Privacy Policy

1. Introduction

I am a sole trader operating an independent celebrant practice. This privacy policy explains how I collect, use, store, and protect your personal information when you book my services, talk to me about a ceremony, or visit my website.

When you share your personal details with me, I act as the Data Controller. This means I am responsible for looking after your information safely and in line with UK data protection laws (UK GDPR).

2. Whose Data Do I Collect?

Data laws technically only protect the information of living individuals. However, out of respect and professional dignity, I treat all information about both the living and the deceased with the utmost care and confidentiality.

I collect personal data from:

• Next-of-kin, family members, and executors.
• Friends or colleagues contributing to a ceremony.
• Funeral directors and venue staff.

3. What Information I Collect and Why

I only collect information that is absolutely necessary to do my job. This includes:

• Contact Information: Your name, email address, phone number, and home address. I use this to talk to you, send invoices, and arrange meetings.
• Ceremony Details: Information about your loved one’s life, family history, milestones, and personal stories. I use this to write and deliver a personal, meaningful ceremony.
• Financial Details: Information regarding payments, bank transfers, and receipts. I use this strictly for business accounting.

4. The Legal Basis for Using Your Data

Under data protection law, I must have a valid legal reason to use your data. I rely on:

• Contract: I need your information to fulfil our agreement to plan and deliver the ceremony.
• Legitimate Interests: I use your data to run my business safely and efficiently (such as coordinate with your chosen funeral director).
• Legal Obligation: I am required by law to keep financial records for tax purposes.

5. Sharing Your Information

I never sell, rent, or trade your personal information with third parties for marketing. I only share your details when it is strictly necessary to deliver the service, such as with:

• The funeral director handling the arrangements.
• The crematorium, cemetery, or venue staff hosting the service.
• My accountant or HMRC, strictly for tax and audit purposes.

6. How Long I Keep Your Data

I do not keep your information for longer than necessary. My standard retention times are:

• Meeting Notes and Drafts: Handwritten notes, rough ideas, and early drafts are securely shredded or permanently deleted within 6 weeks after the funeral service.
• Final Scripts: I keep a digital copy of the final ceremony script on a secure system for 7 years. Many families reach out years later asking for a copy, or ask me to lead another family service based on past scripts.
• Financial Records: Invoices, emails regarding payments, and bookkeeping logs are kept for 7 years to meet UK tax requirements.

7. How I Keep Your Data Safe

I take security seriously. Your data is protected by:

• Password-protecting all computers, tablets, and phones used for my business.
• Using secure, encrypted cloud storage for digital files.
• Keeping any temporary paper files in a locked location until they are destroyed.

8. Your Rights

You have clear rights regarding your personal data. You can ask me to:

• See a copy of the information I hold about you.
• Fix any mistakes or update your details.
• Delete your personal information (unless I am legally required to keep it for tax reasons).
• Stop using your data if you believe it is incorrect or being handled unlawfully.

If you have any questions, please contact me directly. If you are unhappy with how I handle your data, you also have the right to complain to the Information Commissioner’s Office (ICO) at www.ico.org.uk.