Privacy Policy

WakeVenues is a venue-finding platform for funeral wakes and celebrations of life, operated by Memoire Collective Ltd. We understand that you may be using this service at one of the most difficult times in your life. We treat every piece of information you share with us with the greatest care and discretion.

This policy explains what personal data we collect, why we collect it, your legal rights, and how to exercise them. It applies to wakevenues.co.uk and any future Memoire Group sites.

Memoire Collective Ltd is the data controller. Our registered address is Winchester House, Deane Gate Avenue, Taunton, Somerset, TA1 2UH. Company registration number 17145073. If you have any questions about this policy or how we handle your data, please contact us at hello@wakevenues.co.uk.

What data we collect and why

When you send a venue enquiry

When you submit an enquiry through WakeVenues, we collect your name, email address, phone number (if you provide it), the date and number of guests you are planning for, and your message. We use this to pass your enquiry to the venue you have selected and to send you a confirmation email.

Lawful basis: Performance of a contract, in that you have asked us to deliver your enquiry to the chosen venue. Retention: Enquiry data is retained for 12 months, then deleted.

When you create a venue partner account

Venue partners provide a name, email address, phone number (optional) and business details to list on the platform. If you subscribe to a paid plan, payment is handled by Stripe (see below). We use your account data to manage your listing, deliver enquiries from families to your inbox, and contact you about your subscription.

Lawful basis: Performance of a contract (delivering the platform service to you), and legitimate interest (account security, fraud prevention). Retention: Account data is retained while your account is active. After account closure, listing data and uploaded images are deleted within 30 days. Subscription and payment records are retained for 7 years for legal and accounting compliance, then deleted.

When you subscribe to the Solo plan

Subscription payments are processed by Stripe, a PCI-compliant third-party payment provider. WakeVenues does not store your card number. We receive confirmation of payment, the amount paid, and your billing email address for invoices. Stripe's privacy policy applies to payment processing.

Lawful basis: Performance of a contract. Retention: Subscription records are retained for 7 years for accounting compliance.

Website analytics

With your consent, we use Google Analytics to understand how people find and use WakeVenues, for example which pages are most visited and how people search for venues. This helps us improve the service. Analytics cookies are only set after you have given consent via the cookie banner. You can withdraw consent at any time through our cookie settings.

Lawful basis: Consent. Retention: Aggregated analytics data is retained for up to 26 months. You may withdraw consent at any time.

Server logs

Our hosting provider records server logs (including IP addresses) for security, debugging and abuse prevention. These logs are retained for 30 days and then deleted.

Lawful basis: Legitimate interest (security and service stability).

How venues handle your enquiry

When you send an enquiry, your name, email, phone number (if provided) and message are forwarded to the venue you selected. From that point, the venue communicates with you directly using their own systems. The venue becomes an independent data controller for the purpose of responding to your enquiry and any subsequent booking arrangements.

WakeVenues does not process bookings or payments between families and venues. Any contract, deposit or payment is arranged between you and the venue directly.

Who we share your data with

• Venues you enquire to: When you send an enquiry, your name, email, phone number (if provided) and message are shared with the venue. They become an independent data controller for the purposes of responding to you.
• Stripe: Payment processing for venue subscriptions. UK-registered service. Stripe Privacy Policy.
• Resend: Transactional email delivery (enquiry confirmations, password resets, subscription notifications). Data is processed within the EEA.
• Cloudinary: Venue photo storage and delivery. Images uploaded by venues are public-facing and contain no personal data.
• Supabase: Database hosting. Data is held in EU regions (Frankfurt).
• Vercel: Website hosting. Server logs may contain IP addresses, retained for 30 days.
• Google Analytics: Anonymous website analytics with consent. IP addresses are anonymised. Data may be processed in the US under Standard Contractual Clauses.
• Anthropic: AI-generated content for venue descriptions and FAQs. No personal data is sent to Anthropic; only public venue information.

All processors are bound by Data Processing Agreements as required by UK GDPR Article 28. We do not sell your personal data to any third party, ever.

International transfers

Most of our processors hold data in the UK or EEA. Some processors (notably Vercel, Anthropic, Google Analytics and Stripe's underlying infrastructure) may transfer data to the United States. Where this happens, transfers are protected by the EU-US Data Privacy Framework or by Standard Contractual Clauses approved by the UK Information Commissioner's Office.

Your rights under UK GDPR

You have the following rights regarding your personal data:

• Access request a copy of the personal data we hold about you
• Rectification ask us to correct inaccurate or incomplete data
• Erasure ask us to delete your data, subject to legal retention requirements (such as the 7-year accounting retention)
• Restriction ask us to restrict how we process your data in certain circumstances
• Objection object to processing based on legitimate interest
• Portability receive your data in a machine-readable format
• Withdraw consent withdraw consent for analytics at any time, without affecting any processing carried out before withdrawal

To exercise any of these rights, email us at hello@wakevenues.co.uk. We will respond within 30 days.

Complaints

If you are unhappy with how we have handled your data, you have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113. We would always appreciate the chance to address your concerns directly first, so please do contact us.

Children

WakeVenues is intended for people aged 18 and over. We do not knowingly collect data from anyone under 18. If we become aware that we have collected data from a child under 18 without parental consent, we will delete that data without delay. If you believe we have collected such data, please contact us.

Security

We protect your data using industry-standard practices, including HTTPS encryption for all data in transit, password hashing using bcrypt, password breach checking against the Have I Been Pwned database, and rate limiting on authentication endpoints. Subscription card details are handled by Stripe and never stored on our servers.

Changes to this policy

We will notify venue partners of material changes to this policy by email at least 30 days before they take effect. The date at the top of this page shows when it was last updated. Continued use of WakeVenues after changes constitutes acceptance of the updated policy.