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Your details, looked after

Privacy & Cookies

Last updated 19 September 2026

This page explains what personal information we collect when you use this website or enquire about hiring from us, what we do with it, and the choices you have. We have tried to keep it plain and short.

1. Who we are

We are the “controller” of the personal information described here, which means we decide how and why it is used. To ask us anything about it, contact us using the details above or through the enquiry form.

2. What we collect

When you send an enquiry

The enquiry form on our homepage asks for your name, email address, event date and type of event, and which of our services you are interested in. You can also add a phone number (optional) and a message about your venue and plans. Please don’t put anything sensitive (such as health details) in the message box unless it is really needed to plan your event.

If you go on to book

We may also record your billing address, the venue and its address, event times, guest numbers, what you have hired, quotes, invoices, payments, and our emails and calls with you.

Automatically, when you visit the website

Like most websites, our web server and website software receive your IP address, the type of browser and device you use, and the pages you request. This is kept in server logs and in the technical record for your visit (see cookies) so the website works, stays secure and can be fixed if something goes wrong. We do not use this to build a profile of you.

Photos

We do not keep copies of the photos taken at your event.

With a customer's consent, we may show some photos from an event in the gallery on this website or on our social media. We only do this with that consent. If you change your mind, tell us and we will take the photo down.

3. Why we use it

The law says we need a “lawful basis” for using personal information. Ours are:

Marketing. This website does not sign you up to a mailing list, and we do not use your enquiry to send marketing. If we ever want to send you marketing, we will ask you separately and you will be free to say no or change your mind at any time.

You do not have to give us your details, but we cannot reply to an enquiry or make a booking without at least your name, email address and event date.

We do not make decisions about you by fully automated means.

4. Who we share it with

We do not sell your information. It is handled for us by the following organisations, and only for the purposes above:

• Our email provider, 123 Reg (part of the GoDaddy group). Enquiries reach us by email, and our replies and booking confirmations are sent through their mail servers.
• Our website host: IONOS, with servers in the UK. The website and its database, where enquiries and bookings are stored, run on their servers.

Only the people running Make it a Moment can sign in to see enquiries and bookings. We may also disclose information if the law requires it (for example to HMRC, the police or a court) or to protect our legal rights.

5. Transfers outside the UK

UK law only lets personal information be sent abroad with an approved safeguard in place. Our email provider, 123 Reg and the GoDaddy group, says in its privacy policy that information may be processed outside the UK and that it uses UK-approved safeguards for those transfers. For email content, it acts on our behalf. If you would like more detail on any safeguard, contact us.

6. How long we keep it

• Enquiries that do not lead to a booking: We delete them once it is clear the enquiry is not going ahead.
• Bookings, invoices and payments: for as long as we need them to provide the service and deal with any problems afterwards, and afterwards for as long as the law requires us to keep accounting and tax records: six years from the end of the company financial year they relate to.
• Website visit records: the session record for your visit expires after 2 hours of inactivity and is then cleared out automatically. Server logs are kept only for as long as needed for security and troubleshooting.

7. Your rights

You can ask us to:

• tell you what information we hold about you and give you a copy;
• correct anything that is wrong or incomplete;
• delete your information, where there is no good reason for us to keep it;
• restrict how we use it, or object to us using it where we rely on our legitimate interests;
• give you the information you provided to us in a portable format, where we use it under a contract with you;
• stop using your information, where we rely on your consent (for example for photos), by withdrawing that consent at any time.

To use any of these rights, contact us at enquiries@makeitamoment.co.uk. We will normally reply within one month, and we do not charge a fee unless a request is clearly unfounded or excessive. We may need to check who you are first.

8. Cookies and similar technologies

Cookies are small files a website stores on your device. This website uses only the cookies below, which are needed to keep it secure and working. It does not use analytics, advertising or social media tracking cookies, or similar tools, and it does not load embedded videos, maps or social feeds. The typefaces are served from our own website, so your browser does not contact Google or any other font provider. UK law (the Privacy and Electronic Communications Regulations) does not require consent for cookies that are strictly necessary to provide something you have asked for, including keeping a service secure. When you first visit, a banner asks you to accept or decline cookies. Declining never switches off the essential cookies below, and nothing optional is currently used; if that ever changes, optional cookies will only be set after you accept. Your choice is remembered in the cookie listed below. You can block or delete cookies in your browser settings; the enquiry form and admin login may then not work.

The website does not store anything else on your device (it does not use local storage or similar). The social media icons in the footer, where shown, are ordinary links: if you follow one, that site may set its own cookies under its own policy.

9. Complaints

If you are unhappy with how we have handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK data protection regulator: ico.org.uk/make-a-complaint or by calling 0303 123 1113 (Monday to Friday, 9am to 5pm).

We may update this page from time to time; the date at the top shows when it last changed.