We take good care of your data here at Ashfield House, here’s the lowdown on what we collect, how we collect it, how we use it, who can access it and how it’s stored.
Via our website for brochure downloads
We take your first name, last name and email address.This adds you to our mailing list where we keep you up to date with news and to invite you to future events. You have the option to easily unsubscribe from this list at any time. This data is collected online by Mailchimp and stored within Mailchimp only. It is never passed on to anyone else and is only accessible to a small number of our team.
When booking an appointment
We take appointment bookings by telephone, email and facebook messenger. We write your name and phone number in our paper diary which is then entered onto a spreadsheet tracking appointments. This information may be used for a follow up call after your appointment and is never passed to anyone else. The spreadsheet is stored on google docs, password protected and only accessible to a small number of our team. Our paper diary is kept at reception when it is manned and locked in our office when reception is not manned. Old diaries are kept locked in our office.
Receiving and sending emails
Any information (name, email address and anything contained in the email) is received and stored on our computer at reception and in our online email cloud. Email addresses are not added to any database and used only in connection with the specific nature of the email thread. Your information is never passed onto anyone else unless it has been requested in the email, for example passing your details onto one of our suppliers at your request. Our computer and email cloud are password protected and only accessible to a small number of our team.
Registration in person at our Open Events
We take your name, email address, phone number, date of wedding and how you heard about us. This is collected on our tablets via google docs. It is manually added to our Mailchimp database where we keep you up to date with news and to invite you to future events. You have the option to easily unsubscribe from this list at any time. The data is stored only within Mailchimp. It is never passed on to anyone else and is only accessible to a small number of our team.
For a wedding booking, we take the following information, usually in person. Names of both parties, home address, home telephone number, mobile telephone numbers, email addresses, date of wedding. We also take non personal information about the details of the day for example choices of food, timings, supplier names etc. This information is written down on paper and stored in a file specific to each wedding. The files are kept in a locked office. The files for the current week are kept at reception when it is manned and locked in the office when it is not. Only a small number of our team have access to these files. This information is also transferred to a spreadsheet for recording purposes which is stored on google docs, password protected and only accessible by a small number of our team. The wedding details and your names only are recorded on a business sheet which is printed and distributed to the front of house team and kitchen team for the purpose of hosting the wedding. The digital documents are kept on our computer which is password protected. The wedding files are stored in our locked cellar for archiving. Your information will be used in connection with your wedding booking only. You may be contacted by email or phone to be asked to vote for us in any awards and we are extremely grateful to those who do! Your names and email addresses will be added to our Mailchimp database where we keep you up to date with news and to invite you to future events. You have the option to easily unsubscribe from this list at any time. This data is stored only within Mailchimp. We never share this information with anyone with the exception of passing your names, wedding date and email addresses onto our DJ’s wherein your information is added to their secure system for the purpose of them contacting you about your wedding. You will be contacted specifically relating to your wedding, you will be sent an evaluation form after the wedding and may be asked to vote in any awards. Your details are added to their Mailchimp database but you have the option to unsubscribe from this list at any time.
When we take a wedding booking we also take one or two emergency contacts (name, address, phone number) for use only in an emergency relating to your wedding booking. This information is written only on the master wedding booking form, never passed to anyone else and never added to a database.
We keep our employee files in a locked fining cabinet within a locked office and your information is only used in connection with your employment. The only people who have access to this are the payroll department, the appointed HR administrator, the General Manager and assistant General Manager. We keep employee phone numbers in our locked office and programmed onto our main phone and they are only used in connection with your employment. We have a facebook messenger group for communications relating to the rota and staff events which staff can opt out of at any time. The staff rotas include first names only and are on display behind reception and in the facebook group.
For more information or to report any concerns please contact Karen Ryan.
How Long will data be stored for?
We store hard copies of data for a maximum of 7 years. Our digital database is reviewed every 12 months and we will delete records of people whose wedding or enquiry was more than 2 years ago.
We have an open door policy where personal information is concerned. If any clients or employees would like to see the information we hold on file they are more than welcome to do so. If any data subjects wish to raise a concern or complaint, please contact our data controller; Karen Ryan at Ashfield House, Ashfield Park Drive, Standish, Wigan, WN6 0EQ. Tel 01257 473500 Email Karen@ashfieldhouseweddings.co.uk
Ashfield House is a warm and welcoming, privately owned, exclusive wedding venue in Standish; bordering Lancashire, Greater Manchester and Merseyside.
In recent years our House has enjoyed a magnificent renovation to create a beautiful blank canvas for weddings.
Ashfield House, Ashfield Park Drive
Tel: 01257 473 500