Privacy Policy

The Scented Meadow - Last updated: 16 October 2026

The Scented Meadow is committed to protecting your privacy. This policy explains what personal information we collect, why we collect it, how we look after it, and what rights you have under UK data protection law.

Who We Are

The Scented Meadow is a wedding and event floristry business. We are the "data controller" for the personal information described in this policy.

Business name: The Scented Meadow
Operated by: Penelope Evans
Address: Hyde House, Rookery Lane, Doynton, South Gloucestershire, BS30 5TH
Email: hello@thescentedmeadow.co.uk

What Information We Collect

When you make an enquiry or book our services, we may collect:

Your name
Your email address and telephone number
Wedding or event details (such as date, style, colour preferences and budget)
Venue information
Billing details needed to prepare invoices
Records of our communications with you, including messages sent by email, through our website, or via social media platforms and our Google Business Profile
Any other information you choose to share with us

We do not store your full payment card details. Card and bank payments are handled by third-party payment providers.

How We Use Your Information and Our Lawful Basis

We only use your information where the law allows us to. The table below shows what we use it for and why.

Responding to your enquiry and preparing proposals or quotes. We do this to take steps at your request before entering into a contract.
Delivering the services you have booked and communicating with you about your booking. We do this to perform our contract with you.
Preparing invoices, taking payments and keeping accounting records. We do this to perform our contract with you, and to meet our legal obligation to keep tax and accounting records.
Sharing photographs of our work (see "Photographs" below). We do this in our legitimate interest in promoting our business, or with your consent where identifiable people appear.
Responding to complaints or protecting ourselves in a dispute. We do this in our legitimate interests.

We do not use your information for automated decision-making or profiling.

Who We Share Your Information With

We do not sell your personal data, and we do not share it with third parties for their own marketing purposes.

We share only what is necessary with trusted providers who help us run the business, such as:

Email and cloud storage providers (for example Google Workspace)
Accounting software providers
Payment processors
Venues, planners or other suppliers, where needed to deliver your booking (for example, to confirm delivery times)
Professional advisers such as accountants

These providers act on our instructions or under their own data protection obligations. We may also disclose information where we are legally required to do so.

Overseas Transfers

Some of our providers, including email, cloud storage and accounting services, may store or process data outside the UK. Where this happens, we rely on appropriate safeguards, such as the UK's adequacy regulations for the destination country or approved contractual clauses, to protect your information.

How We Store and Protect Your Information

Your information is stored securely in:

Email (Google Workspace or similar provider)
Accounting software
Cloud storage used for business operations

We take reasonable steps to protect your data, including using secure passwords, restricting access to those who need it, and using reputable providers. No system is completely secure, but we work to keep your information safe.

How Long We Keep Your Information

We keep personal data only for as long as we need it. Our standard periods are:

Enquiries that do not become bookings: 12 months, then deleted
Booking records and correspondence: 2 years after the event, then deleted
Invoices and accounting records: 6 years, to meet tax and legal requirements
Photographs of our work: kept for as long as they are in use for promotion, unless you ask us to remove them

Photographs

We may photograph our floral work at weddings and events for our portfolio, website, social media and promotional use. Where photographs include identifiable people, we will aim to obtain consent first or to avoid featuring people in them. If you appear in an image and would like it removed, please contact us and we will take it down promptly.

Website, Cookies and Social Media

Our website may use cookies or similar technologies, for example to make the site work or to understand how it is used. Where cookies are not strictly necessary, we will ask for your consent.

If you contact us through social media or our Google Business Profile, those platforms process your information under their own privacy policies.

Your Rights

Under UK data protection law, you have the right to:

Be informed about how we use your data (this policy)
Access the personal data we hold about you
Correct inaccurate or incomplete data
Erasure, to ask us to delete your data (where legally permitted)
Restrict how we use your data in certain circumstances
Object to us using your data where we rely on legitimate interests
Data portability, to receive your data in a commonly used format where applicable
Withdraw consent at any time, where we rely on consent

To exercise any of these rights, please email hello@thescentedmeadow.co.uk. We will respond within one month. We may need to verify your identity before acting on a request.

Making a Complaint

If you have a concern about how we handle your data, please contact us first at hello@thescentedmeadow.co.uk and we will do our best to put things right.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator:

Website: ico.org.uk
Telephone: 0303 123 1113

Changes to This Policy

We may update this policy from time to time. The latest version will always show the date it was last updated.

Contact

If you have any questions about this policy, please contact:

The Scented Meadow

Email: hello@thescentedmeadow.co.uk

Address: Hyde House, Rookery Lane, Doynton, South Gloucestershire, BS30 5TH