PRIVACY NOTICE

Customer and visitor privacy notice

Last updated: 20 August 2026

This privacy notice explains how Charles Robinson and Peter Birt-Llewellin, trading as Bredon Manor Events ("we", "us" and "our"), collect, use, store and share personal information. It applies to customers, prospective customers, guests, suppliers, website visitors and people recorded by our CCTV system.

Who we are and how to contact us

Data controller: Charles Robinson and Peter Birt-Llewellin, trading as Bredon Manor Events

Post: Bredon Manor, Main Road, Bredon, Tewkesbury, Gloucestershire GL20 7EG, United Kingdom

Telephone: 01684 773432

Email: info@bredonmanor.com

What information we collect, use and why

Enquiries, bookings and event delivery

We collect or use the following information to respond to enquiries and to plan, administer and deliver weddings and events:

Names and contact details
Addresses
Enquiry, booking and event correspondence
Preferred dates, guest numbers, budgets, event requirements and records of relevant decisions
Contract, booking and service history
Payment and transaction information, including payment amounts, dates and bank-transfer references
Details about guests, members of the wedding party, family members, authorised representatives and suppliers where relevant to the event
Dietary requirements, allergies, accessibility needs and other health information provided for event planning or delivery
Health and safety information, including incident details where relevant

Service updates and marketing

If you choose to receive marketing from us, or where we need to record your communication preferences, we may collect or use:

Names and contact details
Marketing preferences and records of consent
Photographs or videos where we have appropriate permission or another lawful basis
Purchase, viewing or engagement history
IP addresses and website user-journey information

Legal compliance

We collect or use the following information where needed to meet legal, tax, accounting, regulatory or health and safety obligations:

Names and contact information
Financial transaction information
Health and safety and incident information
Other personal information required to comply with a legal obligation

Queries, complaints and claims

We may collect or use the following information to deal with enquiries, complaints, disputes, insurance matters or legal claims:

Names, contact details and addresses
Booking, payment and service history
Correspondence, witness statements and relevant contact details
Relevant information from previous investigations
Health and safety and incident information
Relevant CCTV video and audio recordings

CCTV and audio recording

CCTV at Bredon Manor records both video images and audio in monitored areas. We use these recordings for site security, to protect people and property, and to prevent, detect and investigate incidents. Access to recordings is restricted to authorised people. Relevant recordings may be disclosed where necessary for an incident, insurance matter, legal claim or lawful request.

Lawful bases and data protection rights

Under UK data protection law, we must have a lawful basis for collecting and using personal information. The basis depends on why we are using the information.

Our lawful bases

Contract. We use personal information when it is necessary to take steps at your request before entering into a contract, or to perform a contract with you.
Legitimate interests. We use personal information where necessary to respond to enquiries, plan and deliver events, coordinate with customers, guests and suppliers, maintain accurate records, protect our legal rights, improve our service, and protect people and property. We use only information relevant to these purposes, restrict access and apply retention limits so that our interests do not override people's rights and freedoms.
Consent. We rely on consent for optional marketing communications and for other processing where consent is the appropriate basis. Consent can be withdrawn at any time.
Legal obligation. We use personal information where necessary to comply with tax, accounting, regulatory, health and safety, or other legal obligations.

CCTV lawful basis

Our lawful basis for CCTV video and audio recording is legitimate interests. The legitimate interests are maintaining site security, protecting people and property, preventing and detecting incidents, and establishing relevant facts when an incident occurs. We restrict access and keep recordings for a limited period.

Special-category health information

Health information, including dietary requirements, allergies and accessibility needs, receives extra protection under data protection law. Where we use this information to plan or deliver an event, our additional condition is the individual's explicit consent. Where health information is necessary to establish, exercise or defend a legal claim, our additional condition is that the processing is necessary for legal claims. If you provide another person's health information to us, please only do so with their permission.

Your data protection rights

Depending on the circumstances and the lawful basis used, you may have the following rights:

Access. You can ask for copies of your personal information and related information about how it is used.
Rectification. You can ask us to correct personal information that is inaccurate or complete information that is incomplete.
Erasure. You can ask us to delete your personal information in certain circumstances.
Restriction. You can ask us to restrict the use of your personal information in certain circumstances.
Objection. You can object to certain uses of your personal information, including direct marketing and some processing based on legitimate interests.
Data portability. In certain circumstances, you can ask us to transfer information you provided to us to you or another organisation.
Withdraw consent. Where we rely on consent, you can withdraw it at any time. Withdrawal does not affect processing that took place before consent was withdrawn.

We will respond to a rights request without undue delay and normally within one month. To make a request, contact us using the details above. More information is available from the Information Commissioner's Office (ICO).

Where we get personal information from

Directly from you, including through website forms, email, telephone and event-planning communications
Couples, customers and their authorised representatives, who may provide information about guests, wedding-party members, family members or other people involved in an event
Suppliers and service providers involved in planning or delivering an event
Our website, cookies and analytics technologies
CCTV video and audio recordings made at Bredon Manor

How long we keep information

We keep personal information only for as long as it is needed for the purpose for which it was collected.

Enquiries that do not result in a booking: normally two years after our last contact
Contracts, booking correspondence, invoices, payment records and other financial records: normally six years after the end of the relevant tax year or contract, whichever is later

Dietary, allergy, accessibility and other health information: normally deleted within three months after the event; if relevant to an incident, complaint, insurance matter or legal claim, kept with the related case record for up to six years after the matter is resolved
Complaint and claim records: normally six years after the matter is closed
Marketing information: until consent is withdrawn or for two years after the person's last engagement with us; we may keep a minimal suppression record so that we continue to respect an opt-out
Website analytics information: normally no longer than 14 months
Photographs and videos used for marketing: while the relevant permission or licence remains valid and the material continues to be relevant
CCTV video and audio recordings: normally no longer than 30 days, unless a recording is needed to investigate an incident, deal with an insurance matter, establish, exercise or defend a legal claim, or comply with a lawful request

When personal information is no longer required, we delete it securely or anonymise it.

Technology Providers acting as data processors

We use technology providers that process personal information on our behalf under contractual and data-protection obligations. These include:

Wix.com Ltd - website hosting, online forms and contact-management services
Google LLC - website analytics and related technology services
Other business-technology providers - business email, cloud storage, security, backup and technical-support services

Other Recipients

Where necessary and appropriate, we may share personal information with:

Event suppliers and service providers involved in planning or delivering an event
Banks and payment-service providers
Insurers, professional advisers, legal advisers and consultants
HM Revenue and Customs, regulators and other organisations where disclosure is required by law
Emergency services, law-enforcement authorities or other bodies where necessary to protect people or property, investigate an incident, or respond to a lawful request

We only publish identifiable photographs, videos or testimonials on our website, social media or other marketing channels where we have appropriate permission or another lawful basis. We do not sell personal information.

Sharing Information outside the UK

Some of our technology providers process personal information outside the UK. These include Wix.com Ltd in Israel and website-hosting, analytics, cloud-storage, communications, security and technical-support providers operating in the European Economic Area, the United States and other locations identified in their current subprocessor notices.

Transfers to countries or organisations covered by UK adequacy regulations rely on those regulations, including the UK Extension to the EU-US Data Privacy Framework where applicable. Where adequacy does not apply, providers use the UK Addendum to the EU Standard Contractual Clauses or another safeguard permitted by UK data-protection law. Further information about the safeguards used is available by contacting us.

Our website uses essential cookies needed for it to operate. With your consent, we also use analytics cookies, including Google Analytics, to understand how visitors use the website and to improve its performance.

Non-essential cookies are not activated until the required consent has been given. You can accept or reject non-essential cookies and change your choices using the cookie settings available on our website.

How to complain

If you have concerns about our use of your personal information, please contact us at info@bredonmanor.com. We will investigate and respond to your complaint.

If you remain unhappy after raising the matter with us, you can complain to the Information Commissioner's Office:

Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

Telephone: 0303 123 1113

Website: ico.org.uk/make-a-complaint