Privacy & Data Retention Policy

We provide Funeral Care and Services within the Funeral Business Sector and operate in line with the SAIF (The National Society of Allied and Independent Funeral Directors) code of practice.

Our Privacy Policy is a statement that informs our clients as to why and how our business collects personal data and how it is used in line with the General Data Protection Regulation.

Personal data in simple terms is any information specific to an identified or identifiable living individual.

What identifies an individual could be as simple as a name or a number, postal address, date of birth or could include other identifiers such as an IP address or a cookie identifier, or other factors.
Special categories of personal data include Religious Beliefs.

The following information sets out the responsibilities placed upon Denise Wellington Funeral Services and their employees in relation to their clients personal data.

Consent

Consent must be given to us, by our clients, to enable us to process personal data on their behalf as specifically outlined within this policy.

Why we collect personal data

To provide a Professional Service on behalf of our clients it is necessary for us to collect personal data.
This personal data will allow us to fulfil any agreed Funeral Arrangement contract and related correspondence.
We are committed to ensuring that the personal data we collect is appropriate and used for the sole purpose for which it is provided.

Type of personal data our business collects

• Name
• Home address
• Phone number/s
• Email address

How we collect personal data

We collect personal data in a variety of ways that include written correspondence; verbal communication; Paper application forms; website enquiries, email correspondence.

Our legal basis for processing your personal data

Under data protection law we can only use your personal data if we have a proper reason for doing so. The legal basis for processing the personal data we collect about you is to ensure the fulfilment of our professional service on your behalf.

Your personal data is used by us to provide written Funeral Estimates and Funeral Confirmation letters; Administration of Accounts; Charitable Donation Letters; Invoicing; Emails.

Sharing your personal data and why

We will not share and allow other service providers to handle your personal data without your consent and further only if we are satisfied that they take ongoing and appropriate measures to protect your personal data in accordance with regulatory requirements. With your consent, and through legitimate interests pursued by us, or third parties we use in the course of our work, we may pass on your personal data to third party service providers such as Crematoriums for the purpose of organising the Cremation of the deceased; Doctors for completion of Cremation forms; Churches/Cemetery’s for the purpose of organising burial of the deceased; A nominated Clergy or Celebrant for arranging details of the Funeral Service; Funeral Service sheet printers; Persons or company involved with the musical arrangements for the Funeral Service; Newspaper announcements; Administration of Charitable Donations on your behalf; Monumental Masons for any Memorial requirements; Golden Charter for Pre-Paid Funeral Plan requests.

At all times we will comply with our legal and regulatory obligations in relation to GDPR and the use of a personal data.

Protecting your personal data

Personal data will be held securely at our business office and those of agreed third party service providers.
Within all areas of our business, multiple layers of security measures are in place to safeguard your personal data as required.

How long will your personal data be held

Although there is no specified time limit for personal data retention, Denise Wellington Funeral Services will not retain personal data for longer than is necessary and only for the purposes set out in this policy and in line with our Data Retention Policy. We may retain personal data for various reasons that include responding to further questions from our clients; to deal with any complaints or claims made by our clients or those made on their behalf; to show that we treated our clients fairly; For the collection of Cremated Remains/Ashes.

When it is no longer necessary to retain your personal data, we will delete or anonymise it.

Your rights as a data subject

At any point whilst we are in possession of or processing your personal data, you, the data subject, have the following rights:

• Right of access – you have the right to request a copy of the information that we hold about you.
• Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
• Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
• Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.
• Right of portability – you have the right to have the data we hold about you transferred to another organisation.
• Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling.
• Right to judicial review: if Denise Wellington Funeral Services refuses your request under rights of access, we will provide you with a reason as to why – you have the right to complain.

Further information on these rights including the circumstances in which they apply, can be found at: Guidance from the UK Information Commissioners Office (ICO) on individual’s rights under the General Data Protection Regulation.

If you would like to exercise any of these right’s, please follow the guidance within this policy and contact our data protection officer.

• Complete a data subject access request form obtained from our data protection officer
• Email, call or write to our data protection officer
• Provide enough information for us to identify you
• Provide proof of your identity and address

Let us know what right you wish to exercise and the information to which your request relates

Data Protection Officer: Daryl Jon Wellington
Tel: 01288 359277
Email:

The National Society of Allied and Independent Funeral Directors