Privacy Policy
Gwen Morgan-Fox: Independent Celebrant
Last updated: April 2026
Who I am
I am Gwen Morgan-Fox, an independent celebrant, providing personalised ceremonies including weddings, civil partnerships, vow renewals and naming ceremonies.
If you have any questions about this policy or how I use your information, please contact me at : ceremoniesbygwen@gmail.com
What information I collect
To plan, write and deliver your ceremony, I may collect and use the following personal information:
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Your name, and the names of your partner, children, family members or others involved in the ceremony
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Contact details: email address, phone number and postal address
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Ceremony details: dates, locations and plans
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Personal stories, relationships and life events you choose to share with me to help me write your ceremony
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Payment and booking information: including invoices, fees paid and bank transfer details
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Audio or video recordings made during our meetings or the ceremony itself (only with your agreement)
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Photographs shared with me for use in the ceremony or afterwards (only with your consent)
Sensitive (special category) information
Some of the information I collect is classed as 'special category' data under UK data protection law because of its sensitive nature. This includes:
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Religious or philosophical beliefs, for example, to shape the tone, readings or rituals in your ceremony
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Health information, for example, accessibility needs or any relevant medical considerations for your ceremony day
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Information about racial or ethnic origin,for example, cultural traditions or customs you wish to include
I collect this information only because you choose to share it with me, and I will always ask for your explicit consent before doing so. It is kept securely and deleted as soon as the ceremony has taken place.
How I collect your information
I collect information directly from you when you:
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Fill in an enquiry form
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Contact me by email, phone or social media
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Complete questionnaires or ceremony planning documents
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Meet with me in person or online
I do not collect any information about you from third parties or public sources.
Why I use your information and my lawful basis for doing so
Under UK data protection law (UK GDPR), I must have a lawful reason, called a 'lawful basis', for collecting and using your personal information. I rely on three:
Contract
I use your information to enter into and carry out the contract I have with you, that is, to plan, write and deliver your ceremony, manage bookings and handle payments.
Legitimate interests
I use your information where it is in my legitimate interests to do so as a small business, and where those interests are not overridden by your rights. This includes:
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Following up on enquiries you have made to me
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Sending administrative messages about your booking
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Requesting a review or testimonial after your ceremony (you can always decline)
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Keeping records of my work for quality and business administration purposes
Consent
I will ask for your explicit consent before:
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Using photographs, video or audio recordings of you or your ceremony
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Sharing elements of your ceremony story publicly (for example, as a reference or on social media)
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Publishing a testimonial you provide
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Collecting or using sensitive information such as religious beliefs, health details or cultural background
You can withdraw your consent at any time by contacting me. Withdrawing consent will not affect anything I have done before you withdrew it.
Who I share your information with
I may share relevant information with others involved in making your ceremony happen, such as:
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Wedding or ceremony venues
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Other suppliers you ask me to coordinate with (such as a florist, musician or photographer)
I only share information where it is necessary and appropriate to deliver your ceremony. I do not sell your information, and I do not pass it to unrelated third parties or use it for advertising purposes.
I use the following tools or services which may store your data on my behalf:
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Email (e.g. Gmail or similar) — protected by password and two-factor authentication
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Cloud storage (e.g. Google Drive or similar) — used to store ceremony documents securely
How long I keep your information
I keep your information only for as long as necessary and as required by UK regulations. The table below sets out my typical retention periods:
After these periods, your information is securely deleted or anonymised.
How I keep your information safe
I take reasonable steps to protect your personal information, including:
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Using password-protected devices and accounts
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Enabling two-factor authentication on email and cloud storage where available
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Only accessing your information on secure, private networks
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Keeping physical copies (such as printed questionnaires) in a locked location
Your rights
Under UK data protection law, you have the following rights in relation to your personal information:
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Access: You can ask me for a copy of the personal information I hold about you.
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Rectification: You can ask me to correct any information that is inaccurate or incomplete.
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Erasure: You can ask me to delete your personal information in certain circumstances.
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Restriction: You can ask me to limit how I use your information while a concern is resolved.
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Portability: You can ask me to provide your information in a portable, machine-readable format so you can transfer it elsewhere.
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Object: You can object to my use of your information where I rely on legitimate interests. I will stop unless I have compelling grounds to continue.
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Withdraw consent: Where I rely on your consent, you can withdraw it at any time by contacting me.
To exercise any of these rights, please contact me using the details at the top of this policy. I will respond within one month.
I will not charge you for making a request, and I will not discriminate against you for exercising your rights.
Automated decision-making
I do not use automated decision-making or profiling in the way I process your personal information. All decisions about your ceremony are made by me personally.
Children
Where a ceremony involves children, for example a naming ceremony, I may collect limited information about the child (such as their name and date of birth) as part of planning the ceremony. This information is collected from the parents or guardians, used solely for the purpose of the ceremony, and deleted once the ceremony has taken place.
How to make a complaint
If you have any concerns about how I use your personal information, please contact me first and I will do my best to resolve the issue promptly.
If you remain unhappy after raising a concern with me, you have the right to complain to the Information Commissioner's Office (ICO):
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Website: www.ico.org.uk/make-a-complaint
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Telephone: 0303 123 1113
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Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Changes to this policy
I may update this policy from time to time. When I do, I will update the date at the top of this document. If any changes are significant, I will let you know directly.
