1. Introduction
The Celebrant Directory Ltd trading as The Celebrant Guild ("we", "us", "our", "the Guild") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your information when you use our services.
We are the data controller for the personal data we process about you. Our company is registered in England and Wales (Company Number: 11759599) with our registered office at 1 Wrockwardine Road, Wellington, Telford, England, TF1 3DA.
This policy applies to all users of our website, members of The Celebrant Guild, and users of The Celebrant Directory and The Hive community platform.
2. Legal Basis for Processing
We process your personal data under the following legal bases:
Contract: To fulfill our membership agreement and provide services you've requested
Legitimate Interests: To operate our business, improve our services, and communicate with members
Consent: Where you've given specific permission for certain processing activities
Legal Obligation: To comply with legal requirements such as tax and insurance obligations
For direct e-mail marketing to existing members we rely on the ‘soft opt-in’ under PECR. We do not carry out automated decision-making that produces legal or similarly significant effects.
3. Information We Collect
3.1 Information You Provide Directly
Account Registration:
Full name and contact details (email, phone, address)
Professional qualifications and certifications
Payment information (processed securely by our payment partners)
Profile photos and business information
Professional experience and ceremony history
Directory Listings:
Business name and description
Services offered and specialisations
Geographic coverage areas
Photos, testimonials, and promotional materials
Contact preferences and availability
Community Participation:
Posts, comments, and messages in The Hive
Event registrations and attendance
Feedback and survey responses
Support requests and communications
3.2 Information We Collect Automatically
Website Usage:
IP address and browser information
Pages visited and time spent on site
Referral sources and search terms
Device type and operating system
Service Usage:
Login frequency and platform engagement
Features used and content accessed
Community participation metrics
Directory profile views and enquiry patterns
Such analytics are used only to improve service and are not used for automated decision-making.
3.3 Information from Third Parties
Professional Verification:
Training organisation confirmations
Professional references where provided
Public directory listings (for verification purposes)
Insurance and legal requirement checks
4. How We Use Your Information
4.1 Service Provision
Creating and managing your membership account
Processing payments and managing billing
Providing directory listings and community access
Delivering professional development opportunities
Managing insurance coverage and claims
4.2 Communication
Sending membership updates and important notices
Providing customer support and technical assistance
Sharing relevant professional development opportunities
Conducting member surveys and feedback collection
Marketing communications (where consented)
4.3 Business Operations
Improving our services and user experience
Conducting research and analytics
Ensuring security and preventing fraud
Complying with legal and regulatory requirements
Managing partnerships and business relationships
4.4 Directory Services
Displaying your profile to potential clients
Facilitating enquiries and bookings
Providing search and filtering functionality
Generating performance analytics and insights
5. Sharing Your Information
5.1 Public Directory Display
Your directory profile information is publicly displayed to help potential clients find and contact you. This includes:
Professional name and business information
Contact details (as you specify)
Service descriptions and geographic coverage
Photos and testimonials you provide
Professional credentials and certifications
5.2 Service Partners
We share limited information with trusted partners to provide our services:
Payment Processors: Billing information to process membership payments Insurance Providers: Professional details for coverage verification and claims Technology Partners: Necessary data for platform functionality and security Professional Development Partners: Registration information for events and training. Some partners are located outside the UK/EEA; see Section 9 for transfer safeguards.
5.3 Legal Requirements
We may disclose your information when required by law, regulation, or legal process, including:
Court orders or legal proceedings
Regulatory investigations or compliance requirements
Protection of our rights, property, or safety
Prevention or investigation of fraud or illegal activity
5.4 Business Transfers
In the event of a merger, acquisition, or sale of assets, your information may be transferred to the new entity, subject to the same privacy protections.
6. Data Retention
We retain your personal data for as long as necessary to provide our services and comply with legal obligations:
Active Membership: Throughout your membership period Directory Listings: For 12 months after membership ends (then anonymised) Financial Records: 7 years for tax and legal compliance Insurance Records: As required by insurance providers and regulations Community Content: Indefinitely (but anonymised upon request) Website Analytics: 26 months maximum
You may request earlier deletion of your data, subject to legal and contractual obligations.
7. Your Rights
Under data protection law, you have the following rights:
7.1 Access and Portability
Request copies of your personal data
Receive your data in a portable format
Understand how your data is being used
7.2 Correction and Completion
Correct inaccurate personal data
Complete incomplete information
Update your preferences and settings
7.3 Deletion and Restriction
Request deletion of your personal data
Restrict processing in certain circumstances
Object to processing based on legitimate interests
Object to processing of your data for direct marketing at any time
Object to decisions based solely on automated processing
7.4 Marketing Communications
Opt out of marketing emails at any time
Choose your communication preferences
Withdraw consent for direct marketing
To exercise these rights, contact our Data Protection Officer at [email protected].
8. Data Security
We implement appropriate technical and organisational measures to protect your personal data:
Technical Safeguards:
Encryption of data in transit and at rest
Secure hosting and backup systems
Regular security updates and monitoring
Access controls and authentication measures
Organisational Safeguards:
Staff training on data protection
Privacy by design in system development
Regular security assessments and audits
Incident response and breach notification procedures
We will notify you and the ICO of any personal-data breach where legally required
Third-Party Security:
Due diligence on all service partners
Contractual data protection requirements
Regular security assessments of partners
Monitoring of third-party compliance
9. International Transfers
Your personal data may be transferred to and processed in countries outside the UK/EEA for:
Cloud hosting and backup services
Payment processing and fraud prevention
Customer support and technical services
Key suppliers include cloud hosting and payment processors
We ensure adequate protection through:
Adequacy decisions by relevant authorities
Standard contractual clauses with data processors
Certification schemes and codes of conduct
Your explicit consent where required
10. Cookies and Tracking
10.1 Essential Cookies
We use necessary cookies to provide our services:
Authentication and security
Session management
Load balancing and performance
User preferences and settings
10.2 Analytics and Performance
With your consent, we use cookies for:
Website analytics and user behaviour
Service improvement and optimisation
Error monitoring and bug fixes
Performance measurement
10.3 Marketing and Social Media
Where consented, we may use:
Social media integration cookies
Marketing campaign tracking
Personalised content delivery
Cross-platform analytics
You can manage cookie preferences through your browser settings or our cookie preference centre.
11. Children's Privacy
Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal data from children. If we become aware that a child has provided personal data, we will delete it promptly. Parents or guardians who believe we hold data about a child may contact us for immediate deletion.
12. Changes to This Policy
We may update this Privacy Policy to reflect:
Changes in our services or business practices
Legal or regulatory requirements
Industry best practices and standards
User feedback and requests
We will notify you of material changes by:
Email notification to registered members
Prominent notice on our website
Update notification in member dashboard
Posted notice in The Hive community
Your continued use of our services after notification constitutes acceptance of the updated policy.
13. Contact Information
13.1 Data Protection Officer
For privacy-related questions or to exercise your rights:
Email: [email protected]
Post: Data Protection Officer, The Celebrant Directory Ltd, 1 Wrockwardine Road, Wellington, Telford, England, TF1 3DA
13.2 General Enquiries
Email: [email protected]
Website: www.thecelebrantguild.com
13.3 Supervisory Authority
You have the right to lodge a complaint with the Information Commissioner's Office (ICO):Website: www.ico.org.uk
Phone: 0303 123 1113
Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
14. Specific Service Privacy Notices
14.1 The Celebrant Directory
Your profile information is publicly searchable
Enquiry forms collect basic contact information
We track profile views and search interactions
Client testimonials require your permission to display
14.2 The Hive Community
Community posts and interactions are visible to other members
Private messages are encrypted and not monitored
We may use aggregated community data for service improvement
Member directory facilitates professional networking
14.3 Insurance Services
Professional details shared with insurance providers for coverage
Claims information processed according to insurance requirements
Regular risk assessments may require updated information
Coverage verification requires sharing professional credentials
15. Your Responsibilities
As a member, you are responsible for:
Providing accurate and truthful information
Maintaining the security of your account credentials
Respecting other members' privacy in community interactions
Reporting any privacy concerns or data breaches
Keeping your contact information up to date
The Celebrant Directory Ltd trading as The Celebrant Guild
Company Registration: 11759599
Registered Office: 1 Wrockwardine Road, Wellington, Telford, England, TF1 3DA
This Privacy Policy is effective as of the date last updated above and supersedes all previous versions. By using our services, you acknowledge that you have read and understood this policy.