Privacy Policy

Who we are

The website www.speaktheirname.org is operated by Speak Their Name CIO. Where we use “we”, “our” or “us” in this Privacy Policy, we mean Speak Their Name CIO unless we say otherwise. Where we use “our site” in this Privacy Policy, we mean www.speaktheirname.org.

The information we collect about you

Each time you visit our site, we may automatically collect information about you and the device you are using, including:

information about which pages you visit and which resources you use on our site
information about how you got to our site
your internet protocol address, known as your IP address, which is used to connect your device to the internet
your device operating system and platform
the type and version of the browser you are using
browser plug-in types and versions which extend the functionality of your browser, for example Pinterest, Evernote and Adblock
MAC addresses which are used as network addresses for Wi-Fi and Ethernet
traffic data, which is aggregated information about the number of visitors, sessions, users and page visits to our site
location data and time zone setting
weblogs

If you complete a memorial page with us, or use our contact form, we will also collect some or all of:

your first and family/last names
your email address
your mobile number
your relationship to a lost loved-one
the first and family name of that individual

Please note that as a user of our website, you are responsible for keeping your login information, including your password, confidential. If you believe that your login information or password has been compromised, or that someone else has accessed your account, please notify us immediately by contacting us at hello@speaktheirname.org.

Where do we get your information from?

We collect the information you provide to us directly by filling in any of the forms on our website. We also collect information directly from your device. We use cookies to collect some of this information. Please see our Cookie Policy for details of the information we collect through our site.

Why do we need your information?

We need the information we collect automatically about your visit to our site to:

administer our site
improve our site to ensure that content is presented in the most effective manner
allow you to participate in interactive features of our services when you choose to do so
analyse how visitors use our site (including behaviour patterns and the tracking of visits across multiple devices)
improve your online experience

We need the information you provide directly by filling in our Page Creation or other forms to:

contact you about those services on our site in which you have expressed an interest
send to you relevant and appropriate updates, information and/or news

You do not have to give us any information (except if you wish us to publish a Memorial Page) or confirm that the information we have obtained from other sources is correct.

Who do we share your information with?

We sometimes share some of your information with other organisations. We use Google Analytics to collect details of how you use our site, as well as anonymous data that you enter into our forms. We do this to help us analyse how visitors use our site (including behaviour patterns and the tracking of visitors accross multiple devices). Google Analytics doesn’t collect information that identifies a visitor to our site. All the information that is collected is anonymous and is only used to improve how our site works. We do not allow Google to make any attempt to establish the identities of any users of our site. Please see our Cookie Policy for more details about Google Analytics.

We also use a number of carefully selected third parties to supply us with IT products and services. We will only share your information with our suppliers where it is necessary for them to provide us with the services that we need.

Where is your information stored?

Your information is generally stored on servers and filing systems in the European Economic Area which includes the UK. From time to time, it may be stored in or accessed from countries outside the EEA. Where this may happen, we always make sure that there are appropriate safeguards in place, such as model contract clauses, binding corporate rules, or the EU-US Privacy Shield to guarantee that your information and your rights are protected to the same high standard as under UK law.

Our site may, from time to time, contain links to and from the websites of third parties. If you follow a link to any of these websites, please note that these websites have their own privacy notices and cookie notices, and we do not accept any responsibility or liability for those notices or your use of those websites.

Unfortunately, sending information via the internet is not totally secure. Although we do our best to protect your information, we cannot guarantee the security of any information you transmit to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to prevent unauthorised access.

How long do we keep your information?

We only keep your information for as long as we need it.

Do we carry out profiling and automated decision making?

We use Google Analytics to collect details of how you use our site, as well as anonymous data that you enter into our forms. We do this to help us analyse how visitors use our site (including behaviour patterns and the tracking of visits across multiple devices), administer our site and manage your account. Google Analytics doesn’t collect information that identifies a visitor to our site. All the information that is collected is anonymous and is only used to improve how our site works. We do not allow Google to make any attempt to establish the identities of any users of our site. Please see our Cookie Policy for more details about Google Analytics.

We do not carry out any other profiling or automated decision-making in respect of the information we automatically collect about you when you visit our site.

What rights do you have?

Under data protection rules, you have several rights in respect of your information, which include the right to:

access your information
withdraw your consent to the processing of your information at any time
ask us to make changes to the information we hold about you to make sure that it is accurate and up to date
delete or erase your information (sometimes called the right to be forgotten)
stop or restrict our processing of your information
object to our processing your information
not be subject to automated decision-making and
request the transfer of some of the information we hold (also known as data portability)

If you would like to exercise any of your rights, contact us at hello@speaktheirname.org. Please note that an archive copy of any information provided to us may be retained by us for our records and for audit purposes.

You have the right to request a copy of the information we hold about you by sending your request in writing to us at the above address. You can unsubscribe from our emails at any time by sending us an email with your name and the word UNSUBSCRIBE in the heading of the email. You can also ask us to take down a Memorial Page that you have previously asked us to publish.

Please note that if you ask us the UNSUBSCRIBE, that is delete the information that we hold about you, then we may also unpublish any Memorial Page that you have previously published. We cannot present Memorial Pages for which we have no contact information.

Making a complaint

If you have any questions, concerns or complaints about the way Speak Their Name CIO processes your personal information, please contact us at the postal address in our Terms of Use Policy, or by email at hello@speaktheirname.org.

If you are not happy with the way we have handled your complaint or are still concerned about our handling of your personal information, you have a right to take your complaint to:

The Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Tel: 0303 123 1113

Changes to this notice

We will regularly review this notice and keep it updated to make sure that the information we provide you with is accurate and up to date. We will retain previous versions of the policy which can be requested from us at hello@speaktheirname.org.

This notice is Version 2 and was last updated in September 2025.