Privacy Policy

1. Who this policy covers

Couples. If a wedding page is created for you, whether as part of an entertainment booking made with AMS Administration Limited or one of its trading divisions, or by purchasing the service directly, you are a couple for the purposes of this policy.

Guests. If you use a couple's page to request a song, add a dedication or like a request, you are a guest.

Entertainment contacts. If you are a band leader, band administrator, DJ, venue or planner who receives a couple's request list from us, you are an entertainment contact.

2. The personal data we collect

From couples: your names and the name of your partner; your email address; your wedding date and venue; the name and code of the band you have booked; a photograph of you if you choose to add one; a welcome message to your guests; your must play, do not play and suggested song lists; the web link you choose for your page; the email addresses and names of any guests you invite through the service; and your sign in details, which are held by our platform provider and never seen by us in readable form.

From guests: the name you give when you make a request; the songs you request and any dedication or message you attach to them; the requests you like; and an anonymous device identifier that we store in your browser so the page can recognise your device, count your requests fairly and restore them if you return.

From entertainment contacts: your name and email address, which we hold on our internal band records, and whether you have opened or used a handover link.

Automatically: the technical information any web service receives, such as your IP address, browser type and the pages you visit, collected by our hosting provider to run and secure the service.

3. Why we use your data and our lawful basis

To provide the service to couples, including creating and hosting your page, sending you the welcome, closure and reminder emails, and compiling your guests' requests. Lawful basis: performance of a contract with you, or steps taken at your request before entering into one.

To let guests take part, including recording your requests, dedications and likes, showing popular requests on the page, and limiting each device to a fair number of requests. Lawful basis: our legitimate interest in running a song request service that works as the couple and their guests expect. Your name and dedication are shown to the couple and passed to the entertainment on the night.

To pass the final request list to the couple's band, DJ or venue so the songs can be played. Lawful basis: performance of our contract with the couple, and our legitimate interest in delivering the event they have booked.

To write the couple's page link and handover link to the couple's record in our customer relationship system, so our team can support the booking. Lawful basis: legitimate interest in administering the booking.

To keep the service secure, prevent abuse and fix faults. Lawful basis: legitimate interest.

To comply with legal obligations, such as accounting and tax records. Lawful basis: legal obligation.

We do not use your personal data for automated decision making that has a legal or similarly significant effect on you, and we do not sell it.

4. Who we share your data with

The couple and their guests. Guest requests, names, dedications and likes are visible to the couple on their dashboard. Song titles, artists and popularity are visible to other guests on the page; guest names and dedications are not shown publicly unless the couple chooses to share them.

The entertainment. When a page closes, the full request list, including guest names and dedications, is sent to the couple, to our team, and to the administrator of the booked entertainment, and a handover page is made available to whoever runs the disco on the night.

Service providers who process data on our behalf under contract: our application hosting and database provider (Base44), our workflow automation provider (n8n), our email delivery provider (Google Workspace), our customer relationship system (Keap) and our work management platform (monday.com). Some of these providers process data outside the United Kingdom. Where they do, transfers are protected by the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or an adequacy decision.

Professional advisers, insurers and authorities where the law requires it or where it is necessary to establish, exercise or defend legal claims.

A buyer or successor if our business or a relevant part of it is sold or transferred, subject to the same protections.

5. How long we keep your data

A couple's page, its request list, guest data and the couple's account are kept for one month after the wedding date and are then permanently deleted. Couples can download their request list from their dashboard at any time before then. If a booking is cancelled, the page and everything linked to it are deleted at that point. The couple can ask for earlier deletion at any time by emailing us.

Guest device identifiers are stored only in the guest's own browser and can be cleared by the guest at any time by clearing site data.

Booking records, invoices and correspondence are kept for six years after the end of the relevant financial year, as required for accounting and tax purposes.

Entertainment contact details are kept for as long as the band or supplier is on our roster and for a reasonable period afterwards.

6. Cookies and local storage

The service uses the strictly necessary cookies and local storage that our hosting provider needs to keep you signed in and keep the service secure, plus one local storage value that identifies a guest's device to the request page as described above. We do not use advertising cookies or third party analytics cookies on the request pages. If we add analytics in future, we will update this policy and ask for consent where the law requires it.

7. Your rights

Under UK data protection law you have the right to ask for a copy of the personal data we hold about you; to have inaccurate data corrected; to have data erased where there is no good reason for us to keep it; to restrict or object to processing that relies on legitimate interests; to receive data you gave us in a portable format; and to withdraw consent where consent is the basis we rely on.

To exercise any of these rights, email support@guestrequests.co.uk. We will respond within one month. We may ask you to confirm your identity first.

If you are a guest and want your requests removed from a couple's page, you can contact us or ask the couple, who can decline any request from their dashboard.

You have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113. We would welcome the chance to resolve any concern first.

8. Security

Personal data is stored on infrastructure that encrypts data in transit and at rest. Access to couple and guest data is restricted by account: couples see only their own page, and guest request pages and handover pages can only be reached by their unguessable links. Our staff access data only where needed to support a booking.

9. Children

The service is intended for adults. Guests under 18 may use a couple's request page with the agreement of the couple, and the only data collected is the name and song they choose to give. We do not knowingly collect any other personal data from children.

10. Changes to this policy

We may update this policy from time to time. The current version is always available at guestrequests.co.uk/privacy and the effective date is shown at the top. Where a change materially affects couples, we will tell them by email.

11. Contact

AMS Administration Limited trading as Guest Requests, Park Place, Robey Close, Linby, Nottinghamshire NG15 8AA. Email support@guestrequests.co.uk. Company number 08951774. ICO registration number 11281594.