The legal bit ✻
Privacy Policy
Last updated: 16 September 2026
The short version
We collect your email address when you join, sign up for updates, or ask to stay in touch, and we use it only to send you what you signed up for. We do not sell your data. We do not pass it around. You can leave at any time, and we will delete you if you ask. The longer version below spells it all out.
Who we are
My Wedding Vibe is run by Gemma Hurlstone, a sole trader trading as My Wedding Vibe. For the purposes of UK data protection law, we are the data controller for the information described here.
- Registered with the Information Commissioner's Office (ICO), registration number ZB858213.
- Postal address: Unit 158814, PO Box 7169, Poole, BH15 9EL, United Kingdom.
- Email: hello@myweddingvibe.com
If you have any question about your data, email us and we will help.
What we collect, and when
We keep what we collect deliberately small, and only collect what we need for the thing you are doing.
When you sign up to stay in touch or join an event list:
- Your email address. Our sign-up forms ask for your email only, nothing more.
- The date you signed up and which list you joined (for example, the couples updates list or an event list).
When you ask for our free wedding planner:
- Your email address, the date you signed up and that you asked for the planner. We use it to send you the planner link, and nothing else unless you ask.
- The planner itself is a Notion template you copy into your own Notion account. We cannot see your copy or anything you put in it.
When you buy a ticket to a Showcase:
- Tickets are sold through Eventbrite. We receive the name and email address of the person booking, the ticket type and how many are coming, so we can manage the booking and send you essential information about the event, such as timings, parking and access.
- We only send you marketing emails about other events if you opt in to them separately.
When you apply to exhibit at a Showcase:
- Your business name, your name, email address, phone number and website or social links, your category and your stand requirements.
- Any accessibility or set-up needs you choose to tell us about. This can include health information, so we only ask for what we need to set up your stand properly, use it only for that, and delete it after the event.
- Your application is collected through a Notion form and stored in our Showcase supplier records in Notion.
When you apply for a free listing on The Lineup:
- Your business name, your name, your email address and, if you give it, your phone number, plus your website or Instagram.
- The answers you give about your work: your category, where you cover, what you are known for, your starting price and why you work the way you do.
- Any photos you choose to upload, and whether you confirmed you have the right to share them. We only keep photos when you confirm that.
- Whether you confirmed you take bookings for Dorset weddings, and whether you would like to hear about our wedding fairs. Hearing about fairs is optional and you can change your mind at any time.
- Your application is collected by Tally and stored in our supplier records in Notion, where a real person reviews it.
About the closed Vibe Tribe membership:
- The membership closed on 12 September 2026. Its online members area and welcome-call form never opened, so no member sign-ins or welcome-call answers were ever collected.
When you submit a story:
- The details and content you send through our Share your story form go to Airtable, including your contact details, the piece, and any images and credits.
When you email us:
- If you email hello@myweddingvibe.com, we hold that email and your address so we can reply and keep a record of the conversation.
We use Vercel Analytics to see how many people visit the site and which pages they read. It does not use cookies, does not track you across other websites, and does not build a profile of you as an individual. It counts visits and page views only. We do not run advertising cookies or any other tracking. See Vercel's privacy policy.
Why we use it, and our lawful basis
| What we do | Why | Lawful basis under UK GDPR |
|---|---|---|
| Send you the update emails you signed up for | Because you asked us to | Consent |
| Send you the free planner you asked for | Because you asked for it | Consent |
| Manage your Showcase ticket booking and send you essential event information | To deliver the event you booked | Performance of a contract |
| Review your exhibitor application, and if accepted, invoice you and set up your stand | To provide the stand you applied for | Steps before a contract, then performance of a contract. Where you share accessibility needs that involve health information, your explicit consent |
| Keep invoices and payment records for exhibitors | Because the law requires us to keep financial records | Legal obligation |
| Review your listing application and run your listing on The Lineup | To provide the free listing you asked for | Legitimate interests |
| Reply to you when you email us or submit a story | To answer you and handle your submission | Legitimate interests |
| Keep a record of who signed up and when | To honour your preferences and prove consent | Legitimate interests, and a legal record of consent |
We will only ever send you the emails you signed up for. We will not add you to a different list without asking.
Who handles your data for us
We use a small number of trusted services to run things. They process your data on our instructions and are bound to keep it secure.
- MailerLite stores our email lists and sends our emails. Your email address is held in MailerLite. See their privacy policy.
- Vercel hosts the website and runs Vercel Analytics, which counts visits and page views without cookies or individual profiles. Our sign-up forms post straight to MailerLite. No form data is stored on the website host itself. See their privacy policy.
- Stripe handled payment for our old Vibe Tribe membership, which closed on 12 September 2026. Checkout happened on Stripe's own secure pages and we never saw or stored card details. Stripe still holds the historic payment records it is legally required to keep. We take no new payments for listings, because listings are free. See their privacy policy.
- Eventbrite sells our Showcase tickets and passes us the booking details described above. See their privacy policy.
- Tally runs our Lineup application form. It receives what you submit, including any photos, and passes it to us. See their privacy policy.
- Airtable stores story submissions sent through our Share your story form, including the contact details and content you submit. See their privacy policy.
- Notion holds our supplier records, including Lineup applications with the details, answers and photo links in them, and our review notes. See their privacy policy.
We do not sell your personal data to anyone. We do not share it for anyone else's marketing.
Where your data is held
MailerLite processes personal data within the EU and may transfer it to the United States, where it relies on standard contractual clauses and equivalent safeguards to keep your data protected. You can read the detail in MailerLite's own privacy policy.
Tally, Notion, Eventbrite, Airtable and Vercel may also process your data outside the United Kingdom, including in the United States. Their privacy policies, linked above, explain where they hold it and how they protect it.
How long we keep it
We keep your details for as long as you want to hear from us. If you unsubscribe or ask us to delete you, we remove your details from our active lists. We may keep a minimal record that you unsubscribed, so we do not accidentally email you again.
For suppliers listed on The Lineup, we keep your listing details for as long as you are listed and for a short period after, so we can put a listing back if it was removed in error. If your application is not accepted, or you are on the waiting list, we keep it for up to 12 months so we do not ask you the same questions twice, then delete it unless you ask us to keep you in mind. For the closed Vibe Tribe membership, we keep the records we need to account for it, including payment records Stripe requires us to hold, for as long as the law requires.
For Showcase tickets, we keep booking details until three months after the event, then delete them from our own records. Eventbrite keeps its own records under its privacy policy.
For exhibitor applications, we delete any accessibility or set-up needs within three months of the event. If your application is not accepted, we delete it within 12 months. If you exhibit, we keep your invoice and payment records for six years, because the law requires us to keep financial records.
Your rights
Under UK data protection law, you can:
- Ask to see the personal data we hold about you.
- Ask us to correct anything that is wrong.
- Ask us to delete your data.
- Ask us to stop using it, or restrict how we use it.
- Withdraw your consent at any time. Every email we send has an unsubscribe link, and one click is enough.
- Ask for a copy of your data to take elsewhere.
To do any of these, email hello@myweddingvibe.com. We will respond within one month. If you are not happy with how we have handled your data, you can complain to the ICO at ico.org.uk, though we would always rather you came to us first so we can put it right.
Cookies
We do not use advertising or tracking cookies. The public site sets no cookies at all, including for the Vercel Analytics described above, which works without them. If we ever add anything that needs a cookie beyond that, we will update this page and ask for your consent first where the law requires it.
Changes to this policy
If we change how we handle your data, we will update this page and change the "last updated" date at the top. If the change is significant, we will let you know by email.