Privacy
What we do with your information
This covers the people who read this website and the funeral directors who write to us through it. A family's tribute is handled separately, and this page says where.
Last updated
This text was drafted in-house and has not yet been reviewed by a solicitor. It describes what the site actually does today; it is not a substitute for legal advice, and it will be reviewed before the site is promoted.
Who we are
KeepSong makes memorial song and film tributes, which funeral directors offer to the families they are looking after. For information you give us through this website, we are the data controller — we decide what happens to it.
Write to hello@keepsong.co.uk about anything on this page. A person reads it.
The controller is Capability Systems Ltd, a company registered in England and Wales under company number 03060219, whose registered office is 128 City Road, London, England, EC1V 2NX. Our VAT number is GB 598 7896 34.
What this notice covers, and what it does not
It covers this website. Reading these pages, and sending an enquiry through the contact form.
It does not cover a family’s tribute. When a funeral director arranges a tribute, the photographs and the words a family shares are handled under the arrangement between us and that funeral home, and the family is told about it by their director. We have deliberately not summarised that here: a second description of it, written in different words on a marketing page, is how two documents come to disagree about something that matters a great deal to a bereaved family. If you are a family and want to know what happens to your photographs, ask your funeral director, or write to us and we will tell you.
What we collect from visitors
If you send an enquiry: your name and email address, and — if you fill them in — your funeral home and telephone number, along with whatever you write in the message and which subject you chose. All of it is optional in the sense that you can simply not send the form.
To stop the form being abused:your IP address is used to limit how many times the form can be submitted from one place in a quarter of an hour, and is passed to Cloudflare’s Turnstile check to confirm you are a person. The rate-limit count is held in memory on the server and is gone when it restarts.
In our server logs: the outcome of your submission — sent, rejected, rate-limited — and nothing you wrote. Not your name, not your email address, not your message.
Cookies: none, today. The cookie page explains what would change that and what you would be asked.
Why we are allowed to
- Your enquiry — our legitimate interest in replying to somebody who has written to us asking about our product. You asked; this is the answer.
- The spam check and the rate limit — our legitimate interest in keeping the form usable and our inbox free of automated submissions.
- Analytics, when we switch it on — your consent, asked for before anything is set, and withdrawable at any time.
How long we keep it
An enquiry becomes an email in our inbox. It is not stored in a database and there is no record of it anywhere else. We keep the email while the conversation is live and for up to two years afterwards, because a funeral director who asked about us in March often comes back in the autumn, and then we delete it.
You can ask us to delete your enquiry sooner and we will, whenever you ask.
Who else sees it
We do not sell anything to anybody, and we do not share enquiries with other funeral homes. These are the suppliers who handle website or enquiry data on our behalf:
| Who | What they do | What reaches them | Where |
|---|---|---|---|
| Microsoft Azure | Hosting for the website and the application behind it. | Everything the site handles, including enquiries in transit and server logs. | United Kingdom (UK South). |
| Resend | Delivers your enquiry to our inbox as an email. | The name, email address, funeral home, phone number and message you type into the enquiry form. | United States, under the provider's standard transfer terms. |
| Cloudflare (Turnstile) | Checks that the enquiry form was submitted by a person rather than a script. | Your IP address and browser characteristics. Not the contents of your message. | Global network, including outside the UK. |
| Google Analytics 4 | Tells us which pages funeral directors read, in aggregate. | Pages visited, approximate location and device type — only if you accept analytics cookies. | United States and elsewhere, under Google's transfer terms. |
Not running yet. These are built or planned and are not processing anything today. They are listed so that this page describes the arrangement you would be agreeing to rather than becoming wrong on the day one is switched on:
- PitchBot (AI assistant) — Answers general questions about the product for funeral directors reading this site. The messages you type into the assistant, and the fact that a conversation happened. Nothing you type is sent to our analytics — only that the assistant was opened and how many messages were exchanged. Not active.
The suppliers involved in making a tribute — the engines that compose the music, and the services that read a photograph — are not on this list, because they never receive anything from this website. They are covered by the arrangement with the funeral home.
The AI assistant
There will be a chat assistant on this site for funeral directors. It is software, not a person, and it says so in its first line. It is provided by PitchBot, so what you type into it is sent to them.
It is not running yet.The button does not appear until we have an account with that supplier, and until then nothing loads, nothing is sent and there is nothing to consent to. When it does, the supplier’s script loads only if you click to open it — reading this site never contacts them.
What a conversation stores. The messages you type and the replies, held by the supplier so the conversation makes sense while you are having it. We do not keep a copy.
What we measure.Four things, and none of them is a word anybody typed: that the assistant was opened, that a conversation started, how many messages were exchanged, and whether somebody asked us to call them. Nothing is measured at all unless you have accepted analytics cookies. It cannot see or change an order, and it has no access to any family’s tribute, photographs or words.
It may be wrong. It gives general guidance, not advice, and nothing it says is a commitment we are bound to. Anything that matters, ask us and we will confirm it in writing.
Sending data outside the UK
The website and the application behind it run in Microsoft Azure’s UK South region. Some of the suppliers above are not in the UK: Resend delivers our email from the United States, and Cloudflare operates a global network. Where data leaves the UK it does so under the transfer terms in our contract with that supplier. If we switch on analytics, that will involve a transfer to Google, which is why it will be asked for rather than assumed.
Your rights
Under UK data protection law you can ask us for a copy of what we hold about you, ask us to correct it, ask us to delete it, ask us to stop using it, and object to us using it on the basis of legitimate interests. Where we rely on your consent, you can withdraw it at any time without giving a reason.
Ask by writing to privacy@keepsong.co.uk. We will answer within one month. There is no form and no charge.
That address reaches the same people as hello@keepsong.co.uk. It exists so a request with a legal deadline on it is easy to tell apart from an enquiry. Either one is fine — writing to the other does not cost you anything.
Complaining to the ICO
If you think we have handled your information badly, please tell us first — we would rather fix it. You also have the right to complain to the Information Commissioner’s Office, the UK’s data protection regulator, at ico.org.uk/make-a-complaint, or on 0303 123 1113.
Changes to this notice
When this changes we update the date at the top. If a change matters — a new supplier, a new kind of data — we will say what changed rather than quietly replacing the text.