Privacy Policy

1. Information we collect

• Customer name, partner's name, email address and optional event date.
• Song preferences including language, occasion, vocal style and package.
• Stories, memories, names, locations and other details voluntarily supplied for the song.
• Order, payment status, correspondence, revision and complaint records.
• Basic technical and security information generated when the website is used.

Stripe processes payment-card information. We do not receive or store full card numbers.

2. Sensitive information

A wedding story may voluntarily reveal information about religion, ethnicity, culture, health, relationships or other sensitive matters. Please only include details you want used in your song. Where such information is provided, we rely on the explicit consent given on the order form and use it only to create, deliver and support that order. You may withdraw consent for future processing, although this may prevent us from completing the requested song and does not make earlier lawful processing unlawful.

3. Why we use information and our lawful bases

• Contract: to assess, create, deliver, revise and support an order.
• Legal obligation: to maintain financial, tax and consumer records and respond to lawful requests.
• Legitimate interests: to secure our service, prevent fraud, manage enquiries and improve operations where this does not override individual rights.
• Explicit consent: for sensitive information voluntarily included in a song brief and for any separately agreed promotional use.

We do not use order stories for unrelated marketing and do not sell personal information.

4. Who receives information

We share only what is reasonably necessary with service providers supporting the order, including:

• Stripe for payment processing and fraud prevention.
• Google for secure order-record and email-related services.
• Cloudflare for website hosting, delivery and security.
• Professional advisers, regulators, courts or law-enforcement bodies where legally necessary.

These providers have their own responsibilities and privacy information. Some may process information outside the UK. Where required, we rely on recognised safeguards for international transfers.

5. How long we keep information

• Unpaid or abandoned order information: normally up to 30 days.
• Song briefs, correspondence and delivery files: normally up to 24 months after completion, allowing support and order history.
• Working audio/project files: normally up to 12 months after delivery.
• Financial and tax records: normally six years after the relevant accounting period.
• Complaints or legal records: as long as reasonably necessary to resolve and document the matter.

We may delete information earlier where it is no longer required, or keep it longer where lawfully necessary.

6. Security

We use reasonable organisational and technical measures to protect information, limit access and use reputable service providers. No internet service can guarantee absolute security, but we will act promptly if a relevant incident occurs.

7. Your rights

Depending on the circumstances, you may have rights to access, correct, erase or restrict your information, object to certain processing, receive portable data and withdraw consent. Some rights are limited where information must be kept for legal reasons or is needed to establish or defend legal claims.

To exercise a right, email us. We may need reasonable information to verify identity.

8. Data-protection complaints

Email hello@myshaadisong.co.uk with “Data protection complaint” in the subject. We will acknowledge a complaint within 30 days, investigate without undue delay, keep you appropriately informed and explain the outcome. You may also complain to the UK Information Commissioner's Office at ico.org.uk/make-a-complaint.

9. Cookies and similar technology

Our main website does not currently use advertising or analytics cookies. Cloudflare may use strictly necessary security technology. When you continue to Stripe, Stripe may use necessary and optional technologies under its own privacy and cookie information. If we add non-essential cookies later, we will update this notice and request consent where required.

10. Changes to this policy

We may update this policy when our service or legal obligations change. The latest version and date will appear on this page.