Last updated: 15 October 2026
At Xena Creations (“Xena”, “we”, “us”, “our”), we respect your privacy and are committed to protecting your personal information.
This Privacy Policy explains how we collect, use, store and protect personal data when you visit www.xenacreations.com, contact us, submit an enquiry, subscribe to our communications or otherwise interact with Xena.
We process personal data in accordance with the General Data Protection Regulation (EU) 2016/679 (“GDPR”), the Data Protection Act (Chapter 586 of the Laws of Malta) and other applicable data protection legislation.
1. Who We Are
For the purposes of data protection law, the data controller is:
Xena Creations
12, Guze Pesci Street, Iklin, KLN1420, Malta
VAT No: 2599-0133
Email: [email protected]
Website: www.xenacreations.com
If you have any questions regarding this Privacy Policy or how we handle your personal information, you can contact us using the details above.
2. Personal Information We Collect
Depending on how you interact with us, we may collect information including:
- Your name and surname;
- Email address;
- Telephone or WhatsApp number;
- Event date;
- Event venue or location;
- Type of event;
- Approximate number of guests;
- Styling preferences, ideas and event requirements;
- Approximate budget or budget range;
- Pinterest, inspiration or other links that you choose to share;
- Information contained in messages or enquiries sent to us;
- Information necessary to prepare quotations or provide our services;
- Newsletter subscription details;
- Testimonials, photographs or other material supplied to us with permission for use;
- Technical information such as your IP address, browser type, device type and information about how you use our website; and
- Cookie and analytics information where you have provided the required consent.
You are not required to provide personal information simply to browse most areas of our website.
3. How We Collect Your Information
We may collect personal information when you:
- Complete an enquiry or contact form on our website;
- Contact us by email, telephone, WhatsApp or social media;
- Request a quotation;
- Book Xena for an event;
- Subscribe to our newsletter or marketing communications;
- Provide information while developing your event concept or styling plan;
- Provide feedback, reviews, photographs or testimonials;
- Interact with our website; or
- Accept optional cookies or analytics technologies.
We may also receive information from third parties where appropriate, for example a venue, wedding planner, event organiser, photographer, supplier or another person involved in your event.
4. How We Use Your Personal Information
We may use your information to:
Respond to enquiries
To reply to messages, understand your event and provide information about our services.
Prepare concepts and quotations
To understand your requirements and develop styling proposals, vision boards, quotations and recommendations.
Provide our services
To manage bookings, communicate with you, coordinate your event and provide the products and services you have requested.
Coordinate with venues and suppliers
Where necessary, we may share relevant event information with venues, suppliers, contractors or other professionals involved in delivering your event.
We will only share information that is reasonably required for this purpose.
Process payments and maintain records
To manage deposits, invoices, payments, accounting records and other administrative requirements.
Send marketing communications
Where you have chosen to subscribe, we may send you news, inspiration, updates or information about Xena.
You can unsubscribe at any time.
Improve our website and services
We may use website statistics and analytics to understand how visitors interact with our website and improve its content, performance and user experience.
Optional analytics or marketing technologies will only be used where the necessary consent has been obtained.
Protect our business and website
We may process information where reasonably necessary to maintain website security, prevent misuse, resolve disputes or establish, exercise or defend legal claims.
5. Our Legal Bases for Processing
Under the GDPR, we must have a lawful reason for processing personal information.
Depending on the circumstances, we may rely on:
Steps before entering into a contract
For example, where you contact us for information or request a quotation.
Performance of a contract
Where processing is necessary to provide services you have booked with us.
Consent
For example, when you subscribe to marketing communications or accept optional website cookies.
Where processing is based on consent, you may withdraw that consent at any time.
Legitimate interests
Where reasonably necessary to operate, administer, protect and improve Xena, provided that those interests do not override your rights and freedoms.
Legal obligations
Where we are required to retain or process information to comply with accounting, taxation, regulatory or other legal requirements.
6. Marketing Communications
We will only send electronic marketing communications where we have an appropriate lawful basis to do so.
If you subscribe to our newsletter or other promotional communications, you may unsubscribe at any time by:
- using the unsubscribe link included in the communication; or
- contacting us directly.
Withdrawing your consent will not affect the lawfulness of any processing carried out before your consent was withdrawn.
7. Cookies and Website Analytics
Our website may use cookies and similar technologies to:
- Enable essential website functionality;
- Remember preferences;
- Understand website usage;
- Measure website performance; and
- Support marketing or advertising activities, where applicable.
Cookies that are not strictly necessary will only be used after you have made the relevant choice through our cookie consent mechanism.
For more information about the cookies used on our website, please see our Cookie Policy.
You can also update or withdraw your cookie choices through the cookie settings available on our website.
8. Who We May Share Information With
We do not sell your personal information.
Where reasonably necessary, information may be shared with trusted third parties including:
- Website hosting and technical service providers;
- Email and communication providers;
- Newsletter or email marketing platforms;
- Cloud storage providers;
- Analytics providers;
- Payment and accounting service providers;
- Venues;
- Event suppliers and contractors;
- Professional advisers such as accountants, legal advisers or insurers; and
- Public authorities where disclosure is required by law.
Third parties acting on our behalf are expected to process personal information only for the purposes for which it has been provided and to apply appropriate safeguards.
9. International Transfers
Some technology providers used by Xena may process or store information outside Malta or the European Economic Area (“EEA”).
Where personal information is transferred outside the EEA, we take appropriate steps to ensure that the transfer is carried out in accordance with applicable data protection legislation, including the use of approved safeguards where required.
10. How Long We Keep Your Information
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected.
The period will depend on the type of information and our relationship with you.
Generally:
- Enquiry information that does not result in a booking will not be retained longer than reasonably necessary for follow-up and business administration;
- Client and event records may be retained for the duration of our relationship and afterwards where necessary for legal, accounting, taxation, contractual or dispute-resolution purposes;
- Marketing information will be retained until you unsubscribe or withdraw your consent; and
- Cookie and analytics information will be retained in accordance with the retention periods applicable to the relevant technology or service.
When personal information is no longer required, we will delete, anonymise or securely dispose of it where appropriate.
11. Photographs and Testimonials
From time to time, Xena may showcase completed events through our website, portfolio, social media or other marketing channels.
Where photographs, testimonials or other materials identify an individual, we will use such material where we have an appropriate lawful basis to do so and will obtain permission where required.
Where photographs have been supplied by a photographer or another third party, their intellectual property rights remain subject to the applicable agreement and usage permissions.
12. Your Data Protection Rights
Subject to the circumstances and applicable law, you may have the right to:
- Be informed about how your personal information is used;
- Request access to personal information we hold about you;
- Request correction of inaccurate or incomplete information;
- Request deletion of your personal information;
- Request restriction of processing;
- Object to certain types of processing;
- Receive certain personal information in a portable format;
- Withdraw consent where processing is based on consent; and
- Object to the use of your personal information for direct marketing.
Certain rights are subject to legal conditions and may not apply in every circumstance.
To exercise any of your rights, please contact us at [email protected]
We may request reasonable information to verify your identity before fulfilling a request.
13. Complaints
If you have concerns about how we use your personal information, we encourage you to contact us first so that we can try to resolve the matter.
You also have the right to lodge a complaint with Malta’s supervisory authority:
Office of the Information and Data Protection Commissioner (IDPC)
Floor 2, Airways House
Triq Il-Kbira
Tas-Sliema SLM 1549
Malta
Telephone: +356 2328 7100
Further information and the IDPC’s online complaint procedure are available through the Commissioner’s official website.
14. Data Security
We take reasonable technical and organisational measures designed to protect personal information against unauthorised access, alteration, disclosure, accidental loss or destruction.
However, no method of transmitting or storing information online can be guaranteed to be completely secure.
15. Links to Other Websites
Our website may contain links to third-party websites, social media platforms or other external services.
Once you leave our website, the way those third parties collect and process personal information is governed by their own privacy policies.
Xena is not responsible for the privacy practices of third-party websites.
16. Automated Decision-Making
Xena does not currently use personal information to make decisions about individuals based solely on automated processing that produces legal or similarly significant effects.
17. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our website, services, technology or legal requirements.
The latest version will always be published on this page together with the date on which it was last updated.
18. Contact Us
For any questions about this Privacy Policy, your personal information or your data protection rights, please contact:
Xena Creations
12, Apt. 10, Guze Pesci Street, Iklin, KLN1420, Malta
Email: [email protected]
Website: www.xenacreations.com