Legal

Privacy Policy

Last updated: 17 March 2026

Who we are

Brand Motion T/A Guestbook Events is the controller of your personal data for the purposes set out in this notice.

1. What personal data we collect

We may collect and use the following information:

  • Your name
  • Billing address
  • Email address
  • Mobile number
  • Booking history
  • Payment information processed through our payment providers
  • Correspondence with us
  • Accessibility or special requirement information you choose to provide
  • Marketing preferences
  • Technical information such as IP address, browser type, cookies and device information

2. How we collect your data

We collect personal data:

  • When you make an enquiry
  • When you apply for membership
  • When you make a booking
  • When you join a waitlist
  • When you sign up for marketing
  • When you contact customer support
  • When you use our website, app or cookies-enabled services

3. Why we use your data and our lawful bases

We use your data for the following purposes:

To process your booking and provide customer support.

Lawful basis:Performance of a contract.

To verify payments, prevent fraud and protect our business.

Lawful basis:Legitimate interests.

To send service messages about your booking, including confirmation emails, reminder emails, changes, cancellations and support updates.

Lawful basis:Performance of a contract and legitimate interests.

To manage complaints, disputes, chargebacks and legal claims.

Lawful basis:Legitimate interests and legal obligations.

To maintain business records, accounts and tax records.

Lawful basis:Legal obligations.

To send marketing emails or SMS where you have opted in, or where we are lawfully able to use the soft opt-in.

Lawful basis:Consent or legitimate interests, together with compliance with PECR where applicable.

To improve our website, services, advertising and customer experience.

Lawful basis:Legitimate interests and, where required, consent for cookies or similar technologies.

4. Who we share your data with

We may share your data with:

  • Event organisers, venues and suppliers
  • Ticketing and booking platform providers
  • Payment processors
  • IT, hosting and website support providers
  • Customer support providers
  • Professional advisers, insurers and auditors
  • Regulators, law enforcement or courts where required

We only share personal data where it is reasonably necessary.

5. International transfers

If any of our service providers process your data outside the UK, we will take appropriate steps to protect it in line with data protection law.

6. How long we keep your data

We keep personal data only for as long as reasonably necessary for the purposes described above, including legal, accounting, reporting and dispute-handling purposes.

Typical retention periods:

  • Booking and financial records: up to 6 years after the end of the relevant financial year
  • Customer service records: up to 3 years after resolution
  • Marketing data: until you unsubscribe or we decide it is no longer current
  • Accessibility or special requirement information: only as long as needed for the relevant booking and any follow-up legal or customer service need

7. Your rights

You may have the right to:

  • Access your personal data
  • Correct inaccurate data
  • Ask us to erase your data
  • Restrict how we use your data
  • Object to certain processing
  • Withdraw consent at any time where consent is our basis
  • Ask for data portability where applicable
  • Complain to the Information Commissioner's Office

8. Marketing choices

You can unsubscribe from marketing at any time by:

Service messages about your bookings are not marketing and will still be sent where necessary.

9. Cookies

Our website may use cookies and similar technologies. Please see our Cookie Policy for details of what we use and how you can control them.

10. Security

We use appropriate technical and organisational measures to help protect personal data against unauthorised access, loss, misuse or alteration.

11. Complaints

If you have concerns about how we use your personal data, please contact us first. You also have the right to complain to the Information Commissioner's Office.