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Privacy Policy

Effective Date: 23.03.2026

At Story & Soul, your privacy is important to us. This policy explains what personal data we collect, how we process it, and your rights under UK data protection laws.

1. 🔍 What Information Do We Collect?

We may collect the following personal data:

  • Name, address, email, and phone number

  • Details of the deceased (e.g., name, photo, life dates)

  • Family and tribute information provided by you or your funeral director

  • Payment and invoicing information (when applicable)

  • Communications you send to us (emails, forms, messages)

We do not knowingly collect data from children under 13.

2. 🛠️ How Do We Process Your Information?

We use your data to:

  • Create and deliver tribute and memorial designs

  • Contact you about drafts, edits, and approvals

  • Fulfil administrative, legal, and contractual obligations

  • Improve our services and respond to enquiries

3. ⚖️ What Legal Basis Do We Rely On?

We process personal data under the following lawful bases:

  • Consent – when you voluntarily provide us with personal information

  • Contract – when processing is necessary to fulfil a service agreement

  • Legal obligation – for invoicing, record-keeping, or tax compliance

  • Legitimate interest – to operate and improve our services

You may withdraw consent at any time.

4. 🤝 When and With Whom Do We Share Your Data?

We do not sell your data. We may share it with:

  • Your chosen funeral director or celebrant (if relevant to the tribute)

  • Printing companies (for physical materials, only as required)

  • Our professional advisors (accountants, legal teams)

  • Legal or regulatory authorities if required by law

All third-party partners are GDPR-compliant and only access data necessary to perform their role.

5. 🍪 Do We Use Cookies?

Yes, if you visit our website, we may use basic cookies for:

  • Website functionality and performance

  • Analytics (e.g., page visits, device type)

  • Remembering user preferences

You can disable cookies via your browser settings at any time.

6. 📦 How Long Do We Keep Your Data?

We keep personal data:

  • For up to 12 months after project completion unless otherwise agreed

  • For legal and accounting purposes, financial data may be retained for up to 7 years

After that, your data is securely deleted or anonymised.

7. 🧾 What Are Your Privacy Rights?

You have the right to:

  • Access your personal data

  • Correct or update inaccurate information

  • Request deletion of your data

  • Object to or restrict processing

  • Request data portability (in applicable cases)

  • Withdraw consent (where applicable)

  • Lodge a complaint with the Information Commissioner’s Office (ICO)

8. 🌍 International/Other Region Rights

If you are based outside the UK (e.g., EU or EEA):

  • We comply with GDPR standards for all data processing

  • Your rights mirror those listed above, including the right to lodge a complaint with your local data protection authority

9. 🔐 How Do We Keep Your Data Safe?

We implement appropriate technical and organisational measures to protect your data:

  • Password-protected systems

  • Secure cloud storage and backups

  • Access restricted only to authorised personnel

  • Encrypted data transfers where necessary

Despite our efforts, no system is completely foolproof — if we detect a data breach, we will notify affected parties in accordance with the law.

10. 📝 Data Protection Registration

11. 🧾 Our Business Details

Business Name: Story & Soul
Owner/Operator: Jay Holcombe-Lloyd
Registered Address: Herefordshire, UK
Email: hello@storyandsoul.co.uk
Phone: 07815691151
Website: www.storyandsoul.co.uk

12. 📬 How to Contact Us

For questions about this policy or to exercise your data rights, please contact:

Data Protection Contact:
[Your Name]
📧 hello@storyandsoul.co.uk
📞 07815691151

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