Privacy Policy for Zorella Weddings

At Zorella Weddings (“we”, “us”, “our”), we’re committed to respecting your privacy and protecting your personal data. This Privacy Policy explains what information we collect, how we use it, and the rights you have over your personal data under the UK General Data Protection Regulation (UK GDPR).

Our goal is simple: to treat your information with the same care and respect we would expect for our own.

1. Information We Collect

We collect personal information that you choose to share with us when you:

• use our website

• access the Client Dashboard

• request a quote

• complete forms

• make a booking

• communicate with us

• submit freelancer applications

This may include:

a. Contact Details

Names, email addresses, phone numbers, and home addresses.

b. Event Details

Wedding dates, venue information, and postcode data (used for providing quotes, planning logistics, and assigning appropriate Zorella Artists).

c. Booking & Payment Information

Personal details of involved parties, digital signatures, address information, payment records, and information relating to balances due or outstanding.

d. Client Dashboard Data

Login credentials, plan selections, shot lists, wedding day timelines, updated details, “Final Preparations” information, messages/communications, and any documents, files, images or other content you upload or submit through the dashboard. This may include analysing interactions such as page navigation, button clicks, dashboard feature usage, help centre searches, and other engagement signals to improve usability, performance, and client experience.

e. Freelancer Applications

CVs, portfolios, contact details, and any additional information provided during recruitment or talent sourcing.

2. How We Use Your Information (Legal Basis)

We only process your data when we have a lawful basis to do so under UK GDPR.

a. To Provide and Manage Your Wedding Services - Contract

We use your information to:

• manage your booking

• communicate essential updates

• assign your Zorella Artist

• deliver your chosen services

• maintain and operate your client dashboard

This processing is necessary to fulfil the contract between you and Zorella Weddings.

b. Payment Processing - Contract

We process your payment information to:

• take deposits and final balances

• keep payment records

• manage invoices and refunds (where applicable)

This is necessary to perform our contract with you.

c. Recruitment and Talent Sourcing - Legitimate Interest or Consent

We process freelancer application data to:

• assess suitability for current roles;

• consider you for future opportunities.

We rely on either our legitimate interests in running and growing our business, or your consent where that is appropriate. You can ask us to remove your application from our records at any time.

d. Business Insights & Service Improvements - Legitimate Interest

We may analyse general usage patterns (for example, how people use the website or dashboard) to improve our:

• services

• website performance

• client experience

We do this in a way that does not unnecessarily identify you personally whenever possible.

e. Marketing - Soft Opt-In / Legitimate Interests (and Consent where required)
Where you save a Plan, request a quote, or make a booking, we may send you marketing communications about Zorella Weddings’ services, news, and promotions where permitted under applicable UK marketing rules (including the “soft opt-in” under PECR) and/or based on our legitimate interests. You can opt out at any time by using the unsubscribe link in our emails or by contacting us. These messages relate to Zorella Weddings’ own services.

Where the law requires consent for a particular type of marketing, we will obtain your consent before sending it. 

f. Service Emails & Reminders - Contract or Legitimate Interest

We send essential service-related emails and notifications, such as:

• booking confirmations

• payment reminders

• important updates about your plan

• preparation tips and scheduling prompts

These communications are necessary to perform our contract with you or are in our legitimate interests in managing bookings and ensuring your wedding services run smoothly. You cannot usually opt out of these without affecting your ability to use our services.

g. Fraud Prevention, Misuse Detection & Quote/Price Integrity - Legitimate Interests (and Legal Obligation where applicable)
We may process information relating to your use of the website and Dashboard (including account activity and audit/security logs) to help prevent fraud, detect misuse, protect the security and integrity of our systems (including the Quote Engine), enforce our Terms & Conditions, and comply with any applicable legal obligations.

3. Data Sharing & Third Parties

We do not sell, rent, or trade your personal information. We only share data where necessary to provide our services or run our business.

a. Assigned Zorella Artists

Your assigned photographer/videographer (“Zorella Artist”) receives essential information such as:

• your names and contact details

• wedding date and schedule

• venue address and key logistics

• any relevant notes you’ve provided for the day

They do not receive your full financial or payment card details. Where you upload documents or files to the Dashboard (for example schedules, venue information, preference notes or other planning materials), your assigned Zorella Artist and other authorised persons working with Zorella may access these materials where reasonably necessary to plan, administer and deliver your services.

b. External Service Providers

We use trusted third-party platforms and tools for:

• payment processing (e.g. Wix Payments, Stripe or similar providers)

• online gallery delivery

• secure data hosting and backups

• email automation and transactional email

• website and client dashboard functionality

These providers only access the data needed to perform their service and must follow strict data protection rules. We remain responsible for your data and take care in selecting providers with suitable security and privacy standards.

c. “Zorella Trusted Partners” (Third-Party Vendors)

We show recommended vendors inside your dashboard for your convenience. We do not share your personal details with these vendors without your explicit consent.

If you choose to contact or book a recommended vendor, you will usually be dealing with them directly under their own privacy policy and terms.

4. Cookies & Tracking Technologies

We use cookies and similar technologies to:

• help our website work properly

• remember your preferences

• understand how visitors use our site

• run and measure advertising campaigns

This may include services such as:

• Google Analytics - to understand website performance and visitor behaviour

• Facebook Pixel (and similar tools) - to run and measure advertising and remarketing on Meta or other platforms

We may also use privacy-focused behavioural analytics tools (such as Microsoft Clarity or similar services) to understand how users interact with our website and dashboard. These tools may collect information such as mouse movements, scrolling behaviour, clicks, and page interactions. Data is used solely to improve functionality, usability, and service performance and is processed in accordance with applicable data protection laws. Where required, such tools are enabled only with your consent.

Where required by law, we will only use non-essential cookies (such as analytics or advertising cookies) with your consent. You can:

• manage your cookie preferences via our cookie banner (where implemented), and/or

• adjust your browser settings to block or delete cookies.

Please note that blocking some types of cookies may affect how our website functions.

5. Children’s Privacy & Image Use

Our services are directed at adult clients (for example, engaged couples), and we do not knowingly collect personal data directly from children under 13.

However, as part of covering weddings and events:

• children may appear in your wedding photos or films;

• by booking with us, you confirm that:
  children may be present and photographed/filmed as part of the event;
  where required, you have obtained the appropriate parental or guardian consent.

Images that include children may be used:

• to deliver your wedding services (for example, in your private gallery or film);

• for promotional use only in line with our Terms & Conditions and any preferences or opt-outs you have communicated.

We always aim to use images respectfully, with sensitivity and care. If you have specific concerns about images containing children or vulnerable individuals, you can contact us at any time and we will act reasonably in line with our Terms & Conditions.

6. Data Retention – How Long We Keep Your Information

We keep your data only for as long as necessary for the purposes described in this Policy, or as required by law.

a. Client Data

We retain booking, contract and accounting information for as long as needed to:

• manage your booking and any follow-up issues;

• comply with legal, tax or regulatory requirements;

• maintain accurate business records.

If you make an enquiry, reserve a date, or start a plan but your booking does not go ahead (for example, you cancel, do not confirm, or your date becomes unavailable), we may retain your contact and enquiry details for a reasonable period. This helps us:

• maintain an accurate record of our communications;

• assist you if you contact us again in future;

• understand demand and improve services.

We rely on our legitimate interests for this type of processing. You can ask us to delete this information at any time, unless we need to keep it for legal or regulatory reasons.

b. Images & Media Backups

Delivered images and final wedding films are securely stored for at least two years after gallery or film delivery. After this period, they may be deleted without further notice. Raw files and working project files may be deleted at any time after we have delivered your final gallery or film, unless we have agreed otherwise in writing. We recommend that you download and safely back up your images and films as soon as they are delivered.

c. Freelancer Applications

Freelancer or contractor application data may be stored for a reasonable period so we can consider you for current and future opportunities. If you would like us to delete your application data sooner, you can contact us and we will do so unless we have a legal reason to keep it.

7. Data Security

We take your data security seriously. We use a combination of technical and organisational measures to protect your personal data against:

• loss

• unauthorised access

• misuse

• alteration

• disclosure

Only authorised individuals (such as core team members, selected freelancers, assigned Zorella Artists, and trusted service providers) may access your data, and only where it is genuinely needed for legitimate business or service purposes.

While we do our best to protect your personal data, no method of storage or transmission over the internet is completely risk-free. We cannot guarantee absolute security but we work to reduce risks as far as reasonably possible.

8. Your Rights Under UK GDPR

You have several important rights over your personal data. These include the right to:

a. Access

Request a copy of the personal data we hold about you.

b. Rectification

Ask us to correct any inaccurate or incomplete information we hold.

c. Erasure (“Right to Be Forgotten”)

Request that we delete your personal data, where there is no good reason for us to continue processing it. We may not always be able to comply (for example, if we must keep certain data for legal, tax or regulatory reasons), but we will explain this if it applies.

d. Restriction

Ask us to restrict how we use your data in certain circumstances (for example, while a dispute is being resolved).

e. Object

Object to certain types of processing, such as processing based on our legitimate interests or for direct marketing (where applicable).

f. Data Portability

Request a copy of your data in a commonly used, machine-readable format so that you can reuse it or pass it on to another provider where technically feasible.

To exercise any of these rights, please email us using the contact details on our website. We may need to verify your identity before fulfilling your request. We aim to respond promptly and within the timeframes set by UK GDPR.

9. Data Controller & Complaints

Zorella Weddings is the data controller for the personal data described in this Privacy Policy.

If you have concerns or questions about how your data is being used, we encourage you to contact us first so we can try to resolve the issue.

You also have the right to lodge a complaint with the UK supervisory authority for data protection matters:

• The Information Commissioner’s Office (ICO) – details can be found on the ICO website.

10. Contact Us

If you have any questions about this Privacy Policy, your personal data, or how it is handled, please get in touch using the contact details provided on our website.

We’re here to help and always aim to handle your information with transparency, care and respect.