Privacy Policy

Last updated: 29 August 2025

1. Introduction

Gleaming Yard ("we", "our", or "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website gleaming-yard.com (the "Site") or use our event organisation services.

This policy applies to all personal data we process about you, whether obtained through our website, email communications, telephone conversations, or in-person interactions.

2. Information We Collect

2.1 Personal Information You Provide

We may collect personal information that you voluntarily provide to us, including:

• Contact information (name, email address, phone number, postal address)
• Event planning details (event type, dates, guest count, budget, special requirements)
• Communication preferences and newsletter subscriptions
• Payment information (processed securely through third-party payment processors)
• Any other information you choose to provide in forms or communications

2.2 Information Automatically Collected

When you visit our website, we may automatically collect certain information, including:

• IP address and geographical location
• Browser type and version
• Operating system and device information
• Pages viewed and time spent on our site
• Referring website and search terms used
• Cookies and similar tracking technologies (see our Cookie Policy for details)

3. How We Use Your Information

We use the information we collect for the following purposes:

• Service Delivery: To provide event planning and organisation services, communicate about your events, and fulfil our contractual obligations
• Communication: To respond to inquiries, provide customer support, and send service-related communications
• Marketing: To send newsletters, promotional materials, and relevant offers (with your consent)
• Website Improvement: To analyse website usage, improve our services, and enhance user experience
• Legal Compliance: To comply with applicable laws, regulations, and legal processes
• Business Operations: For record-keeping, financial management, and business analysis

4. Legal Basis for Processing

Under the UK GDPR, we process your personal data based on the following legal grounds:

• Contract: Processing necessary for the performance of a contract with you or to take steps at your request before entering into a contract
• Consent: Where you have given clear consent for us to process your personal data for specific purposes
• Legitimate Interests: Where processing is necessary for our legitimate business interests, provided these do not override your fundamental rights
• Legal Obligation: Where processing is necessary to comply with legal obligations

5. Information Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information in the following circumstances:

• Service Providers: With trusted vendors and suppliers (venues, caterers, photographers) necessary to deliver our services
• Professional Services: With accountants, lawyers, and other professional advisors
• Legal Requirements: When required by law, court order, or regulatory authority
• Business Transfers: In connection with any merger, acquisition, or sale of company assets
• Consent: With your explicit consent for any other purpose

6. Data Retention

We retain your personal information for as long as necessary to fulfil the purposes outlined in this policy, unless a longer retention period is required or permitted by law. Specific retention periods include:

• Event planning records: 7 years for tax and legal compliance purposes
• Marketing communications: Until you unsubscribe or withdraw consent
• Website analytics: 26 months for Google Analytics data
• Financial records: 7 years as required by UK law

7. Your Rights

Under UK data protection law, you have the following rights regarding your personal data:

• Right of Access: Request copies of your personal data
• Right of Rectification: Request correction of inaccurate or incomplete data
• Right of Erasure: Request deletion of your personal data under certain circumstances
• Right to Restrict Processing: Request limitation of processing under certain circumstances
• Right to Data Portability: Request transfer of your data to another organisation
• Right to Object: Object to processing of your personal data for direct marketing or other purposes
• Right to Withdraw Consent: Withdraw consent at any time where processing is based on consent

To exercise any of these rights, please contact us using the details provided in Section 11.

8. Data Security

We implement appropriate technical and organisational measures to protect your personal information, including:

• SSL encryption for data transmission
• Secure servers and firewalls
• Access controls and staff training
• Regular security assessments and updates
• Incident response procedures

However, no method of transmission or electronic storage is 100% secure, and we cannot guarantee absolute security.

9. International Transfers

Your personal data may be transferred to and processed in countries outside the UK. When we transfer data internationally, we ensure appropriate safeguards are in place, such as:

• Adequacy decisions by the UK government
• Standard contractual clauses approved by the Information Commissioner's Office
• Binding corporate rules or certification schemes

10. Children's Privacy

Our services are not directed to children under 13 years of age. We do not knowingly collect personal information from children under 13. If we become aware that we have collected personal information from a child under 13 without parental consent, we will take steps to delete such information.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. We will notify you of any material changes by posting the updated policy on our website and updating the "Last updated" date. Your continued use of our services after any changes indicates your acceptance of the updated policy.

12. Contact Information

If you have any questions about this Privacy Policy or our data practices, please contact us:

13. Complaints

If you are not satisfied with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's data protection regulator: