfrewshire Properties Industrial Estate, 35 Russell Street, Johnstone, Scotland, PA5 8EZ
Email: hi@bodaevents.org
Telephone: 07885 565293
HOW WE COLLECT PERSONAL INFORMATION
We may collect personal information when you:
• make an enquiry, request a quotation or book a consultation;
• enter into a contract with us;
• complete a form on our website;
• contact us by email, telephone, social media or another communication platform;
• provide information while we plan or coordinate your wedding or event;
• attend an event that we are managing;
• provide services as a venue, caterer or other event supplier;
• give permission for us to use photographs, videos or testimonials; or
• interact with our website or social media pages.
We may also receive relevant information from venues, suppliers, photographers, caterers, referral partners and other people involved in your event. We may obtain business contact information from publicly available sources, including company websites and professional social media profiles.
THE INFORMATION WE PROCESS
Depending on the service being provided, we may process:
• Identity and contact details, including names, addresses, telephone numbers, email addresses and social media details.
• Wedding and event information, including dates, venues, schedules, guest numbers, supplier lists, budgets, preferences and logistical arrangements.
• Enquiry, booking and contract information.
• Financial and administrative records, including quotations, invoices, deposits and payment records. We do not store full card details.
• Photographs, videos, reviews and testimonials that you share with us or give us permission to use.
• Supplier and business information, including names, contact details, services and booking arrangements.
• Website information, including information collected through cookies and analytics where these have been enabled.
• Dietary, allergy, accessibility, health, religious or cultural information where this is necessary to plan and deliver an event safely and appropriately.
SPECIAL CATEGORY INFORMATION
Some information, including health, allergy, accessibility, religious or cultural information, may be classed as special category data under UK data-protection law.
Where required, we will process this information with your explicit consent. In very limited circumstances, we may process it where necessary to protect someone’s vital interests.
We only request information that is relevant to the event, restrict access where appropriate and share it only with those who need it to provide the required service safely.
OUR LAWFUL BASES FOR PROCESSING
We rely on one or more of the following lawful bases:
• Contract – where processing is necessary to respond to your request, prepare a quotation or fulfil our contract with you.
• Legitimate interests – where processing is necessary to operate, manage and improve our business, provided those interests do not override your rights.
• Consent – for optional activities such as certain marketing communications and the use of identifiable photographs, videos or testimonials. You may withdraw your consent at any time.
• Legal obligation – where we must retain or disclose information to comply with tax, accounting, insurance or other legal requirements.
• Vital interests – in rare circumstances where processing is necessary to protect someone’s life.
HOW WE USE PERSONAL INFORMATION
We may use personal information to:
• respond to enquiries and provide quotations or proposals;
• arrange consultations and manage bookings;
• plan, organise and coordinate weddings and events;
• create schedules, timelines, event briefs and supplier information;
• communicate with clients, venues, guests and suppliers;
• manage contracts, invoices, deposits and payments;
• provide remote administrative and operational support;
• maintain accurate business and financial records;
• request feedback and respond to questions or complaints;
• improve our services and working procedures;
• protect our business and establish, exercise or defend legal claims; and
• use photographs, videos or testimonials for our website, portfolio or social media where we have an appropriate lawful basis.
REMOTE ADMIN AND OPERATIONS SUPPORT
When BODA provides remote admin or operations support to another business, that business will normally remain the data controller for its clients’, customers’ and suppliers’ personal information. BODA will normally act as a data processor.
In these circumstances, we will:
• process personal information only on the documented instructions of the business client;
• use the information only to provide the agreed services;
• maintain confidentiality and appropriate security;
• limit access to the information;
• assist the business client with its data-protection responsibilities where reasonably required; and
• return or securely delete information at the end of the service, subject to legal retention requirements.
Appropriate data-processing terms will be included in our agreement with each business client.
SHARING PERSONAL INFORMATION
We only share personal information where it is necessary and appropriate.
This may include sharing relevant information with:
• venues, caterers, florists, photographers, celebrants, entertainers, hire companies and other event suppliers;
• trusted service providers that support our website, email, cloud storage, booking systems, accounting, document management and IT;
• payment or banking providers where applicable;
• professional advisers, including accountants, insurers and legal advisers;
• HMRC, regulators, law-enforcement agencies or other authorities where legally required; and
• business clients for whom we provide remote administrative support.
If an event involves Inside Out Catering, we will only share relevant information with the company where this is necessary for the event, where you have requested it or where another appropriate lawful basis applies.
We do not sell personal information.
INTERNATIONAL TRANSFERS
Some of the technology and service providers we use may store or process information outside the United Kingdom.
Where personal information is transferred internationally, we will take reasonable steps to ensure appropriate safeguards are in place. These may include UK adequacy regulations, the UK International Data Transfer Agreement or the UK Addendum to approved European Commission Standard Contractual Clauses.
HOW LONG WE KEEP INFORMATION
We retain personal information only for as long as it is reasonably necessary for the purpose for which it was collected and to meet our legal, tax, insurance and contractual obligations.
Our general retention periods are:
• Enquiries that do not result in a booking: up to 24 months after our last communication.
• Contracts, invoices and financial records: normally six years in line with legal and accounting requirements.
• Wedding and event project files: normally up to six years after the event where required for queries, insurance or legal claims.
• Business admin records: for the period agreed with the business client, after which they will be returned or securely deleted unless retention is legally required.
• Marketing information: until you unsubscribe, withdraw your consent or we determine that it is no longer appropriate to retain it.
• Photographs, videos and testimonials: until consent is withdrawn, removal is requested where applicable or the content is retired from use.
Information that is no longer required will be securely deleted or anonymised.
MARKETING
We may send occasional news, service information or offers where you have consented or where we are otherwise permitted to do so by law.
You can stop receiving marketing communications at any time by using the unsubscribe option in an email or contacting hi@bodaevents.org.
We will continue to send necessary booking, contract and service communications even if you opt out of marketing.
COOKIES AND WEBSITE ANALYTICS
Our website uses essential cookies required for it to operate correctly. It may also use optional analytics or marketing technologies where these have been enabled.
Where consent is legally required, optional cookies will not be used unless you accept them through our cookie banner. You can reject optional cookies or change your preferences through the available cookie settings.
You can also manage or delete cookies through your browser settings. Disabling certain cookies may affect how some parts of the website function.
YOUR DATA-PROTECTION RIGHTS
Depending on the circumstances, you may have the right to:
• ask for access to your personal information;
• ask us to correct inaccurate or incomplete information;
• ask us to erase your information;
• ask us to restrict how your information is used;
• object to certain processing, including direct marketing;
• receive certain information in a portable format or ask for it to be transferred; and
• withdraw your consent where processing relies on consent.
These rights are not absolute and may be subject to legal exceptions.
To exercise your rights, contact hi@bodaevents.org. We may ask for information to confirm your identity before responding.
If BODA is processing your information on behalf of one of our business admin clients, we may refer your request to that business because it remains responsible for handling your request as the data controller.
COMPLAINTS
If you are concerned about how we handle your personal information, please contact us first so we can try to resolve the issue.
You also have the right to complain to the Information Commissioner’s Office:
Website: www.ico.org.uk
Telephone: 0303 123 1113
SECURITY
We use appropriate technical and organisational measures to protect personal information. These may include password protection, access controls, secure cloud services, device security, confidentiality procedures and encryption where appropriate.
Access is limited to those who require the information for a legitimate business purpose.
No system can be guaranteed to be completely secure, but we regularly review how personal information is stored, accessed and shared.
CHILDREN
Our services are intended to be booked by adults. Wedding or event details may include limited information about children where this is necessary for guest numbers, meals, accessibility, safety or event arrangements.
We do not knowingly collect personal information directly from children for marketing purposes. Where appropriate, information about a child should be provided by their parent, guardian or the person responsible for the booking.
PHOTOGRAPHS, VIDEOS AND TESTIMONIALS
We may ask for permission to use identifiable photographs, videos or testimonials on our website, social media pages and marketing materials.
Where we rely on consent, you can withdraw that consent by contacting us. We will stop using the content in future materials where reasonably possible, although we may be unable to remove materials that have already been printed or content that has been independently shared by others.
AUTOMATED DECISION-MAKING
We do not use automated decision-making or profiling that produces legal or similarly significant effects.
CHANGES TO THIS POLICY
We may update this privacy policy when our services, systems or legal responsibilities change. The latest version will be published on our website with the updated date shown at the top.
HOW TO CONTACT US
If you have questions about this policy, how we use personal information or your data-protection rights, please contact:
BODA – Event Management Ltd
Unit 6 Renfrewshire Properties Industrial Estate
35 Russell Street
Johnstone
Scotland
PA5 8EZ
Email: hi@bodaevents.org
Telephone: 07885 565293
Company number: SC871696
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