Privacy Policy

The Roving Rev GDPR Privacy Policy

As of 25 May 2018, under General Data Protection Regulation (GDPR) I (Em Ryan of The Roving Rev) am required by law to inform you (as my current wedding client, or potential wedding client) about how I control, process and protect your personal data.

I am also required to gain your explicit consent to my holding and processing your data (see below).

On my website, there is a cookie policy via WordPress with privacy information related to WordAds. Please read and click or sign to consent: https://automattic.com/cookies/

If you are my current or potential wedding client:

Please read and click or sign to indicate your consent. You may print a paper copy, or copy and paste digitally.

If you do not wish to give your consent, you have the option to discuss with me, and we may create a personalized agreement together.

You have the right to withdraw your consent at any time.

If you agree and consent for me to hold and process your data as stated, please sign, date and return to me in person, by post, or email: therovingrev@gmail.com.

What wedding client data is held about you?

I keep certain data so that I can work with you in a professional manner. The wedding client data I hold may include:

  1. Your name and address
  2. Your phone number and email address
  3. An emergency contact’s name and phone number
  4. Payment information
  5. Emails and Texts that you send me
  6. Invoicing

You have the right to know what, why and how long I hold wedding client data.

You also have the right to view it, and to ask for changes to be made. Requests for data can be made verbally and in writing, either by post or email.

When sensitive data is to be destroyed, it is incinerated in my chimenea. Online data is deleted and purged from the recycle bin and the hard drive. The Roving Rev does not use cloud storage for written data.

Online data is protected under multiple layers of encryption.  My phone, tablet and computer are all password protected with an additional security measure: a Virtual Private Network to protect data from hacking. My wedding client files are in a fire-resistant locked cabinet and my home office is located in a gated community. My home office is secured by me and by key. I also have a sworn duty to protect as I am a black belt in tae kwon do.

In the highly unlikely event of a data breach of your personal information that could put you at risk, I will notify you immediately.

How, why, and for how long is your data held and who sees it?

Consider each of the data points outlined below and, if you consent, then click or sign and date at the bottom of the page.

  1. Your name and address

HOW

I keep your name and address in paper form in a locked filing cabinet.

WHY

I need to keep this data on file so that I may contact you, if necessary.

HOW LONG

Data is kept for 7 years after which it is destroyed.

WHO

Me.

  1. Your phone number and email address

HOW

I keep your phone number in my mobile phone under an identifying code, not your full name. My phone is secured with a passcode when I am not using it. If you use my website contact form, your message is forwarded through Gmail to my secure Yandex account which is encrypted and held on servers in Russia.

Neither my computer, tablet, external hard drive nor my phone are shared with anyone else, unless required for repair purposes.

I also keep your phone number and email address in paper form in a locked filing cabinet in my locked home office.

WHY

This is needed in case I have to contact you (i.e. for scheduling a meetup or notifying you of my arrival time to your wedding).

HOW LONG

I will remove this data shortly after your wedding day, unless you tell me that you would like me to retain it for any future life transitions you would like me to officiate. In this case, it will be kept for 7 years.

WHO

Me.

  1. Emergency contact’s name and phone number

HOW

I keep this data in paper form in a locked filing cabinet along with your name and contact details.

WHY

I only use this information in the unlikely event that I am delayed or unable to officiate your wedding on the day and I cannot reach you directly.

HOW LONG

After your wedding, I will delete/destroy this data, unless you and I decide to make other arrangements.

WHO

Me.

  1. Payment information

HOW

I record payments you have made to me, on a password-protected Excel spreadsheet for my business, stored on my secure computer.

WHY

As a small business owner, I am required by tax law to retain certain financial information.

HOW LONG

I keep financial information for 7 years.

WHO

Banking transactions may be viewed by employees of the bank and my accountant. When payment is made via bank transfer, your account name or reference (or whoever is paying) may show up on my bank statements. You have the right to discuss alternative payment options with me.

Payments via my and your PayPal accounts are secured via password and encrypted by PayPal.

Payments via SumUp are secured via my password and encrypted by SumUp. Your credit card information is not stored or held by me or my SumUp device.

  1. Emails or Texts that you send me.

HOW

I may delete scheduling and similar emails after I have noted the contents  Any necessary emails are kept in my Yandex email account, which is encrypted.

If you would like to communicate regularly via text, you will need to download and use the Signal app.

WHY

I may keep messages I consider essential.

HOW LONG

I will delete all emails and texts shortly after your wedding day.

WHO

Me.

  1. Invoicing

HOW

Invoices/Receipts are created on my password-protected, VPN-secured computer using Word and sent via an encrypted email via Yandex. Alternatively, you may receive a PayPal invoice from my password-protected PayPal account.

WHY

I use an invoice template that can be revised and updated for subsequent invoices as we work toward your wedding day.

HOW LONG

I usually keep the invoice for one month while I monitor payments.

Who sees this data?

Me.

Please sign and date below if you consent to the wedding client data points above. A digital click or signature (or simply your printed name) is acceptable.

☐ I (click or tick) to agree to Em Ryan of The Roving Rev holding, controlling, processing and storing my data as stated. Signed (first and last name) & date:

If you have any other questions regarding how your wedding client data is processed and handled, please feel free to discuss with me.

This document regarding wedding client data is subject to review and will be updated at regular intervals.

All rights reserved 2018. The Roving Rev