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Privacy Policy

Last updated: 7 October 2026

This Privacy Policy explains how personal data is processed when you visit this website, contact us or use the services of Italian Wedding Celebrants. It is provided under Articles 13 and 14 of Regulation (EU) 2016/679 (General Data Protection Regulation, “GDPR”) and the Italian data protection rules.

1. Data controller

The data controller is Francesca Fantoni, sole trader, VAT No. 07679920962, Italy, trading as Italian Wedding Celebrants.

Email: [email protected]

“Italian Wedding Celebrants” is a trade name, not a separate legal entity. We have not appointed a Data Protection Officer, as it is not required for our activity.

2. Personal data we process

Depending on how you interact with us and on the service you request, we may process:

  • names and surnames, email address and, if you give it to us, telephone number;
  • nationality and country of residence;
  • information about your wedding or ceremony: date, place, languages, type of ceremony, number of guests, whether you work with a wedding planner, and anything you choose to tell us about your story;
  • for civil ceremonies or official procedures you ask us to help with: identity or passport details, date and place of birth, marital status and civil-status documents (for example birth certificates, Nulla Osta or Certificates of No Impediment);
  • contract, invoicing and payment information;
  • if you apply to work with us: CV, training, languages, experience and photos of you celebrating;
  • the messages we exchange;
  • reviews you write on this website;
  • technical data generated when you visit the website (for example IP address, browser and device type), as described in section 11.

We only ask for the data that is reasonably necessary for the purpose concerned. Please do not send health information, criminal records or other particularly sensitive data unless they are specifically required for a service you have asked for.

3. Information you give us about other people

To prepare and conduct your ceremony we need details about people who have not written to us themselves: your witnesses, your parents, the friends and family who will take part, and the guests who will be present. That information comes from you, not from them, which is why we set out here what we do with it.

We use it only for the ceremony you have asked us to conduct: who reads what and when, who signs as a witness, the order of the day, and the numbers the venue needs. Each person involved receives only the part that concerns them. We never use these names to contact anyone, and never for marketing.

We hold this information on the basis of our legitimate interest in carrying out the service you have asked us for (Article 6(1)(f) GDPR), and we tell you about it here because the people concerned did not give it to us themselves (Article 14 GDPR). We keep it for as long as we keep your ceremony file, and no longer. Where the law requires a witness to be identified for a civil procedure, the documents concerned follow the separate rule set out in section 6.

Please let the people named in your ceremony know that we hold their names for this purpose, and that they can write to us to ask what we hold about them, to have it corrected or to have it removed.

4. Enquiries and quotations

When you fill in the enquiry form, write to us or otherwise ask for information, we use the data you provide to reply, check the availability of a celebrant, understand what you need and send you information or a quotation.

Legal basis: steps taken at your request before entering into a contract (Article 6(1)(b) GDPR).

Fields marked as required in our forms are necessary to answer your request; without them we cannot reply. Optional fields are up to you.

We do not use your details for newsletters or marketing, and we never sell or rent personal data.

5. Clients: ceremonies and related services

If you book our services, we process your data to prepare, write and lead your ceremony, to provide any related services you request (for example interpreting or assistance with the civil procedure), to manage the contract and our communications with you, and to issue invoices and keep our accounts.

Legal basis: performance of the contract (Article 6(1)(b) GDPR) and, for invoicing, accounting and tax records, compliance with legal obligations (Article 6(1)(c) GDPR).

6. Civil ceremonies and official procedures

Where you ask us to help with a civil ceremony or another official procedure, we may receive documents such as passports, birth certificates, Nulla Osta, Certificates of No Impediment and other civil-status documents. Only where necessary to carry out the service you requested, and only to the extent necessary, these data may be communicated to municipalities and civil-status offices, Italian or foreign consulates and embassies, prefectures, courts and other competent public authorities, and to interpreters or translators involved in the procedure.

Copies of documents used only for these purposes are normally deleted within 180 days after the procedure is completed, unless further work, a pending procedure, a dispute or a legal obligation requires us to keep them longer.

7. Reviews

If you write a review through our website, we process your review, the names you enter, your country, the place and date of your ceremony, the name of your celebrant and your email address, to check the review and publish it on this website.

If you send photos, we also process the photos and, if you give it, the photographer's name, and we may publish one photo with your review. Please send only photos you are allowed to share.

You choose how your names are shown: first names, initials only, or anonymously. Your email address is never published; we only use it if we need to contact you about your review.

Legal basis: your consent (Article 6(1)(a) GDPR), which you can withdraw at any time by asking us to edit or remove your review. Withdrawal does not affect publication carried out before your request.

8. Celebrants applying to work with us

If you apply through our “Work with us” form, we process the data and files you send (name, email, website or social profile, training, areas, languages, experience, CV and photos) only to evaluate your application and contact you for an interview. They are seen only by the people who select our celebrants and are never used for marketing.

Legal basis: steps taken at your request before a possible collaboration (Article 6(1)(b) GDPR). Applications are normally kept for up to 36 months, so that we can contact you if a suitable opportunity arises, and then deleted; you can ask us to delete yours at any time.

9. Photographs

We do not publish photographs in which you are identifiable on this website or on our social media on the basis of the contract alone. Publication only takes place with your consent, which is voluntary and separate from our services, and can be withdrawn at any time for future use by writing to us. Where reasonably possible, we will then remove the material from the channels we control.

10. Who receives your data

Your data is accessible only to the people who need it: Francesca Fantoni and, for your ceremony, the celebrant of our team assigned to it, who acts on our instructions. Where needed, data may also be communicated to:

  • the public authorities, interpreters and translators described in section 6;
  • our accountant or tax advisor, for invoicing and tax obligations;
  • banks and payment service providers used to make or receive payments (bank transfer, PayPal, Revolut). These providers process payment data as independent data controllers under their own privacy policies;
  • other parties involved in your ceremony (for example your wedding planner or venue), only when you ask us to coordinate with them.

We also use the following service providers, which process data on our behalf as data processors under their data-processing terms:

  • InMotion Hosting (USA) – website hosting, including form submissions stored on the website;
  • Cloudflare (USA) – website delivery network and security, including Cloudflare Turnstile, which protects our forms from spam without cookies used for advertising or profiling;
  • SMTP2GO (New Zealand) – delivery of the emails sent by the website forms;
  • Google (USA) – email (Gmail), document storage (Google Drive) and, only if you accept statistics cookies, Google Analytics;
  • Dropbox (USA) – storage and sharing of documents and files;
  • Ahrefs (Singapore) – privacy-friendly website statistics that do not use cookies (see section 11);
  • the WordPress software and plugins that run the website on our own hosting, including our backup and security tools.

11. Website visits, cookies and statistics

When you browse this website, our hosting and security providers process technical data such as your IP address and browser information, to deliver the pages and protect the website against abuse. Legal basis: our legitimate interest in running a secure website (Article 6(1)(f) GDPR).

We measure visits with Ahrefs Web Analytics, which works without cookies and does not store personal data that identifies you. Legal basis: legitimate interest in understanding, in aggregate, how the website is used.

Non-essential cookies, such as those of Google Analytics, are only activated if you accept them in the cookie banner. You can change your choice at any time with the “Manage consent” button. Details of every cookie are in our Cookie Policy.

When you submit a form, your IP address is recorded to prevent spam and deleted after 30 days, and Cloudflare Turnstile checks that the form is sent by a person and not by an automated program. Legal basis: our legitimate interest in protecting the website and our inbox from spam and abuse (Article 6(1)(f) GDPR).

12. Transfers outside the European Economic Area

Some of the providers listed above may process data outside the European Economic Area. In that case data is transferred only on the basis of a mechanism allowed by Chapter V GDPR: an adequacy decision of the European Commission (for example for New Zealand, or for US companies certified under the EU-US Data Privacy Framework), the Standard Contractual Clauses approved by the European Commission, or another legally recognised safeguard.

13. How long we keep your data

  • Enquiries that do not lead to a booking: up to 36 months from our last meaningful contact, then deleted or anonymised. Form submissions stored on the website are deleted automatically after 36 months.
  • Clients: for the duration of the service and, where reasonably necessary for later assistance or to protect our rights, for a limited period afterwards.
  • Your ceremony file (everything we use to prepare and conduct the ceremony): 3 years from the date of the ceremony, then deleted. Invoices are not part of this file: they are kept separately, in our accounts, for the 10 years indicated below.
  • Invoices, contracts and accounting records: 10 years, as required by Italian law (Article 2220 of the Civil Code).
  • Copies of documents for official procedures: up to 180 days after the procedure is completed, with the exceptions described in section 6.
  • Applications from celebrants: up to 36 months, then deleted.
  • Reviews and photographs published with consent: until you withdraw your consent or they are no longer used.
  • Data connected with a dispute: for as long as necessary to manage it and any related legal claims.

14. Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss or misuse, including individual accounts with two-factor authentication, restricted access to documents, encrypted connections (HTTPS), regular updates and backups, and deletion of documents once they are no longer needed. No method of transmission or storage is completely secure, but we work to keep risks as low as possible.

Your ceremony file is kept in our Dropbox account, which can only be accessed with a password and a second code. Colleagues working with us see only the ceremonies they have been given.

15. Your rights

Under Articles 15-22 GDPR, and within the limits set by the law, you have the right to:

  • know whether we process your data and obtain access to it;
  • have inaccurate or incomplete data corrected;
  • have your data deleted, where the legal conditions are met;
  • restrict processing or object to it, where applicable;
  • receive your data in a portable format, where the right to portability applies;
  • withdraw your consent at any time, where processing is based on consent.

A deletion request does not oblige us to delete data we must keep by law or that we need to establish, exercise or defend legal claims.

To exercise your rights, write to [email protected]. We may ask for information to verify your identity, and we reply within one month.

16. Complaints

You also have the right to lodge a complaint with a supervisory authority. In Italy this is the Garante per la protezione dei dati personali (www.garanteprivacy.it). You may also contact the authority of the EU country where you live or work.

17. Automated decisions

We do not take decisions based solely on automated processing, including profiling, that produce legal or similarly significant effects on you.

18. Changes to this policy

We may update this Privacy Policy when our services, tools or the law change. The current version is always published on this page, with the date of the last update at the top.

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