1) Who we are (Data Controller)

Impress Events is a trading name of Impress Events Ltd (Company no. 11452913).
Registered office: 17 Main Street, Ponteland, Newcastle upon Tyne, NE20 9NH.
Email: contact@impress-events.co.uk

2) What personal data we collect

Depending on how you interact with us, we may collect:

Information you give us

• Identity and contact data: your name, email address, phone number, and any details you include in messages.
• Event data: wedding or event date, venue, timings, location, and service choices.
• Music and planning data: your music preferences and planning notes you share.
• Communication data: emails, WhatsApp messages, contact form messages, and call notes.
• Payment and invoicing data: invoice details, payment status, and transaction references.

Information collected automatically (website usage)

• Technical data: IP address, device type, browser, operating system, approximate location (city/region), referral source.
• Usage data: pages viewed, clicks, time on page, and other site interaction data.
• Cookie and tracking data: identifiers and events captured by analytics and conversion tracking (see section 7).

Payment data

• Card payments: card payments are processed by a third-party payment processor. We do not receive or store your full card number or security code.
• Bank transfer: if you pay by bank transfer (including via Wise), we will see the payer name, payment reference, amount, and date as part of normal banking records.

3) Where your data comes from

• Directly from you (forms, enquiries, booking process, messages)
• Automatically from your device when you browse our site (cookies and similar technologies)
• From third parties when relevant, for example:
  • Your bank/payment provider (payment confirmation)
  • The venue or other suppliers, but only where you have asked them to liaise with us or it is necessary for your booking

4) What we use your data for

We use personal data for the following purposes:

• Responding to enquiries and providing quotes
• Delivering our services (planning, coordination, performance on the day)
• Administration and communication (timings, confirmations, updates)
• Payments, invoicing and accounts
• Improving our website and services (understanding what pages are helpful)
• Measuring advertising performance (conversion tracking only, not remarketing)
• Security and fraud prevention (protecting our site and systems)
• Legal and regulatory compliance (tax and accounting records)

5) Lawful bases for processing (UK GDPR)

We rely on one or more of these lawful bases:

• Contract: to provide the services you request and manage your booking.
• Legitimate interests: to respond to enquiries, run and improve our business, keep communications organised, and keep our website secure and effective. We always consider your rights and privacy.
• Consent: for non-essential cookies and similar tracking, and for any optional marketing where you actively opt in.
• Legal obligation: for accounting, tax, and other legal compliance.

6) Sharing your data

We do not sell your personal data.

We may share personal data with trusted third parties only where necessary, including:

• Website and infrastructure providers (hosting, DNS, email delivery, performance optimisation, backups)
• Security and performance services (CDN, DDoS protection, firewalling, uptime monitoring)
• Website analytics providers (to understand site performance and usage)
• Advertising conversion tracking providers (to measure whether ads lead to enquiries or bookings)
• Form processing tools (to receive and manage enquiries submitted via our website)
• Communications providers (email, calendar, messaging tools used to communicate with you)
• Payment processing providers (for card payments)
• Banking providers (for bank transfers and account records)
• Accounting and invoicing tools (bookkeeping and finance records)
• Professional advisers (accountants, legal advisers) where necessary
• Insurers or venues where required for compliance (for example, proving public liability cover or PAT status)
• Regulators, authorities, or law enforcement where we are legally required to disclose information

7) Cookies and tracking

What we use

Our website may use:

• Strictly necessary cookies to make the site work properly and securely.
• Analytics to understand how visitors use the site (for example, which pages get viewed and how the site performs).
• Advertising conversion tracking to measure results from Google Ads.

Consent and control

• Non-essential cookies (analytics and conversion tracking) should only run after you consent via a cookie banner.
• You can withdraw consent at any time by using the cookie controls on the site (if enabled) and/or by clearing cookies in your browser.
• You can also manage cookies in your browser settings. Blocking some cookies may affect how the site functions.

8) How long we keep your data

We keep personal data only for as long as needed for the purposes above, including:

• Enquiries that do not become bookings: typically up to 12 months, unless there is a good reason to keep them longer (for example, ongoing discussions).
• Bookings and accounting records: typically 6 years after the end of the relevant financial year (UK tax and accounting practice).
• Communications: kept as long as needed to support the booking and handle any queries afterwards.
• Website analytics and conversion data: retained according to the settings in the relevant analytics/tracking platforms, with a preference for the shortest practical retention.

9) How we protect your data

We use appropriate technical and organisational measures designed to protect personal data, including access controls, strong passwords, multi-factor authentication where available, and reputable hosting/security services.

No method of transmission or storage is 100% secure, but we work to minimise risk.

10) Social media messages

If you message us on Instagram, Facebook or TikTok:

• We will use your message and profile information (as made available by the platform) to reply and manage your enquiry or booking.
• The platform itself processes your data under its own privacy policy, and may store messages and usage data on its systems.
• We recommend checking each platform’s privacy settings if you want to control what information is shared.

11) Photos and videos from events

If we capture photos or short videos at an event (for example, to show setup, lighting, atmosphere, or dancing), we will use them only in line with what you have agreed. Where relevant, we rely on legitimate interests for business promotion, balanced against your rights. You can object or ask us not to capture or use media, and we will respect that request.

12) International data transfers

Some of the service providers in the categories above may process data outside the UK. Where this happens, we take steps designed to ensure appropriate safeguards are in place, such as:

• adequacy regulations where applicable, and/or
• contractual protections (for example, UK IDTA and/or Standard Contractual Clauses with the UK addendum)

13) Your rights

You have rights under UK data protection law, including the right to:

• request access to your personal data
• request correction of inaccurate data
• request erasure (in certain circumstances)
• request restriction of processing (in certain circumstances)
• object to processing based on legitimate interests
• withdraw consent where processing is based on consent
• request data portability in certain cases

To exercise any rights, contact us using the details in section 1.

14) Complaints

If you are unhappy with how we handle your data, please contact us first and we will try to resolve it.

You also have the right to complain to the Information Commissioner’s Office (ICO) (the UK regulator for data protection).

15) External links

Our website may include links to third-party websites (for example, review platforms or social media). We are not responsible for their privacy practices. Please check their privacy policies before submitting personal data.

16) Changes to this policy

We may update this Privacy Policy from time to time. The latest version will always be posted on this page with the updated date at the top.