Data Controller

Kathryn Pearce

Information I collect

I may collect the following information:

Name

Contact information (email address, phone number)

Details relevant to the services you request (e.g., ceremony details)

Privacy Policy

As an independent celebrant, I am committed to protecting and respecting your privacy. 

Personal data is information which relates to a living individual who can be identified from that information and this policy explains how I collect, use and protect your personal information. 

The legal basis for collection and use of your personal data is to:

Arrange and carry out services as agreed within your booking.

How I use your personal information

I use your information to: 

• Provide and manage my services
• Communicate with you regarding your ceremony
• Maintain internal records

Write and conduct ceremonies, market my services, and keep records for business purposes. I complete a form and make handwritten notes when I visit clients. These are used to prepare the ceremony script. After the ceremony, I only keep the top sheet of this form for my business records. This contains basic information about the ceremony and the customer. The handwritten notes are shredded.

What I use your information for:

• Paper and electronic copies of your bespoke script
• Complete information sheet/s
• Emails
• Text messages
• Facebook messages
• Photographs: 

Existing photographs may be provided to me for use on the Presentation Script given to the Customer. These photographs will be deleted from my records after the ceremony. See ‘Who I share it with’ below for information on photographs taken at your ceremony. 

Sharing Your Information

I do not share your personal information unless required by law or with your explicit consent. 

I will ask for your explicit consent to share your information with third parties such as florist, venue, Funeral Director, photographer. 

I will ask for specific consent, that photographs taken at the ceremony may be shared with me later for marketing purposes, and use on my website, leaflets, and Facebook. Photographs which I do not use will be disposed of using the same methods as in the data and destruction policy below.  

I may share information, at your request, with other family members or friends. 

Your consent may subsequently be withdrawn at any time, details below. 

Data Security

I am committed to ensuring that your information is secure. I have put in place suitable physical, electronic, and managerial procedures to safeguard and secure the information I collect.

Data Storage

Your personal data will be stored electronically, and password protected. Any documentation in hard copy will be stored in a locked cupboard. 

Data Retention and Destruction Policy

Your data will be retained whilst your ceremony is being arranged and after the event has taken place. Thereafter, unless otherwise agreed: I may continue to hold some of your personal data for a further period of five years to ensure compliance with HMRC TAX reporting requirements. 

Where there is no requirement to continue to hold your personal data, I will destroy it. 

With your permission I would like to indefinitely retain an electronic copy of your personal script for my records and for my own training development. I would seek your permission to share your script if needed and here would change or remove your names to protect your identity. It is your choice and right if you do not wish me to indefinitely retain your script. 

Disposing of data 

I will follow the Information Commissioners Office (ICO) suggested methods of destroying your personal data: hardcopies will be shredded, and I will recycle your shredded documents, ensuring there is no visible data available to others.

All your electronic data will be protected by Avast Anti-Virus and destroyed using additional secure data deletion software, which ensures all your data information will be fully removed from any files and electronic devices I have your information on.  

Right of Access

You have the right to obtain confirmation that your personal data is being processed by myself, and what personal data is held.

You may make your request at any time and by any reasonable means (letter, telephone, e-mail) although it is preferred that you make contact in writing, detailing the precise nature of your request so that there can be no misunderstanding.

Further information is available from the Information Commissioners Office website on how to make a request.

https://ico.org.uk/for-organisations/guide-to-data-protection/principle-6-rights/subject-access-request/

Within seven days of receiving your request I will send you a written acknowledgement noting when you can expect to receive a response.

Within 30 days of your request, I will provide you with the information that is held in a structured, commonly used and machine-readable format except where I have agreed with you that this would not be possible, or that it would involve undue expense, in which case I may make the information available to you to view on a screen.

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. However, this privacy notice does not cover the links within this site linking to other websites. Those sites are not governed by this Privacy Policy, and if you have questions about how a site uses your information, you’ll need to check that site’s privacy statement.

Right to Complain

If you believe that there is a problem with how I, am collecting, holding and processing your personal data you have the right to complain. Initially you should address your complaint to me, Kathryn Pearce, and I will respond to your complaint within ten days.

You also have the right to address your complaint to the Information Commissioners Office.

Tel: 0303 123 1113

Email: casework@ico.org.uk

Website: https://ico.org.uk

Contact Information

Kathryn Pearce

Purple Magnolias Celebrant

51, MEADOW ROAD, SILKMORE,

STAFFORD, STAFFORDSHIRE.

ST17 4JQ.

EMAIL: kath.pearce@purplemagnoliascelebrant.co.uk

TELEPHONE: 07356005875

Changes to This Policy

In accordance with The General Data Protection Regulations (GDPR) 2018; I will update this policy at least every twelve months, however, I will make regular checks throughout this time and update as and when necessary. 

The next 12-month update for this site will be due 08/08/2025.