Privacy Policy
Roman Events - Protecting Your Personal Information
Effective Date: August 28, 2025
Last Updated: August 28, 2025
📋 Table of Contents
Roman Events ("we," "us," "our") is committed to protecting your privacy and personal information. This Privacy Policy explains how we collect, use, store, and protect your personal data when you use our website, booking platform, and event hire services.
We are based in Milton Keynes, United Kingdom, and comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
🛡️ Quick Summary: We only collect information necessary to provide our event services. We never sell your data, and you have full control over your personal information.
1. Information We Collect
1.1 Information You Provide to Us
📝 Booking Inquiries
- Contact Information: Name, email address, phone number
- Event Details: Event type, date, time, duration, guest count
- Venue Information: Venue name, address, type
- Service Requirements: Services needed, special requirements, accessibility needs
- Budget Information: Budget range and flexibility preferences
- Dietary/Special Needs: Dietary restrictions, accessibility requirements
- Marketing Preferences: How you heard about us, communication preferences
📧 Contact Forms
- Name, email address, phone number (optional)
- Subject and message content
- Preferred contact method
💳 Payment Information
- We use secure third-party payment processors and do not store your card details
- We may retain transaction IDs and payment confirmation details
1.2 Information We Collect Automatically
Website Usage Data:
- Technical Information: IP address, browser type and version, operating system
- Usage Information: Pages visited, time spent on site, referring websites
- Device Information: Screen size, device type, browser settings
Cookies and Tracking:
- Essential cookies for website functionality
- Analytics cookies to understand website usage (with consent)
- Marketing cookies for advertising (with consent)
1.3 Information from Third Parties
- Social media platforms (if you interact with our posts)
- Review platforms (Google Reviews, Facebook Reviews)
- Referrals from other customers (with their consent)
2. How We Use Your Information
2.1 Primary Business Purposes
- Service Delivery: Processing booking inquiries, providing quotes, delivering event services
- Communication: Responding to inquiries, confirming bookings, providing updates
- Event Planning: Understanding your requirements to create the perfect event setup
- Payment Processing: Handling deposits and final payments
- Customer Support: Providing assistance and resolving any issues
2.2 Marketing and Business Development
- Portfolio Development: Using event photos for our gallery (with consent)
- Marketing Communications: Sending newsletters, special offers, event tips (opt-in only)
- Social Media: Sharing success stories and testimonials (with permission)
- Website Improvement: Analyzing usage to enhance user experience
2.3 Legal and Administrative
- Maintaining business records and accounts
- Complying with legal obligations
- Fraud prevention and security
- Insurance and liability purposes
3. Legal Basis for Processing
Under UK GDPR, we process your personal data based on the following legal grounds:
📄 Contract Performance
Processing necessary to fulfill our service agreement with you
✅ Consent
For marketing communications, photography, and non-essential cookies
🏢 Legitimate Interests
For business operations, fraud prevention, and service improvement
📋 Legal Obligation
For tax records, safety compliance, and regulatory requirements
4. Data Sharing and Disclosure
🛡️ We Do NOT Sell Your Data
Roman Events never sells, rents, or trades your personal information to third parties for marketing purposes.
4.1 Limited Sharing for Service Delivery
We may share your information with:
- Payment Processors: Secure platforms like Stripe or PayPal for payment handling
- Email Service Providers: For sending confirmations and communications
- Venue Contacts: When necessary for event setup and delivery
- Suppliers: Partner vendors involved in your event (e.g., florists, lighting technicians)
- Professional Services: Accountants, lawyers, insurance providers (when required)
4.2 Legal Requirements
We may disclose your information if required by law, court order, or government authority, or to protect our legal rights and safety.
5. Data Retention
5.1 Retention Periods
📅 Booking Data
7 years after event completion (for tax and insurance purposes)
💬 Contact Inquiries
2 years from last contact (unless you request deletion)
📧 Marketing Lists
Until you unsubscribe or request removal
📊 Website Analytics
26 months (Google Analytics default)
5.2 Secure Deletion
When retention periods expire, we securely delete or anonymize your personal data unless we have a legal obligation to retain it longer.
6. Data Security
6.1 Security Measures
🛡️ How We Protect Your Data
- Encryption: All data transmission uses SSL/TLS encryption
- Secure Storage: Data stored on secure, access-controlled servers
- Access Controls: Limited employee access on a need-to-know basis
- Regular Updates: Software and security systems kept current
- Backup Systems: Secure, encrypted data backups
6.2 Data Breach Response
In the unlikely event of a data breach affecting your personal information, we will notify you and the relevant authorities within 72 hours, as required by UK GDPR.
7. Your Rights Under UK GDPR
🌟 You Have Full Control
Right to Access
Request copies of your personal data
Right to Rectification
Correct inaccurate or incomplete information
Right to Erasure
Request deletion ("right to be forgotten")
Right to Restrict
Limit how we use your data
Right to Portability
Receive data in machine-readable format
Right to Object
Object to marketing or legitimate interests
Withdraw Consent
Withdraw consent for consent-based processing
7.1 How to Exercise Your Rights
To exercise any of these rights, contact us at romaneventsmk@gmail.com with:
- Your full name and contact details
- Details of your specific request
- Proof of identity (to protect your data from unauthorized access)
We will respond to your request within one month. Complex requests may take up to three months, and we'll inform you if this is the case.
9. Third-Party Services
9.1 Services We Use
- Google Analytics: Website usage analytics (anonymized data)
- Google Maps: Location services and directions
- Payment Processors: Stripe, PayPal for secure payments
- Email Services: Professional email hosting and newsletters
- Cloud Storage: Secure data backup and storage
- Social Media Platforms: Facebook, Instagram, Pinterest integration
9.2 Third-Party Privacy Policies
These services have their own privacy policies. We recommend reviewing their policies to understand how they handle your data:
10. International Data Transfers
Some of our third-party service providers may be located outside the UK/EU. When we transfer your data internationally, we ensure adequate protection through:
- Adequacy Decisions: Transferring only to countries with adequate data protection
- Standard Contractual Clauses: Legal safeguards for data transfers
- Certification Schemes: Privacy Shield or equivalent protections
11. Children's Privacy
👨👩👧👦 Child Protection
Our services are not directed at children under 16. We do not knowingly collect personal information from children under 16 without parental consent. If you believe we have collected information from a child under 16, please contact us immediately.
For children's parties and family events, we collect information from the adult organizing the event, not directly from children.
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. We will:
- Post the updated policy on our website with a new "Last Updated" date
- Notify you by email if changes significantly affect your rights
- Seek new consent where required by law
We encourage you to review this policy periodically to stay informed about how we protect your information.
13. Complaints and Regulatory Authority
13.1 Contact Us First
If you have concerns about how we handle your personal data, please contact us first at romaneventsmk@gmail.com. We take all privacy concerns seriously and will work to resolve any issues.
13.2 Information Commissioner's Office (ICO)
You have the right to lodge a complaint with the UK's supervisory authority:
🏛️ Information Commissioner's Office (ICO)
Website: ico.org.uk
Helpline: 0303 123 1113
Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Contact Information
Data Controller Details
Company Information
Roman Events
Milton Keynes, Buckinghamshire
United Kingdom
Contact Details
For privacy-related inquiries: Please include "Privacy Inquiry" in your email subject line for faster response.