Policies & Important Information

These policies explain how the Virginia Events website is used, how event enquiries and agreed payments are handled, and how personal information is processed. They apply to this website and should be read alongside any written quotation, proposal or event agreement supplied for a particular occasion.

Virginia Events is the trading name presented on this website and operates in the United Kingdom. The legal business name, trading address and any applicable registration details have not yet been confirmed for publication.

This website provides general information about Virginia Events and the kinds of event support that may be available. Website content is not a quotation, a confirmed offer, or a guarantee that a particular date, venue, supplier or service is available.

The scope, timing and price of any event work should be set out in a written proposal or agreement supplied for that specific occasion. If a written event agreement conflicts with general website information, the event agreement should take priority.

Website use

• Visitors should provide accurate information when making an enquiry or payment.
• Website material may not be presented as another business's work or used in a misleading way.
• Illustrative photography on this website is not represented as Virginia Events' completed work.

Enquiries and event services

Sending an enquiry does not reserve a date or create a binding booking. The nature and scope of any planning, styling or coordination service must be discussed and recorded in writing. Customers are responsible for supplying accurate requirements, relevant deadlines and information that may affect safe or lawful delivery. Virginia Events is responsible for carrying out only those services expressly agreed.

Content and third parties

Text, branding and original website materials may not be copied or commercially reused without permission, except where law allows. Links or access to Stripe and other third-party services are provided for their stated purpose; those providers operate under their own terms and policies.

Customers can begin through the enquiry form, email or telephone where a verified number is published. Virginia Events may then discuss the event requirements, date, location, services and practical constraints before communicating a quotation or proposed arrangement.

An enquiry, discussion or quotation is not by itself a confirmed booking. The point at which a booking becomes binding, and the documents or payments needed to confirm it, must be stated in the written terms for that event. Customers should not assume that a date, venue or supplier is secured until they receive the required written confirmation.

The written confirmation should record the agreed services, event details, price, payment arrangements and each party's responsibilities. Changes should also be agreed in writing so that there is a reliable record.

The payment page allows a customer to enter a GBP amount previously agreed with Virginia Events and the payment reference supplied to them. Customers should check both entries carefully and contact Virginia Events before paying if either is unclear.

Stripe Checkout

Payment is completed on Stripe's hosted Checkout service by card or Bacs Direct Debit. Bacs Direct Debit is not a manual bank transfer and may remain in processing for several business days. Stripe collects the card or bank details needed to process the chosen method. This website sends Stripe the agreed amount and payment reference and receives limited session, transaction and payment-status information.

Confirmation and errors

Reaching the website's return page means that Stripe returned the browser; it does not by itself prove that funds have settled. Customers should retain Stripe's confirmation. If checkout is interrupted, an amount is entered incorrectly or a payment cannot be matched, the customer should contact Virginia Events promptly and should not repeatedly pay unless advised to do so.

No additional transaction fee, deposit percentage or payment deadline is stated here. Those matters must be included in the written arrangements for the event where applicable.

A customer who needs to cancel, postpone, reschedule or change agreed event details should contact Virginia Events in writing as soon as possible. Virginia Events should explain whether the requested change is possible and identify any effect on suppliers, scope, timing or price before the change is accepted.

Supplier availability and costs may affect what can be changed or recovered, but no supplier charge will automatically be passed on unless the applicable event agreement and law permit it. If Virginia Events or a supplier needs to propose a material change, the customer should be informed promptly and available options discussed.

Refund requests

Refund requests should be submitted through the contact page with the event and payment reference. Eligibility and the amount due depend on the written event terms, work already performed, committed third-party costs and mandatory consumer rights. No automatic refund percentage, administration fee, forfeiture rule or guaranteed processing time is stated on this website.

Consumer cancellation rights

UK cancellation rights depend on the contract and circumstances. Regulation 28(1)(h) of the Consumer Contracts Regulations 2013 excludes certain accommodation, catering and leisure services from the usual cancellation right where the contract provides for a specific date or period. That exception may be relevant to some event arrangements, but it should not be assumed to cover every service Virginia Events supplies. Other statutory rights may still apply.

See the Consumer Contracts Regulations 2013, regulation 28.

Data controller

The business operating as Virginia Events is responsible for deciding how personal information is used. Enquiries about personal information can be sent to enquiries@virginiaevents.co.uk.

Information collected

The enquiry form collects a name, email address, optional telephone number, event type, optional preferred date and location, and the message supplied. Event discussions may produce further information that a customer chooses to provide. The payment flow processes an agreed amount, payment reference and limited Stripe session, transaction and status information. Stripe collects payment-method details on its hosted pages; Virginia Events does not receive full card or bank account details.

Hosting and security systems may also process necessary technical information such as IP address, request headers, timestamps, browser information and server logs. The website does not ask for special-category information; customers should avoid including sensitive personal information unless it is genuinely necessary and has been discussed.

Purposes and lawful bases

• Enquiries and proposals: to respond, discuss requirements and take steps requested before a possible contract.
• Bookings and service delivery: to administer and perform an agreed event contract.
• Payments and records: to identify payments, keep appropriate financial records and meet legal obligations.
• Support, security and disputes: for legitimate interests in operating a secure service, preventing misuse, answering customers and establishing or defending legal claims, balanced against individual rights.

Consent is not treated as the default lawful basis for these activities. If Virginia Events later introduces optional marketing, its basis and any required consent or opt-out must be documented separately before use.

Sharing and service providers

Information is shared only where reasonably needed: with Stripe for payments, Render for website hosting and Resend for delivery of enquiry emails. It may also be disclosed to professional advisers, authorities or event suppliers where law permits and the event arrangements require it. Enquiry information is not sold.

Retention and security

Information should be kept only as long as needed for the enquiry, contract, support, accounting, legal or dispute purpose for which it was collected, then securely deleted or anonymised. Access should be limited, secrets kept server-side, transport encrypted where supported and providers selected with appropriate safeguards. No internet service can promise absolute security.

Individual rights

Subject to the circumstances and lawful basis, individuals may have rights to be informed, access their information, correct inaccurate information, request erasure or restriction, object to processing, and receive portable information. They may also complain about how information is used. A request can be made through the contact page; identity may need to be verified.

Right to object: where processing relies on legitimate interests, you may object because of your particular situation. Any future direct marketing can be objected to at any time.

International transfers

Stripe, Render or Resend may process information outside the United Kingdom. Where this occurs, the relevant provider and Virginia Events, where responsible, must use a lawful transfer mechanism and appropriate safeguards. Provider locations and contractual safeguards should be checked as part of the business's data-protection review.

Complaints

Please contact Virginia Events first so the concern can be investigated. Individuals can also complain to the Information Commissioner's Office (ICO), the UK's data protection regulator. This policy is intended to reflect the UK GDPR and Data Protection Act 2018 but is not a substitute for individual legal advice.

The current Virginia Events application does not set analytics or advertising cookies and does not use browser local storage or session storage. No non-essential tracking scripts or embedded marketing technologies have been identified in the current implementation, so the site does not presently display a cookie-consent banner.

Render may process necessary request and security information when serving the website. When a customer follows the payment flow to Stripe's separately hosted Checkout pages, Stripe may use cookies or similar technologies under its own policies. If Virginia Events adds non-essential analytics, advertising or embedded services later, this section must be updated and a genuine consent mechanism introduced before those tools are enabled where required.

The website uses a small number of service providers for defined purposes:

• Stripe: hosts Checkout, collects payment-method details, processes card and Bacs Direct Debit payments, and returns payment-session information.
• Render: hosts and delivers the website and server endpoints and may process operational request and security logs.
• Resend: transmits enquiry-form emails to the configured Virginia Events mailbox once live email credentials and a verified sender domain are configured.

Each provider acts under its own terms and privacy notice and may have responsibilities as a processor or independent controller depending on the activity. Customers should review Stripe's notice when using Checkout. Virginia Events should maintain appropriate provider agreements and periodically review the providers' handling of personal information.

Customers and Virginia Events should each take reasonable care, communicate relevant information promptly and follow the written arrangements for the event. Any contractual limits on responsibility must be fair, transparent, proportionate and stated in the event agreement.

Nothing in these website policies is intended to exclude or restrict liability where the law does not allow that, including liability for fraud or fraudulent misrepresentation, or to remove a consumer's mandatory statutory rights. The legal effect of delays, supplier failures, unsafe conditions, events outside reasonable control and customer-provided information depends on the facts and the approved event contract.

These policies may be updated when the website, providers, legal requirements or Virginia Events' approved business terms change. The current version will be published on this page with a revised last-updated date. Material changes affecting an existing event contract should be communicated directly where required and will not silently replace terms already agreed for that event.

Questions or complaints about an enquiry, booking, payment, refund request, privacy right or these policies can be submitted through the contact page or sent to enquiries@virginiaevents.co.uk. Please include the relevant event or payment reference but never send card or bank security details by email.

Virginia Events should acknowledge the concern, investigate it fairly and explain the outcome. Data-protection complaints can also be raised with the ICO using the link in section 06. Other consumer remedies and rights remain available where applicable.