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Online condolence book privacy notice

Who is the Data Controller for this processing?

We are the Data Controller and The Online Book Company is the Data Processer.

The personal information we have collected from you will be shared with fraud prevention agencies who will use it to prevent fraud and money-laundering and to verify your identity. If fraud is detected, you could be refused certain services, finance, or employment.

What services are covered by this privacy notice?

We collect your information to enable you to leave a message of condolence onto our online COVID-19 condolence book, the book is hosted by The Online Book Company.

When making an entry into the online condolence book, if you do not wish your name to be published alongside your message of condolence, then please complete the registration form as follows:

  • first name: anonymous
  • last name: anonymous

If the above process is followed, then your name will not appear with your message.

If you choose to include your first and last name in the registration form, then please be aware that your name will be published alongside your condolence message.

What personal information do we hold?

We only collect and use the minimum amount of personal information required when delivering a service to you. Wherever possible we use non-identifiable personal information.

The service may use some or all of the personal information provided, such as your name and email address.

How do we use your personal information?

We use your information to enable you to write a message of condolence

Who else might we share your personal information with?

We will not share any personal data collected with any third party.

What is the legal basis for our use of your personal information?

Most of the personal information we process is provided to us directly by you, under the General Data Protection Regulation (GDPR), the lawful bases we rely on for using your personal information are:

You gave us your consent (GDPR Article 6 (a) - You can remove your consent at any time. You can do this by contacting our Democratic Services team by email on

Where will we store your information?

The Online Book Company will store your data on servers within the UK.

How long will we keep your personal information?

We will only use your personal information whilst delivering the on-line book is open to you and to deal with any questions or complaints that we may receive about this, unless the law requires us to keep it for a longer period.

Once the online condolence book closes at the end of December 2020, the condolence messages will be exported into a PDF File and stored permanently within our record centre.

Your rights

Under data protection law, you have rights including:

  • your right of access - you have the right to ask us for copies of your personal information
  • your right to rectification - you have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
  • your right to erasure - you have the right to ask us to erase your personal information in certain circumstances
  • your right to restriction of processing - you have the right to ask us to restrict the processing of your information in certain circumstances
  • your right to data portability - you have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

To make a request follow the instructions on our Data protection for you page.

How to complain if you are unhappy about how your data is used

You can complain directly to our Data Protection team online or by post:

  • Contact the DPO
  • By post: Data Protection Officer, The Portal, Wellington Road, Ellesmere Port, CH65 0BA

You also have the right to complain to the Information Commissioner’s Office using the following details:

Will my personal information be accessible outside the UK?

Should the transfer of personal information outside of the UK become necessary, it will only take place if permitted by law, and then only where there are appropriate safeguards in place to protect the personal information.

Your information is stored within the UK.