Frank Ward – Humanist Celebrant
Just one of the Humanist Celebrants in Yorkshire

Data Protection Statement


Data Protection Statement

What information will I need?

It will be necessary to collect and store information both electronically and as hard paper copy whilst a funeral is prepared. In reality, this information is generally neither sensitive nor highly confidential but I will always treat it as such.

Storage of Information

Whilst I retain information it is stored in a locked cabinet or on a dedicated computer hard drive that is double password protected.

Destruction of information

Once the ceremony is complete I will retain information for a period of one year in case of any query. After that time I will then destroy hard copies by shredding and will permanently delete emails, word and pdf files.

Retaining Information for Training 

From time to time it is useful to share all or part of a funeral script to assist with training and professional development. In this case, all names are changed, all references that would identify an individual (address, place of work etc.) are removed and the file saved in a non-editable or read-only form so that previous versions cannot be read.

Email Communication

Emails from the Humanist UK email address should not be stored on a third party server but recipients should be aware that their own email provider may store emails and attachments. These are unlikely to contain highly sensitive information but again I will treat them as if they might.

Social Media Posts 

I do use Social Media to promote the work of Humanist Celebrants and my services. If I post that I have conducted a Funeral I will not use names unless asked to by families.

The words in Social Media may give some special mention to a unique feature of the funeral but I will ensure that anonymity is preserved.

I am happy to answer any questions on this. 

 

FRANK WARD CELEBRANCY – PRIVACY POLICY

ABOUT THIS POLICY

  1. I am committed to providing a Funeral Celebrant Service that puts Humanism into practice.
  2. When providing this service I process personal data about people who are involved with the funeral of a deceased person.
  3. I am committed to protecting people’s privacy and take this responsibility very seriously. I will therefore take care to safeguard all information received.
  4. This policy outlines what data I collect, how I may use it, how your data and your rights are protected and how you can exercise those rights.
  5. Frank Ward Celebrancy is me, Frank Ward operating as a sole trader providing funeral ceremonies and advice to those interested in providing a Funeral. I operate from 19 High Street, Harrogate HG2 7HX and my email address is ward@humanistceremonies.org.ukand my website www.humanist.org.uk/frankward
  6. I regularly check this policy to ensure that I provide the most up-to-date information regarding data processing activities.
  7. This privacy policy was prepared to be as comprehensive as possible, and in reality, I collect very little confidential data and retain even less but I am happy to provide any further information or explanation on request.
  8. If you have any questions about this policy, please contact me.
  9. This privacy policy is dated 24 May 2018.

WHY I COLLECT YOUR DATA

  1. I require information to contact those arranging ceremonies and those who can provide information that will assist with the writing and delivery of a ceremony.
  2. I require information to give to Funeral Directors and Cemetery or Crematorium Officers.

INFORMATION I COLLECT

  1. I collect name, date of birth and date of death of the person whose funeral I am conducting. I also will usually collect information about their life history that would include Trades Union membership, religion, ethnic origin, gender and sexual orientation  None of this is covered by Data Protection Regulations as it is relevant to a deceased person but I will care for that information as if it was covered.
  2. In respect of relatives and friends of the decease,d I will collect contact details including address, telephone number and email addresses, details of employment, education and relationship to the person. If any other information is provided voluntarily I will apply the principles of the policy and procedure to this information.
  3. I require no financial information nor will I record any that is offered.

USING YOUR PERSONAL DATA

  1. I use personal data only to; contact you; prepare a funeral ceremony; contact relevant parties about the funeral; make further enquiries about information on the life of the deceased that will help in this process.
  2. I do not use personal data for marketing purposes. I may post on Social Media that I have conducted a funeral on a particular day at a particular location – I will not include any means of identifying the person (such as time of funeral) and I will not mention names without the permission of the family (usually at their request)
  3. I will use anonymous feedback on my website but all personal details and identifiers will be removed.

OUR LEGAL BASIS FOR PROCESSING PERSONAL DATA

  1. I keep only the information that I need to undertake the task for which I have been engaged – that is writing and conducting a funeral. I only retain what I need to for as long as I need it.
  2. I do require to keep some details (Name, date of funeral and Funeral Director) for Tax purposes. This will not include details of family contacts

DISCLOSURE OF YOUR PERSONAL DATA

  1. I will not disclose any information to third parties without your consent.
  2. I have no reason to utilise personal details for any purpose other than stated above and will only offer others information at you request or with your explicit permission.
  3. If I am required by any statutory body to disclose that information which I hold I will seek your permission. If I have been requested not to seek your permission I will ensure that any information that is divulged is legally required. For this reason, I will not retain any information about which I have concerns.

SECURITY OF YOUR PERSONAL DATA

  1. Handwritten information, hard copies of my typed information or any third party information that you supply will be kept securely in a file in a locked cabinet.
  2. Any electronic storage is in an encrypted file on a stand-alone computer. Emails are via a Gmail system through Humanists UK whose data and privacy policy can be seen at: https://humanism.org.uk/privacy-policy/

USE OF DATA PROCESSORS

  1. The only external Data Processing that is used is via the Humanists UK email system that is secure and which does not afford access to emails to other parties.

TRANSFERS OF DATA OUTSIDE OF THE EUROPEAN ECONOMIC AREA

  1. There is no reason why I would need to transfer data to other countries within or outside of the European Economic Area.

RETENTION OF YOUR DATA

  1. I will keep paper copies of information for one year after which I will destroy by shredding or burning.
  2. I will keep electronic files until the end of the month after their first anniversary of last use. After this, I will delete from the system.
  3. I will occasionally keep copies of funeral scripts for training purposes but will change the names of all people and places.
  4. I am required to keep details of funerals for purposes of Tax returns where this retention is beyond the period mentioned above it will be restricted to; Name of deceased; date and time of funeral; Funeral Director involved.

YOUR RIGHTS

You have many rights under existing data protection legislation. These include:

Right of Access

  1. You have the right know what information I hold about you and to ask, in writing, to see any information I hold.
  2. I will supply any information you ask for that I hold about you as soon as possible. You will l not be charged for this other than in exceptional circumstances. I will require proof of identity, proof of your relationship to the person for whom I provided a service and I will need to be sure I am only releasing your personal data to you.
  3. This is called a data subject access request, and can be made by:
  4. emailing frank.ward@humanistceremonies.org.uk.
  5. In writing to Frank Ward, 19 High Street, Harrogate HG2 7HX.

Right to be informed

    1. You have the right to be informed how your personal data will be used. This policy, as well as any additional information or notice that is provided to you either at the time you provided your details, or otherwise, is intended to provide you with this information.

Right to withdraw consent

    1. Where I hold your data based on your consent you can withdraw that consent at any time. To do this, or to discuss this right further with me please contact me using the details above.

Right to object

    1. You also have a right to object to me processing data where I am relying on it being within my legitimate interests to do so. To do this, or to discuss this right further with us, please contact me using the details above.

Right to restrict processing

    1. You have the right to ask for processing of your personal data to be restricted because there is some disagreement about its accuracy or legitimate usage.

Right of erasure

    1. In some cases, you have the right to be forgotten (i.e. to have your personal data deleted from my database). Where you have requested that I do not make further contact I will not do so. I will need to keep some limited information to ensure that you are not contacted in the future.

Right of rectification

    1. If you believe my records are inaccurate, you have the right to ask for those records concerning you to be updated. To update your records, please get in touch with me using the details in the ‘Contact us’ section below.

Right to data portability

    1. Where I am processing your personal data because you have given me your consent to do so, in some circumstances you have the right to request that the data is transferred to an equivalent organisation.

COMPLAINTS

  • If you have any complaints about the way in which I have used your data, please get in touch with me using the details in the ‘Contact us’ section below. I would be happy to help and discuss your concerns.

 

CONTACT ME

frank.ward@humanistceremonies.org.uk

www.humamist.og.uk/frankward

01423 880266

07982 242021

19 High Street

Harrogate

HG2 7HX

 

Information Commissioner’s Registration ZA369412

May 20th2018

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