I am committed to ensuring the security and protection of the personal information that is processed during my work as a celebrant. I am also committed to having a data protection regime that is effective, fit for purpose and demonstrates an understanding of the new General Data Protection Regulations (GDPR) 2018. You can find out more about the new GDPR on the website of the Information Commissioner Office. www.ico.org.uk

Please read this statement carefully because it contains important information about:

•  The personal information I collect about you as a customer/potential customer.
•  What I do with your information and who your information might be shared with.

The information I collect

I, Ruth Mackman, will treat your data with respect. I will not actively share it with third parties unless you give me your consent. During the course of my work with you, I may ask you to provide me with the following personal information:

• Your name(s).
• Address(es).
• Telephone number(s).
• Email address(es).
• Your age.
• Your sexuality.
• Your race/culture.
• Identifiable Photographs.
• Details of your ceremony and chosen venue.

There are also pieces of personal information that you may disclose to me indirectly, such as:

If you request a same sex ceremony, this will indicate your sexuality.
If you request a certain theme, this may indicate your race/culture.

Giving your consent to use your personal data.

If you email, text or phone me to enquire about my services, I will take this to mean that you have given consent for me to hold the data contained in that communication. When we discuss a potential ceremony, I will ask you to provide certain details.

If you decide to use my services, I will send you a copy of my contract and my Data Usage and Privacy Statement. Signing the contract means you agree (opt-in) to give me your consent to use and store your data for the purpose of creating the ceremony.

You may at any time opt out by making a formal request to me via my email address. If you do so, I will respond to confirm that I have received and actioned your request. This will apply to specific information you provide from that point onwards. It cannot be used for material or information that has already been published or used in the public domain.

How I store and destroy data

I will keep all personal and sensitive information that you provide to me in a confidential and secure manner.

I will keep your data secure at my office location, in transit between meetings with you and in transit between meetings with any suppliers involved in your ceremony.

I will keep paper files at my office location and will destroy them by shredding them three months after the ceremony.

I will keep electronic copies of contact forms and correspondence about a specific ceremony for six months after the ceremony.

I will keep an electronic record of my client’s name and the ceremony script for upto five years. Clients can ask for this to be destroyed sooner, by emailing me.

I will ensure that the devices I use have secure firewalls and passwords.

While I make every reasonable effort to keep your personal data secure, if you use my internet site or email me you are acknowledging that the internet is not entirely secure. For that reason, I cannot guarantee the security of any personal data that you submit or receive in that way.

Personal information provided by or to third parties

From time to time a third party may contact me with your personal details, for example another celebrant who is recommending the use of my services. In these cases, this third party should have your permission to pass on your details.

To enable me to provide you with the service you require, I will ask for your permission to contact a venue/supplier on your behalf. Please only disclose details about your suppliers that are in the public domain.

Examples of when I may share your data with third parties might include:

• I may contact your other suppliers, such as the photographer or musician, to ensure they are familiar
  with the order of the ceremony.
• I may contact your ceremony venue to check any restrictions they may have.
• I may share your information with other celebrants if I cannot provide you with the services you
  require.
• I may anonymise elements of your script and share these for training and development purposes or
  to seek professional advice.
• If you submit feedback, your personal data may be used in evaluation and monitoring activities after
  the event, either by me or by the Association of Independent Celebrants. This feedback will be
  gathered to ensure I adhere to the high standards of practice expected
• I may share my financial documents with an accountant or as part of my tax return. I will retain
  financial records for five years.

How websites collect information

When you interact with or view the website, click on links or use the contact form as part of the process, the site collects information about your activity and the associated personal information you provide such as your name, address and email address.

Why this information is collected

This information is collected for the following purposes:

1. To provide and operate my services.
2. To design and deliver your bespoke ceremony.
3. To provide my customers/visitors/users assistance and technical support.
4. To be able to contact my customers/visitors/users with general or personalized service-related
   notices and promotional messages, if they request such contact.
5. To create aggregated statistical data and other aggregated and/or inferred non-personal
   Information, which I may use to provide and improve my respective services.
6. To comply with any applicable laws and regulations.

How sites store, use, share and disclose site visitors' personal information

All web pages are hosted on platforms, which allow me to advertise my services to you. Your data may be stored through the host platforms data storage, databases and the general applications. It is best practice that they store your data securely. Further detail on host platforms can be found on the host sites privacy statements.

How I will communicate with you

If I need to contact you, it will be through the details you actively provide to me. For example, via email, telephone, text messages, and postal mail. Please do not submit any contact details of contact that you do not wish me to use.

Access to your Data

You can request a copy of the information which I hold about you. This is known as a ‘subject access request.’ You may nominate others to access your data via a sharing agreement in writing. This must be clearly signed by at least one client, preferably both clients if the ceremony is for a couple.

Right to correct any mistakes or changes about your information

You can request via email that I correct any mistakes or changes about your information. If you would like to do this, please let me know the information that has changed or is incorrect and what it should be replaced with.

Privacy Statement Updates

I reserve the right to modify this privacy statement at any time, so please review it frequently. Changes and clarifications will take effect immediately upon their posting on the website. If I make material changes to this statement, I will notify you here of the date that it has been updated. If any changes are made to the privacy statement, your right to “opt out” or “withdraw consent” for data use remains the same. (Last updated 01/12/2018)

Questions?

If you have any queries or concerns about the privacy statement or any details I hold about you, please contact me via email: info@ruthmackman.co.uk