Privacy policy

This Privacy policy explains how Mav Duo collects, uses, stores, and protects personal information.

It applies to www.mavduo.com, enquiries made to Mav Duo, and the client relationship that may follow.

Mav Duo is responsible for the personal information described in this policy.

1. Information we collect

The information we collect depends on how you interact with Mav Duo.

Enquiries

When you submit an enquiry through the Website, we may collect:

• your first name and surname;
• your email address;
• your wedding date;
• your role in the wedding;
• your wedding location;
• your indicated investment range; and
• any additional information you choose to provide.

During a Commission

If an enquiry proceeds to a Commission, we may collect further information needed to prepare, administer, and carry out the work.

This may include:

• additional contact information;
• contractual and billing information;
• wedding timings and locations;
• repertoire preferences;
• planning information;
• correspondence relating to the Commission; and
• other information you choose to share with us.

Some information provided during planning may reveal matters such as religious beliefs, health information, or accessibility requirements.

We use this information only where it is relevant to the Commission and where data protection law permits us to do so.

Where explicit consent is required, we will ask for it.

Website information

When you use the Website, limited technical information may be processed for its operation and security.

Where you consent to analytics, Google Analytics may also process information about how the Website is used. This may include pages visited, interactions, browser or device information, and approximate geographic information.

We do not use advertising or marketing tracking technologies.

2. How we collect information

We collect personal information when you:

• submit an enquiry through the Website;
• contact Mav Duo by email or telephone;
• enter into a written agreement with us;
• complete or sign documents;
• take part in the planning of a Commission; or
• otherwise provide information to us in connection with your wedding.

Website enquiries are submitted through Webflow and delivered to our Google Workspace account.

Selected information may then be entered manually into internal spreadsheets or our proprietary application for the administration and planning of the Commission.

Relevant information and documents may also be stored using the systems described in Section 6.

Website analytics are collected only where the required consent has been given.

3. How we use information

We use personal information only where we have a lawful reason to do so.

Enquiries

We use information to respond to enquiries, understand what is being planned, assess availability, and prepare the next steps towards a possible Commission.

The lawful basis for this processing is taking steps at your request before entering into a contract.

Commissions

Where an enquiry becomes a Commission, we use information to prepare, administer, and carry out the agreed work.

This includes contractual administration, musical and production planning, correspondence, and performance of the Commission.

The lawful basis for this processing is performance of our contract with you.

Payments and legal obligations

We use relevant information to administer payments, maintain business and financial records, and comply with tax, accounting, and other legal obligations.

The lawful basis is compliance with a legal obligation and, where applicable, performance of our contract with you.

Business administration and legal protection

We may retain and use appropriate records to administer Mav Duo, protect our systems, maintain records of correspondence, resolve disputes, and establish, exercise, or defend legal claims.

The lawful basis is our legitimate interest in operating and protecting Mav Duo, maintaining appropriate records, and protecting our legal rights.

Website analytics

Google Analytics is used only where the required consent has been given.

Where processing relies on consent, that consent may be withdrawn at any time through the Website’s cookie preferences.

Sensitive information

Where information you provide reveals religious beliefs, health information, or another category of specially protected personal data, we process it only where an appropriate condition under data protection law applies.

Where required, we rely on explicit consent.

4. Information we need

Certain information is necessary for us to respond to an enquiry or carry out a Commission.

This includes enough information to contact you, understand the date and location of the wedding, prepare the relevant documents, and carry out the agreed work.

Where information is optional, you may choose not to provide it.

If information necessary for a Commission is not provided, we may be unable to proceed with it.

5. Cookies and analytics

The Website is built and hosted using Webflow.

It may use technologies that are necessary for its operation, security, or to remember privacy choices.

We use Google Analytics to understand how visitors use the Website and to refine its content and structure.

Google Analytics is not activated until the required consent has been given through the Website’s cookie controls.

You may reject analytics without preventing access to the Website.

You may change or withdraw your choice at any time through the Cookie preferences control.

We do not use cookies for advertising or direct marketing.

6. How information is shared

Personal information is shared only where necessary for the purposes described in this policy.

The principal services used by Mav Duo include:

Webflow

Used for Website hosting and enquiry form processing.

Google Workspace

Including Gmail and Google Drive, used for email, documents, and cloud storage.

Dropbox Sign

Used for electronic contracts and signatures.

Apple iCloud

Used for cloud storage.

Google Analytics

Used for Website analytics where consent has been given.

We also use internal spreadsheets and a proprietary application hosted on equipment under our control to organise information relating to enquiries and Commissions.

Information may also be shared with professional advisers, insurers, public authorities, regulators, or other parties where reasonably necessary to comply with the law, protect our legal rights, or resolve a dispute.

We do not sell or trade personal information.

We do not use enquiry or client information for marketing communications.

7. International transfers

Some of the services we use operate internationally. Personal information may therefore be processed or stored outside the United Kingdom.

Where information is transferred internationally, appropriate protections are used in accordance with UK data protection law.

These may include UK adequacy arrangements or recognised contractual safeguards.

You may contact Mav Duo for further information about safeguards relating to your personal information.

8. Security

We use appropriate technical and organisational measures to protect personal information against unauthorised access, alteration, disclosure, loss, or misuse.

Access is limited to those who require the information for the operation of Mav Duo or the preparation and delivery of a Commission.

We also select service providers with regard to the protection of the information entrusted to them.

No electronic storage or transmission system can be guaranteed to be completely secure.

If you believe personal information relating to you has been lost, misused, or accessed without authorisation, contact contact@mavduo.com.

9. How long we keep information

We keep personal information only for as long as there is a reason to retain it.

Different information is retained for different periods.

Enquiries that do not proceed

Information relating to an enquiry that does not become a Commission will normally be retained for up to two years from the last substantive contact.

It will then be deleted or anonymised unless there is a legal or other legitimate reason to retain it for longer.

Client and contractual records

Contracts and essential correspondence relating to a completed or terminated Commission will normally be retained for six years after the Commission ends.

Financial and tax records

Financial, invoice, and tax records will be retained for the period required by applicable tax, accounting, and legal obligations.

Planning information

Working planning information that is no longer required after the Commission will be deleted or reduced to what remains necessary.

Sensitive information, including special category personal data, will normally be deleted when it is no longer required for the purpose for which it was collected and, where practicable, within 12 months after the Commission.

Information may be retained for longer where necessary to comply with a legal obligation, respond to a regulatory request, establish or defend a legal claim, or resolve an ongoing dispute.

Analytics

Where Google Analytics is used with your consent, user-level and event-level data under our control will be configured with a retention period of 14 months.

When information is no longer required, it will be securely deleted or anonymised where appropriate.

10. Your rights

Depending on the circumstances and the basis on which your information is processed, you may have the right to:

• access personal information held about you;
• ask for inaccurate or incomplete information to be corrected;
• ask for personal information to be erased in certain circumstances;
• ask for processing to be restricted;
• receive certain information in a portable format where the right to data portability applies;
• object to certain processing; and
• withdraw consent where processing is based on consent.

Withdrawing consent does not affect processing carried out before consent was withdrawn.

Some rights are subject to legal conditions and exemptions.

To exercise a data protection right, contact contact@mavduo.com.

Right to object

Where we rely on legitimate interests, you have the right to object to that processing.

Where an objection is made, we will stop the relevant processing unless there are compelling legitimate grounds to continue or the information is required for the establishment, exercise, or defence of legal claims.

11. Data protection complaints

If you believe Mav Duo has handled your personal information incorrectly, you may make a data protection complaint by emailing contact@mavduo.com.

Please provide enough information for us to understand the matter.

We will acknowledge receipt of a data protection complaint within 30 days.

We will investigate the complaint, keep you informed where appropriate, and tell you the outcome once the investigation is complete.

You also have the right to complain to the Information Commissioner’s Office.

Further information is available at ico.org.uk.

12. Automated decision-making

Mav Duo does not use solely automated decision-making, including profiling, to make decisions that produce legal or similarly significant effects.

13. Links to other websites

The Website may contain links to websites operated by third parties.

Mav Duo is not responsible for the privacy practices of those websites.

Their handling of personal information is governed by their own privacy notices and terms.

14. Changes to this Policy

We may amend this Privacy policy where our practices, services, or legal obligations change.

The current version will be published on this page together with the date of its latest revision.

Where a change materially affects the way personal information already collected is used, we will take any additional steps required by law.

15. Contact

For questions about this Privacy policy, the way personal information is handled, a data protection rights request, or a data protection complaint:

Mav Duo

79 Acton Lane
Suffolk
CO10 1QW
United Kingdom

contact@mavduo.com
www.mavduo.com