Cakes by Nina - Liability Insurance, Privacy Policy and Risk Assessment

Privacy Policy

Cakes by Nina Weddings

Last updated: 18 October 2026

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At Cakes by Nina Weddings, we respect your privacy and are committed to protecting your personal information. This policy explains how we collect, use, store and protect your information when you visit our website, contact us, request a quotation or place an order.

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Please read this policy carefully so you understand how your information is handled.

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1. Who we are

Cakes by Nina Weddings is a bespoke wedding cake design business based in Surrey, UK.

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For the purposes of applicable data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, the business is responsible for deciding how and why your personal information is used.

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Business name: Cakes by Nina Weddings (Cakes by Nina)

Contact email:  cakesbyninacamberley@gmail.com

Postal address:  23 Brackendale Road, Camberley, Surrey GU15 2JN

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If you have any questions about this policy or how your personal information is handled, please contact us using the details above.

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2. What personal information we collect

Depending on how you interact with us, we may collect the following information:

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Enquiries and quotations

• Your name and contact details.

• Wedding date, venue and event details.

• Your cake design preferences, requirements and budget.

• Information you provide when communicating with us.

Orders and payments

• Customer and delivery details.

• Order specifications, quotations, invoices and payment records.

• Correspondence relating to your order, amendments or aftercare.

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Payments made through our website may be processed by third-party payment providers. We do not intend to collect or store your full payment card details ourselves.

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Bespoke cake topper and caricature forms

• Names and contact details.

• Reference photographs of you, your partner or other individuals supplied for the commission.

• Hair colours, hairstyles, eye colours, clothing details and other appearance-related information you choose to provide.

• Photographs and descriptions of pets, where relevant.

• Design preferences, requested personalisation and other information relating to your commission.

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Website usage
We may collect technical information such as your IP address, browser type, device information, pages visited and information about how you interact with our website, depending on the analytics and cookie technologies in use.

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We do not deliberately request sensitive personal information for ordinary cake enquiries or commissions. Please avoid including sensitive information that is not necessary for your order.

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3. How we use your information and our lawful bases

We only use personal information where we have an appropriate lawful basis under data protection legislation

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Depending on the circumstances, we may use the following lawful bases:

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Taking steps before entering into a contract and performing a contract

 

We use your contact details, event information, design requirements and order details to respond to enquiries, prepare quotations, manage bookings, create your cake or topper, arrange delivery and fulfil our agreement with you.

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Legal obligations

We may need to retain or disclose certain information to meet legal, tax, accounting or other applicable obligations.

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Legitimate interests

Where appropriate, we may use information to manage our business, maintain order records, respond to queries, protect against fraudulent activity and establish, exercise or defend legal claims. We consider your interests and rights when relying on this basis.

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Consent

Where consent is required, we will ask for it before carrying out the relevant activity. This may include optional marketing communications, certain non-essential cookies or using customer photographs for promotional purposes.

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Where processing relies on consent, you may withdraw it at any time. Withdrawal does not affect processing that took place lawfully before consent was withdrawn.

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We will not use your information for a new, unrelated purpose without providing appropriate information and obtaining consent where required.

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4. Reference photographs and bespoke design forms

When you complete a bespoke couple caricature or cake topper form, we may collect photographs, names, appearance details, design preferences and other information you choose to provide about yourself, your partner or your pet.

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We use this information to prepare and manage your design brief, create your commissioned topper, confirm requested personalisation details and communicate with you about your order.

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Please only upload photographs that you are entitled to provide for this purpose. If you upload photographs of another person, please ensure you have an appropriate basis for sharing them with us.

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Access to submitted photographs and design details will be limited to those who need them to manage and fulfil your commission. Information may be processed through our website hosting, email and other business service providers where necessary.

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We retain reference photographs and design information only for as long as necessary for the purposes explained in this policy, taking account of completion of your order, relevant aftercare or disputes, and applicable legal requirements. Financial and contractual records may need to be retained for longer where required by law.

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We do not use photographs submitted through the caricature form for advertising, social media or portfolio purposes without obtaining appropriate permission separately.

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5. How we share your information

We do not sell your personal information.

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We may share information where necessary with trusted service providers that support our business, including:

• Website hosting and form-processing providers.

• Business email and communications services.

• Payment providers handling transactions.

• Website analytics and cookie-consent services, where enabled.

• Professional advisers, accountants or legal advisers, where necessary.

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These providers may process information on our behalf or in accordance with their own responsibilities. We take reasonable steps to ensure that information is handled appropriately.

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We may also disclose information where required by law, by a competent authority, or where reasonably necessary to establish, exercise or defend legal claims.

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Where information is processed or transferred outside the UK, we will take the steps required by applicable data protection law to ensure that the transfer is lawful and that appropriate safeguards are in place where necessary.

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6. How long we keep your information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including any applicable legal, accounting or reporting requirements.

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Our retention approach is as follows:

Enquiries and quotations: Information relating to enquiries may be retained for a reasonable period after the enquiry has ended, so we can manage follow-up correspondence and maintain appropriate business records.

Orders, invoices and financial records: Relevant records may be retained for up to six years, or for any longer period required by applicable law or necessary to deal with a legal claim.

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Reference photographs and bespoke design forms: These are retained for as long as necessary to prepare and fulfil the commission, deal with reasonable aftercare or disputes, and meet any applicable legal requirements. They are not automatically retained for the same period as financial records unless there is a justified reason to do so.

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Marketing information: Where marketing is based on consent, we will retain the relevant information until you withdraw consent or the information is no longer needed.

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Website and cookie information: Retention periods depend on the relevant cookie, analytics service or website system.

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When information is no longer required, we will take reasonable steps to delete it securely or anonymise it, subject to any legal obligations or legitimate need to retain it.

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7. How we protect your information

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

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Access to information is restricted to those who need it for legitimate business purposes. However, no method of electronic transmission or storage can be guaranteed to be completely secure.

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Please contact us promptly if you believe your personal information has been compromised in connection with our services.

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8. Cookies and website technologies

Our website may use cookies and similar technologies to operate correctly, remember preferences, maintain security, measure website performance and support other website functions.

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Some cookies are strictly necessary for the website to operate. Other cookies, including certain analytics or marketing cookies, may require your consent before they are used.

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We use a cookie-consent mechanism on our website to provide information about cookies and, where required, allow you to manage your preferences.

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You can review or change your cookie preferences using the cookie settings available on our website, where provided.

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The cookies and technologies actually used depend on the website features and services enabled. Please refer to the available cookie information and consent settings for further details.

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9. Your data protection rights

Under applicable data protection law, you may have the right to:

• Access your personal information and request a copy.

• Rectify inaccurate or incomplete information.

• Request erasure of your information where the legal conditions are met.

• Restrict processing in certain circumstances.

• Object to processing based on legitimate interests or to direct marketing, where applicable.

• Request data portability where the relevant legal conditions apply.

• Withdraw consent where we rely on consent as our lawful basis.

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These rights are subject to applicable legal conditions and exemptions. For example, we may need to retain certain financial or contractual records even if you request their deletion.

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To exercise your rights, please contact us using the contact details in Section 1. We may need to verify your identity before responding.

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We will respond within the applicable legal time limit.

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10. Marketing communications

We will only send electronic marketing communications where we have the necessary permission or another lawful basis and legal requirements are satisfied.

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You can opt out of marketing communications at any time by following the unsubscribe instructions provided or contacting us directly.

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Opting out of marketing will not affect essential communications relating to an existing enquiry, booking, payment or order.

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11. Links to other websites

Our website may contain links to external websites. If you follow a link to another website, that website will have its own privacy practices and policies.

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We are not responsible for the privacy practices or content of websites operated by third parties. We recommend reviewing their privacy policies before providing personal information.

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12. Children's information

Our website and services are intended primarily for adults arranging wedding and celebration cakes.

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Please do not submit children's personal information or photographs unless they are genuinely necessary for an agreed commission and you have the appropriate authority to provide them.

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We do not knowingly collect children's personal information for unrelated purposes.

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13. Complaints and the Information Commissioner's Office

If you have concerns about how we use your personal information, please contact us first so we can try to resolve the matter.

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You also have the right to complain to the UK Information Commissioner's Office (ICO), the UK's independent data protection regulator.

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Website: https://ico.org.uk/

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The ICO provides information about your rights and how to make a complaint.

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14. Changes to this privacy policy

We may update this policy from time to time to reflect changes in our business, website, services or legal obligations.

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The latest version will be published on this page, with the date of the most recent update shown at the top.

We encourage you to review this page periodically.

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Cakes by Nina Weddings

Bespoke wedding cakes, individually designed and handcrafted in Surrey, UK.