Privacy Policy
Last updated: 4 November 2026
By Sophia Antoinette Ltd (“we”, “us” and “our”) is responsible for the personal information described in this Privacy Policy.
This policy explains how we collect and use personal information when you visit www.bysophiaantoinette.co.uk, submit a website enquiry or communicate with us about that enquiry. It also explains your privacy rights under UK data protection law, including the UK GDPR and the Data Protection Act 2018.
For privacy questions or requests, contact Sophia Johnson, Director, at hello@bysophiaantoinette.co.uk or write to Studio 9, 50–54 St Paul’s Square, Birmingham B3 1QS.
Personal Data We Collect and Process
We collect personal information when you visit our website, submit an enquiry or communicate with us about your enquiry. This may include:
Contact details: your name, email address and telephone number.
Event and enquiry details: the event type, preferred date, location, approximate guest numbers, budget, services required and preferences you choose to share.
Communications: your enquiry, our correspondence and relevant consultation notes.
Website information: your IP address, browser and device information, pages visited and cookie preferences. Collection depends on the website features enabled and, where applicable, your consent choices.
Website enquiry forms
When you submit our website enquiry form, we use the information you provide to respond to your enquiry and discuss your event requirements. Squarespace processes the submission as our website provider, and it is sent to our business email inbox. Relevant information may subsequently be added to Aisle Planner to manage your enquiry or booking.
Sensitive information
We do not request health information, religious beliefs or other sensitive personal information through our website enquiry form. Please avoid including sensitive details about yourself or other people in an initial enquiry. If this information becomes necessary during event planning, we will explain how it will be used and the applicable basis for processing it when it is collected.
How We Use Your Personal Data
We use the personal information described above to:
Respond to your enquiry and discuss your event requirements.
Arrange consultations and prepare proposals or quotations you request.
Keep records of our communications and manage appropriate follow-up about your enquiry.
Operate, maintain and protect our website and enquiry systems.
Understand website use and improve its content and performance, subject to the applicable cookie settings and consent requirements.
Send optional marketing communications where you have consented. You can withdraw consent at any time by using the unsubscribe option provided or emailing hello@bysophiaantoinette.co.uk.
Meet applicable legal obligations and handle complaints or legal claims.
Submitting an enquiry does not automatically subscribe you to marketing communications.
Legal Basis To Process Your Personal Data
We use personal information only where we have an appropriate lawful basis:
Steps before entering into a contract: responding to an individual’s request for our services, discussing their requirements and preparing a requested proposal.
Legitimate interests: handling enquiries from business representatives, maintaining relevant correspondence, managing enquiry follow-up, protecting our website and systems, and resolving complaints or legal claims. Our interests are in running a secure business and responding effectively to prospective clients. We consider the necessity of the processing and its effect on your rights.
Consent: sending optional marketing communications and using website tracking where consent is required. You can withdraw consent at any time. Withdrawal does not affect processing that was lawful before you withdrew it.
Legal obligations: retaining or providing information where required by applicable law.
We rely on your consent for personal information processed through optional Squarespace analytics cookies, as explained in the Cookies & Analytics section below.
Providing information through an enquiry form is voluntary. However, without sufficient contact details and information about your requirements, we may be unable to respond or prepare a proposal.
You can object to processing based on legitimate interests. You can also object to direct marketing at any time, and we will stop using your information for that purpose.
How We Disclose Your Information
We share personal information only where needed for the purposes described in this policy. Depending on your enquiry, recipients may include:
Squarespace, which hosts our website and processes website form submissions.
Our business email provider, which delivers and stores enquiry correspondence.
Aisle Planner, where we add relevant information to manage your enquiry or a subsequent booking.
Venues and event suppliers, where necessary to obtain availability or quotations you have requested. We limit the information shared and use anonymous requirements where identifying you is unnecessary.
Professional advisers and insurers, where needed for advice, complaints or legal claims.
Public authorities and regulators, where disclosure is required by law.
Providers processing personal information on our behalf must do so under appropriate data protection arrangements. Other organisations, such as venues and suppliers, may act as independent controllers and have their own privacy notices.
We do not sell your personal information.
Data Retention and Security
We keep personal information only for as long as necessary for the purpose for which it was collected.
For enquiries that do not lead to a booking, we consider whether discussions remain active, how far in advance the proposed event is, and whether further contact has been requested or reasonably expected. We review enquiry records periodically and delete information that is no longer needed.
If an enquiry becomes a booking, relevant information is transferred into our client records. We will provide further privacy information covering those records as part of the booking process.
Where you subscribe to marketing, we retain the information needed to manage your subscription until you withdraw consent or we determine it is no longer required. We may keep a limited record of your opt-out to ensure we respect your preferences.
Relevant information may be retained longer where necessary to meet a legal obligation or deal with a complaint or legal claim.
Our retention arrangements apply to information held in our website systems, email and enquiry management platforms. Backup copies may remain until overwritten or deleted through the relevant provider’s backup cycle.
We use appropriate technical and organisational measures to protect personal information, including account access controls and limiting the information we collect and share. However, no internet transmission or electronic storage system can be guaranteed completely secure.
Your Data Protection Rights
Depending on the circumstances, you have rights under UK data protection law to:
Request access to your personal information.
Ask us to correct inaccurate or incomplete information.
Request deletion of your information.
Ask us to restrict how we use your information.
Receive certain information in a portable format.
Withdraw consent where we rely on it. This does not affect processing that was lawful before you withdrew consent.
You have the right to object to processing based on legitimate interests. You also have an absolute right to object to the use of your personal information for direct marketing.
These rights are subject to applicable conditions and exceptions.
To exercise your rights, email hello@bysophiaantoinette.co.uk. We may request information reasonably necessary to verify your identity. We normally respond within one month, although the law allows additional time in certain circumstances.
There is normally no charge for exercising your rights.
Complaints
If you have concerns about how we handle your information, please contact Sophia Johnson at hello@bysophiaantoinette.co.uk.
You also have the right to complain to the UK Information Commissioner’s Office (ICO). You do not have to contact us first.
Website: https://ico.org.uk/make-a-complaint/
Squarespace Platform
Our website is hosted by Squarespace. Squarespace processes information on our behalf to operate the website and handle enquiry form submissions.
Squarespace may also process certain website visitor information for its own purposes as an independent controller. Its privacy policy explains these activities and the responsibilities it has for that information.
For further information, see the Squarespace Privacy Policy.
Data Transfers
Our website and enquiry management providers may process personal information outside the UK, including in the United States.
Where UK international transfer rules apply, transfers must be covered by an applicable UK adequacy arrangement, appropriate safeguards such as approved contractual protections, or another legally permitted exception.
For information about Squarespace’s international processing and transfer arrangements, see its Privacy Policy.
You can contact us at hello@bysophiaantoinette.co.uk for information about transfers relevant to your personal information and how to obtain details of the applicable safeguards.
Children's Privacy
Our website and enquiry form are intended for adults. We do not request children’s personal information through this website. Please do not include children’s names or sensitive details in an initial enquiry.
During event planning, we may receive limited information about children from a parent, guardian or event organiser where needed for guest arrangements. Where we need personal information about children for event arrangements, we will provide relevant privacy information when that information is collected.
Cookies & Analytics
Our website uses cookies and similar technologies. Necessary technologies support essential website functions, security and remembering your cookie choices.
With your consent, Squarespace analytics cookies help us understand how visitors use the website. This may include pages visited, traffic sources, browser and device information, and identifiers associated with your visit.
You can choose Accept all, Decline all or Manage cookies through our cookie banner. Declining optional cookies does not prevent you from browsing the main website.
You can change or withdraw your choices at any time using Cookie Preferences. Withdrawal does not affect processing that was lawful before you withdrew consent.
For information about Squarespace’s cookie names, purposes and durations, see The cookies Squarespace uses.
You can also delete or block cookies through your browser settings. Blocking necessary cookies may affect website functions.
Third-Party Services and External Links
Our website contains links to external websites, including social media platforms. If you follow a link, the organisation operating that website is responsible for its own use of your information. Please read its privacy notice before providing personal information.
Where we use a third-party service within our website, relevant information about that service is included in this policy or our cookie information. Optional tracking associated with embedded content is subject to the applicable consent requirements.
Fonts
Our website uses web fonts to display text consistently. When your browser requests font files, the servers providing them may receive technical information, including your IP address and browser details.
Changes to This Privacy Policy
We may update this privacy policy from time to time to reflect changes to our practices or for other operational, legal, or regulatory reasons. We will notify you of any changes by posting the new Privacy Policy on this page and updating the 'Last updated' date. You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.
Contact Us
If you have any questions about this Privacy Policy or any data protection inquiries, please contact us at: Website: www.bysophiaantoinette.co.uk, Email: hello@bysophiaantoinette.co.uk, Address: Studio 9, 50-54 St Paul's Square, Birmingham B3 1QS