Rachel Goodin Independent Funeral Celebrant
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Privacy Notice

Arranging a funeral, memorial or scattering of ashes ceremony can involve sharing personal memories and sensitive family information. This notice explains how I collect, use and protect it.

Who I am

I am Rachel Goodin, independent funeral celebrant, and the data controller for this business.

I handle personal information in accordance with the UK GDPR and the Data Protection Act 2018, as amended by the Data (Use and Access) Act 2025.

What I collect

Depending on your enquiry, this may include:

  • Your name, contact details and relationship to the person who has died.
  • Ceremony details: dates, venues and contributions.
  • Memories, family details and other information shared to help write the ceremony.
  • Correspondence, notes, drafts and the approved script.
  • Booking, invoicing and payment information.

Information may come from you, other family members or contributors, or the funeral director. UK data protection law covers living people; I treat a deceased person’s story with the same care and discretion even though the law does not require it.

How and why I use it

I use personal information to respond to enquiries, arrange meetings, prepare and deliver ceremonies, liaise with those involved, and provide agreed copies of the ceremony, as well as to manage bookings, payments and legal obligations. Private discussions help me understand the person and family; not everything shared is used in the ceremony itself, and I always share the script for review beforehand. Approved content is heard by those attending, and by anyone watching a webcast or recording if one is arranged.

My lawful bases are: taking steps you request and fulfilling our agreement; legitimate interests in responding to enquiries, coordinating with funeral directors and contributors, and keeping necessary records (balanced against your rights); legal obligation, such as tax record-keeping; and consent, where I rely on it, which can be withdrawn at any time.

Sensitive information

Some information, such as health details or religious beliefs, needs extra protection. I only ask what’s needed to prepare the ceremony, and wherever possible record accessibility or support needs without collecting names or medical details. Where explicit consent is required, it must come from the person concerned or someone legally authorised to act for them (which can be communicated through a family member, provided it is clear and recorded), and can be withdrawn at any time.

Who may receive your information

I share only what’s needed, with recipients such as the funeral director, crematorium or burial venue, and ceremony contributors, plus service providers supporting my business (email, document storage, accounting). I may also disclose information where the law requires it. Permission to include something in a ceremony does not extend to using it on my website, social media or in promotional materials. That is always discussed and agreed separately.

Keeping information safe

I use Microsoft 365 (Outlook and OneDrive) with password protection and two-step verification, and my devices lock automatically. Paper notes are kept in a locked room and shredded when no longer needed; electronic records are deleted in line with the retention periods below. Microsoft may process information outside the UK. See the Microsoft Privacy Statement for its safeguards.

How long I keep information

  • Interview notes and working drafts: 6 months after the ceremony.
  • Accessibility or support information: 1 month after the ceremony.
  • Routine correspondence: 12 months.
  • Approved ceremony script and confirmation of approval: up to 6 years, to allow replacement copies or respond to queries.
  • Brief client record (name, contact details, deceased’s name, ceremony date and venue): up to 10 years, to recognise returning clients.
  • Enquiries that don’t lead to a booking: 6 months after last contact.
  • Accounting records: 6 years, or longer where tax law requires.

I review records annually, keep them only as long as needed, and retain anything longer only where necessary for an unresolved complaint, dispute or legal matter. Deleted information may briefly remain in a provider’s backup systems until its normal deletion cycle completes.

Your rights, and complaints

Depending on the circumstances, you may have the right to access, correct or delete your information, restrict or object to its use, or receive it in a portable format; where I rely on consent, you can withdraw it at any time. These rights are subject to legal conditions. Contact me using the details above to make a request.

If you have a concern about how I handle personal information, please contact me. I will acknowledge a complaint within 30 days and explain the outcome. You can also complain to the UK regulator at ico.org.uk.

Website enquiries and analytics

My contact form collects what you provide to respond to your enquiry, on the basis of legitimate interests (or taking steps towards an agreement, where applicable). It is delivered via Resend, processed in the United States under standard contractual clauses with the UK Addendum. The website uses Cloudflare Web Analytics, which measures page views without cookies or tracking individual visitors.

Updates to this notice

I will update this notice as my services, working practices or legal requirements change.

Last updated: October 2026