1. ABOUT THIS POLICY

In the course of my business as a Celebrant accredited by Humanists UK I am fully committed to compliance with the requirements of the General Data Protection Regulation, Data Protection Act 2018 and any successor legislation, and to protecting the rights and freedoms of individuals with respect to the processing of their personal data.

2. WHY I COLLECT YOUR DATA

In the course of creating a full and meaningful ceremony, I will collect data such as names, addresses, email addresses and phone numbers. I will also collect data concerning the events in the deceased person’s life, and this will inevitably include reference to people still living. It may include highly personal data including an individual’s gender, sexual orientation, marital status, gender identification, race and religious beliefs or the absence thereof, and medical issues.

This data may include written materials, photographic and audio material, emails, texts and other electronic messages, as well as the working and final scripts which I will write and/or assemble as the basis for the ceremony concerned.

3. WHAT I DO WITH YOUR DATA

I use data that I acquire only for the creation and delivery of the ceremony concerned. This may include administrative purposes such as booking and billing, and organising aspects of the ceremony, but will centre on the writing of the script for the celebration itself. I may on occasion use feedback received for marketing purposes, but this will only be with the express permission of the individual concerned.

4. WHO I SHARE DATA WITH

In order to ensure the smooth running of the ceremony, I will share data with other professionals directly involved in the funeral ceremony. This will usually be limited to the Funeral Director; staff working in the crematorium, ceremony or other location; printers responsible for printing any Order of Ceremony.

I may also:

• Submit a copy of a finished script for retention in the Humanists UK archive
• Share a copy of a finished script with another accredited Humanists UK celebrant for the purposes of peer review and/or continuing professional development
• Publish information on my website for marketing purposes – only with the express permission of the individuals concerned

Please be aware that, in the interests of personal safety, when I visit a client in their home I share the address with a member of my family. They retain this only until I have returned home.

5. HOW I STORE DATA

I store data on electronic devices which may include but will not be limited to a computer, smartphone, and/or tablet computer. All such devices and storage will be password protected.

I will also create and use written records for the creation of a ceremony and will retain these in my secure home office until after the ceremony is concluded as detailed below.

6. HOW LONG I RETAIN DATA

I will retain core information relating to the client and the subjects of any ceremony, including contact information, any order of service, the full script for the ceremony and the longer working script, in electronic format for record keeping purposes and to enable me to review my professional output for as long as I remain a practising celebrant, subject to regular review. I will destroy hard copy information within three months of the delivery of the ceremony concerned.

If a client requests me to destroy any personal information I hold at any time I will do so on receipt of written notice duly executed by the client.

8. ACCESS TO INFORMATION I HOLD ABOUT YOU

Clients may ask at any time for me to give them copies of all personal information I hold about them in the form of copies of any of the retained materials specified in paragraph 7. Non-clients may ask to see details only of personal information I hold relating directly to them, and I will extract and supply a list of such information within one calendar month of receipt of any such request to the extent it complies with any data protection legislation then in force and applicable to the personal data concerned. If any such information is incorrect I will correct it immediately on production of evidence to that effect, or will delete the information held.

9. PROCEDURE IN THE EVENT OF A DATA BREACH

As a sole trader I act as the Data Protection Manager for my celebrancy activities. If I believe a data breach has occurred and that personal data may have been seen, stolen or accessed by any unauthorised individual or automated system I will immediately make a record of such event, and will assess the likely risk to any individual data subject, and the likely severity thereof. I will then follow guidance then in force as specified by the Office of the Information Commissioner (“ICO”) as regards potential notification of the ICO and of any affected individuals in order to help them to protect themselves from the effects of the breach.

10. REVIEWING THIS PRIVACY STATEMENT

This privacy policy is dated 30th July 2023. It will be reviewed every calendar year on or before 31^st March, starting on or before 31^st March 2024.