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How we look after your data

Privacy <em>policy</em>

This policy explains what we collect when you enquire or browse, why we collect it, who we share it with, and the rights you have over it under UK GDPR.

Last updated 28 April 2026

Who we are

Flock Events is a hen weekend planning service registered in the UK. For the purposes of UK GDPR and the Data Protection Act 2018, Flock Events is the data controller for the personal information described in this policy. If you have any questions, email us at hello@flockevents.co.uk.

What personal data we collect

When you enquire or use the site, we may collect:

  • Name of the lead booker and any guests you tell us about.
  • Email address.
  • Phone number, if you give us one.
  • Event details: group size, dates, region, vibe, budget, and any context you share in the enquiry form or follow-up emails.
  • Technical data: IP address, browser and device information, referring page, and pages viewed.
  • Cookies and similar identifiers, where you have consented or where they are strictly necessary.

We do not knowingly collect special category data. Please do not include sensitive medical, religious, or other special category information in enquiry forms unless you specifically need us to plan around it.

How we collect it

  • Directly from you, when you submit the enquiry form on /contact, reply to one of our emails, or message us about a booking.
  • Automatically, when you browse the site (server logs, cookies, and analytics).
  • Occasionally from your fellow guests, when the lead booker shares their details with us so we can coordinate the weekend.

Lawful basis for processing

We rely on the following lawful bases under UK GDPR:

  • Legitimate interests, when we respond to your enquiry, plan a weekend you have asked us to plan, and run basic site analytics.
  • Consent, for non-essential cookies and any optional marketing communications.
  • Contractual necessity, once you make a booking, so we can deliver the service you have paid for.
  • Legal obligation, for accounting and tax record-keeping.

You can withdraw consent at any time without affecting processing that already happened.

How we use your data

We use the information you give us to:

  • Reply to your enquiry and arrange a planning call.
  • Build and quote a hen weekend that fits the brief.
  • Send transactional emails about your enquiry and booking, including the automatic acknowledgement after you submit the form.
  • Coordinate with accommodation owners, activity providers, and other suppliers on your behalf.
  • Track enquiries internally so the right planner picks them up.
  • Understand how the site is used and where we can improve it.
  • Meet our legal and accounting obligations.

Who we share it with

We use a small set of trusted sub-processors to run the site and handle enquiries. The current list:

  • Resend for sending transactional emails, including the automatic confirmation when you submit the enquiry form.
  • Zapier to relay enquiry payloads from the site to our internal pipeline.
  • Notion to store enquiries internally so the Flock team can pick them up and plan the weekend.
  • Google Analytics 4 and Google Tag Manager for anonymised site analytics.
  • Vercel for hosting the site and serving pages, including standard server logs.

We also share necessary booking details with the accommodation, activity, and experience providers you book through us, so they can deliver the service. We never sell your data, and we do not share it with anyone for advertising.

International transfers

Some of the sub-processors above are based in or operate from the United States and other regions outside the UK. Where data leaves the UK, we rely on UK GDPR transfer mechanisms, including the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or adequacy decisions where they apply.

How long we keep it

  • Enquiry data: up to 24 months from your last contact, which covers the typical hen weekend planning window plus a reasonable post-event reference period.
  • Booking and financial records: 7 years, in line with UK accounting requirements.
  • Analytics data: up to 14 months, the GA4 default retention.
  • Server and security logs: short-term, typically 30 to 90 days, as set by Vercel.

When the retention period ends, we delete or anonymise the data.

Your rights under UK GDPR

You have the right to:

  • Access the personal data we hold about you.
  • Ask us to correct anything that is wrong.
  • Ask us to erase your data, where the law allows it.
  • Restrict how we process your data.
  • Receive a copy of your data in a portable format.
  • Object to processing based on legitimate interests.
  • Withdraw any consent you have given.

To exercise any of these rights, email hello@flockevents.co.uk. We respond within one month and may ask for proof of identity before releasing data.

Cookies

We use a small number of cookies and similar technologies:

  • Strictly necessary: required to run the site, route requests, and remember your cookie preferences.
  • Analytics: Google Analytics 4 and Google Tag Manager, set only with your consent, used to understand how the site performs.
  • Marketing: only set if you have opted in, to measure campaign performance.

You can manage your preferences through the cookie banner on the site. Note that the cookie banner is currently a placeholder while we finalise the new site, and the underlying analytics tag is also a placeholder until live tracking IDs are in place.

Complaints

If you are not happy with how we have handled your data, please contact us first at hello@flockevents.co.uk so we can try to fix it. You also have the right to complain to the UK Information Commissioner’s Office at ico.org.uk.

Changes to this policy

We may revise this policy from time to time. The most current version will always be on this page, and the lastUpdated date in the header reflects when it last changed. Material changes will be flagged at the top of the page.