Privacy Policy

Privacy Statement

In order to create and deliver a unique and personal Humanist Ceremony, it is necessary for me to get to know you and your family, and for you to share some personal information with me. Not everything you share may be included in the ceremony, and if it does, I want you to know that I take your privacy very seriously.

 Lawful Basis for Collecting and Storing Personal Information

In the course of my business of preparing and conducting Humanist Ceremonies, I collect and process personal information about my customers, their families and possibly other people.

The Information Commissioner’s Office has confirmed (12.3.18) that Legitimate Use is an acceptable basis for storing all data in order to conduct a ceremony, including data belonging to family or friends who are living and are not the customer.

Customers are able to indicate their consent to my use of this information for the conduct of a ceremony by indicating as applicable on my data gathering document.          

 What Data do I collect?

Names, addresses, telephone numbers, email addresses, details of people’s lives including relationships with other people, activities such as work, leisure activities and if applicable political, trade union or activities in relation to religion or belief. This data takes the form of:

  • Paper and electronic copies of Scripts
  • Paper and electronic Information Sheets and Questionnaires
  • Paper and electronic Contracts
  • Emails
  • Text messages
  • Facebook messages
  • Photographs

 What I do with Data

I write and conduct ceremonies, market my services, and keep records for business purposes.

I complete a booking form by hand when I am engaged by a client. This is used to prepare the ceremony script.

After the ceremony I keep this form for my business records. This contains basic information about the ceremony and the customer.

 Who I share Data with

In the course of marketing my humanist ceremonies service it is helpful for me to be able to show some images on social media sites.

These images may be photographs taken at the ceremony and shared with me later – by you or your photographer. But occasionally I will take photographs myself. They may be of you, your child(ren), or of your family and friends.

When using your data in this way, I abide by these principles:

  • Images will be tasteful, accurate and show people, subjects and ceremony only in the best light
  • If the ceremony is held at home, the address will notbe identifiable
  • You can ask me to remove an image at any time
  • You can withdraw your general consent to my sharing your images at any time

In the case of funerals, I may share some information with Funeral Directors – although usually they will be sharing contact info for families with me initially.

I may share information at the customer’s request, with other family members or friends of the customer.

Scripts may be shared with colleagues for training and quality purposes. These will not be shared with others and will be deleted by colleagues after the training or quality assessment activity.

 How I store Data

  • I use a Google account https://cloud.google.com/security/gdpr/ for emails, contacts and ceremonies document storage and all my electronic devices are password protected.
  • Paper records are kept in a locked filing cabinet.
  • I keep contact details on my electronic devices.

 How long I keep information for

What it is  

How long it’s kept for and how

 How is it disposed of
 

Contract and booking information form

6 years from date of ceremony Deleted
Paper copy of Script 14 days after ceremony Shredded
Electronic copy of Script  Kept indefinitely  

Kept indefinitely in google cloud archive for reference.

 

Contact details including name address, telephone number and email address, on paper laptop and phone

Indefinitely with specific consent. Otherwise deleted after ceremony Deleted and shredded within 7 days of ceremony
Photographs of ceremonies Only kept and used or shared with specific consent. Deleted on request within 48 hours.

 

Access to the information I hold about you

Customers may request access to the information I hold about them at any time, and I will provide this within one month of the request. You may request that your information is deleted, and I will do so within 48 hours of receiving a request.

 Consent

Specific Consent for the use of photographs for marketing purposes, may be given for a limited period of time, and may be withdrawn by you at any time. Should Consent be withdrawn, photographs will be deleted from my website/Facebook or other medium within 48 hours of receiving a request. Where photographs have been used in printed form eg leaflet, poster, further copies will not be printed.

 Visitors to my website

In order to function, my website uses session cookies, but as soon as you leave the site these are deleted and the site does not retain any information about you or your computer.

 Reviewing this Privacy Statement

This statement was reviewed April 2020 and will be reviewed again on April 2021

 Julie Kay