Business policies and procedures

In this section, you will find a wide range of information pertaining to the policies and procedures of Cool to Commit Ceremonies with John. This document will cover items including:

- Operation process and procedures

- Privacy and Confidentiality

- Invoicing and Refunds

- Document Recording and Storage

Operation Processes and Procedures

At the first contact, you will be provided with prices and brief options for ceremonies. If it is a wedding enquiry, you will be informed of the necessary paperwork required and relevant timelines.

The first meeting will be held at a mutually convenient location, ideally a respectable café or restaurant which will provide a relaxing atmosphere as well as a certain level of privacy.

The celebrant will ensure their personal presentation is of a high standard at all times.

At the first meeting, the celebrant will provide you with a ceremony structure template and planning checklist. If it is a wedding enquiry, you will also receive the Happily Ever…Before and After document.

The celebrant will follow up the first meeting with a phone call 1-2 weeks later, or sooner if required.

If you would like to engage the services of Cool to Commit Ceremonies with John, then the celebrant contract is organised and in the case of a wedding, the legal paperwork is also organised.

Privacy and Confidentiality

Cool to Commit Ceremonies with John recognises the importance of ensuring that personal information held is treated confidentially, and is committed to ensuring that all personal information is only collected, disclosed, used and stored in accordance with the Privacy Act 1988 and the Australian Privacy Principles.

Below states the details of the Privacy and Confidentiality policy:

- Only personally identifiable information required for purposes relevant to the legal solemnisation of your marriage (or to the conduct of your other ceremony) will be collected. These purposes will be clearly explained to you in advance.

- Your information will not be passed on to a third party, except with your express written permission (for example, to another agreed celebrant in the event that I am unable to attend your ceremony), or where required by law (e.g. to the Registrar of Births, Deaths and Marriages).

- Your feedback and photographs will only be used in promotional materials with your written consent.

- You reserve the right to check the accuracy of your personal information as retained on my records, and to have any necessary amendments made at your request.

Invoicing and Refunds

Booking confirmation:

A booking deposit of $200 is required to secure the date - this is non-refundable.

This deposit must be paid within 7 days of the invoice issue date. If the payment is not made after this period, your booking will no longer be held or confirmed.

Payments:

All payments are to be made via direct deposit. The celebrant's bank details can be found on the invoice. The final payment must be received no later than 14 days before the ceremony date. The celebrant retains the right to refuse the provision of services for failure to pay the full balance of the agreed package.

By paying your booking fee, you are agreeing to the terms and conditions outlined in the ‘Business policies and procedures’ for Cool to Commit Ceremonies with John.

Refunds:

- Postponement by the client:

The Notice of Intended Marriage is active for 18 months so the deposit will be held over to the new date (if the new date is available). You will be responsible for all other costs involved with postponement including but not limited to the ceremony venue. A new schedule of fees may be required to increase in costs during this time.

- Cancellation by the client:

If the ceremony is cancelled, no later than 14 days prior to the event, any funds paid (except the deposit) by you will be refunded in full. In the case of air travel or accommodation costs, this will only be refunded if refundable options were selected when booking. In the case of non-refundable options, these unfortunately cannot be refunded.

If the ceremony is cancelled within 14 days of the event date, the celebrant may refund fees paid by you (except the deposit), depending on the circumstances. A refund in this regard is at the discretion of the celebrant.

- Cancellation by celebrant

In the event that the celebrant is unable to attend an event, 100% of funds paid by you will be refunded, including the $200 deposit.

Document Recording and Storage

The celebrant is bound by the Code of Conduct for Marriage Celebrants. This states that celebrants must:

- maintain appropriate facilities to interview parties and provide office facilities, including facilities for the secure storage of records;

- within a reasonable time before the marriage ceremony: confirm all details with the parties; and ensure the return of all personal documents belonging to the parties (unless it is necessary to keep the documents for the ceremony).

Much of the documents required will be completed electronically. Therefore, any electronic data held by the celebrant will be kept in secured and controlled databases with appropriate protection against viruses or other unauthorised access. The relevant computers and associated equipment will be protected in the same manner as the hard copy files.