Privacy Policy

At Recall The Day, we respect your privacy and are committed to protecting your personal information. This Privacy Policy explains what personal data we collect, why we collect it, how we use it, and your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Recall The Day is operated as a sole trader. For any questions about this policy or your personal data, please get in touch.

We are registered with the Information Commissioner's Office (ICO). Our registration number is ZC133532.

1. Information We Collect

We collect and process the following categories of personal data:

• Booking and enquiry data — your name, email address, phone number, event date, venue, and any other details you provide when making an enquiry or booking.
• Payment data — payments are processed by Stripe. We do not store your card details. Stripe's privacy policy is available at stripe.com/gb/privacy.
• Communications — emails and messages you send us, including via our contact form or Gmail.
• Audio recordings — voice messages recorded by guests at your event using our audio guestbook equipment. These recordings contain the personal data of your guests.
• Website analytics data — anonymised, aggregated data about how visitors use our website, collected via Umami (see Section 5).

2. How We Use Your Information

We use your personal data for the following purposes and on the following legal bases:

• To fulfil your booking and deliver our service — lawful basis: performance of a contract.
• To communicate with you about your booking, including confirmations and updates — lawful basis: performance of a contract.
• To process payments via Stripe — lawful basis: performance of a contract.
• To send you occasional service updates, offers, or discounts on future bookings — lawful basis: legitimate interests (soft opt-in for existing customers under PECR). You can opt out at any time — see Section 7.
• To store and deliver audio recordings to you after your event — lawful basis: performance of a contract.
• To technically enhance audio recording quality before delivery — lawful basis: legitimate interests (to deliver the best possible service; processing is minimal and subject to strict deletion requirements).
• To comply with legal obligations (e.g. financial record-keeping) — lawful basis: legal obligation.
• To improve our website using anonymised analytics — lawful basis: legitimate interests.

3. Audio Recordings

Audio recordings made using our guestbook equipment are personal data, as they contain the voices of identifiable individuals (your guests).

• Responsibility for guest consent — as the client (event organiser), you are responsible for informing your guests that audio recordings may be made at your event. We recommend displaying a notice near the guestbook and briefing your guests accordingly.
• Storage — recordings are stored securely in a private Google Drive folder (Google Workspace) and shared with you via a private access link.
• Retention — we retain your recordings for 60 days after delivery, after which they are permanently deleted from our systems.
• Deletion requests — if you wish us to delete recordings sooner, please contact us and we will do so promptly.
• Audio processing — where we use approved audio enhancement tools (such as local software or cloud-based services like Adobe Podcast) to improve recording quality before delivery, those tools act as data processors on our behalf. We ensure a data processing agreement is in place with any such provider, we delete recordings from those tools promptly after processing, and we do not permit those providers to retain or use recordings for any other purpose, including model training. Where a cloud-based tool is used, data may be transferred outside the UK under Standard Contractual Clauses.
• No other third-party sharing — we do not share, publish, sell, or use recordings for any purpose other than delivering them to you and the technical processing described above.

4. Sharing Your Information

We may share your personal data with the following categories of third parties, only to the extent necessary:

• Stripe — payment processing.
• Google Workspace (Google LLC) — email (Gmail) and file storage (Google Drive) for recording delivery. Google may process data outside the UK; this is covered by appropriate safeguards including Standard Contractual Clauses.
• Audio processing tools — where used to enhance recording quality before delivery (e.g. Adobe Podcast or equivalent), acting as data processors under a data processing agreement. Recordings are deleted from these tools immediately after processing. These providers may be based outside the UK; transfers are covered by Standard Contractual Clauses or equivalent safeguards.
• Mailjet — transactional and marketing email delivery. Mailjet may process data outside the UK under appropriate safeguards.
• Legal or regulatory authorities — where required by law or to protect our legal rights.

We do not sell your personal data to any third party.

5. Website Analytics (Umami)

Our website uses Umami, a privacy-focused analytics tool. Umami does not use cookies and does not track you across other websites. It collects anonymised, aggregated data about page visits — such as which pages are visited and general device type — to help us understand how our website is used. No personally identifiable information is retained by Umami after anonymisation.

6. Data Retention

We retain your personal data only for as long as necessary:

• Audio recordings — 60 days after delivery, then permanently deleted.
• Booking and financial records — 6 years from the end of the relevant tax year, in line with HMRC requirements.
• Enquiries that did not result in a booking — up to 24 months from last contact, then deleted.
• Marketing opt-out records — retained indefinitely to ensure we honour your preferences.

7. Marketing Emails & Your Right to Opt Out

If you have booked with us, we may occasionally contact you with updates, offers, or discounts for future events or referrals. This is permitted under the UK Privacy and Electronic Communications Regulations (PECR) for existing customers.

You can opt out of marketing emails at any time by clicking the unsubscribe link in any email we send, or by contacting us directly. We will process your opt-out promptly and will not send further marketing to you.

8. Your Rights

Under UK GDPR, you have the following rights regarding your personal data:

• Right of access — to request a copy of the personal data we hold about you.
• Right to rectification — to ask us to correct inaccurate or incomplete data.
• Right to erasure — to ask us to delete your data, where no legal obligation requires us to retain it.
• Right to restriction — to ask us to limit how we use your data in certain circumstances.
• Right to data portability — to receive your data in a structured, machine-readable format where processing is based on consent or contract.
• Right to object — to object to processing based on legitimate interests, including direct marketing.
• Rights related to automated decision-making — we do not carry out any automated decision-making or profiling.
• Right to withdraw consent — where we rely on consent as our lawful basis, you may withdraw it at any time.

To exercise any of these rights, please contact us or email us directly at hello@recalltheday.co.uk. We will respond within 5 working days.

9. Right to Complain

If you have concerns about how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) — the UK's data protection regulator — at ico.org.uk or by calling 0303 123 1113.

We would, however, appreciate the opportunity to address your concerns directly before you contact the ICO — please get in touch with us first.

10. Security

We take reasonable technical and organisational measures to protect your personal data from unauthorised access, loss, or disclosure. Recordings are stored in a private, access-controlled Google Drive. However, no method of transmission or storage over the internet is completely secure, and we cannot guarantee absolute security.

11. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. The date at the top of this page will always show when it was last revised. Where changes are material, we will take reasonable steps to notify you.

12. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your data rights, please get in touch or email us at hello@recalltheday.co.uk.