Personal data is collected from the account holder and processed for the purpose of arranging funerals and associated tasks.
Personal data of employees is collected and processed to meet employment requirements and facilitate financial matters.
‘Personal Data’ means any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier, or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.
‘Processing’ means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaption or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.
How information will be used
Information will only be used to facilitate the arrangement of funerals and other associated tasks, accounting purposes, and to meet legal and contractual requirements.
Information will not be shared with any person or company not involved with the arrangements of funerals, accounting, or employment matters.
Information will not be used for cold calling sales e.g. pre-payment plans.
In both cases referred to above the lawful basis for processing are;
Consent: the individual has given clear consent for the processing their personal data for a specific purpose.
Contract: the processing is necessary for a contract with the individual, or because they have asked for specific steps to be taken before entering into a contract.
Legal Obligation: the processing is necessary to comply with the law, e.g. accounting and tax purposes
In the case of employees there is also a legal obligation; the processing is necessary to comply with the law, e.g. Health and safety legislation.
In the case of account holders the privacy information will normally be provided at the time of arranging the funeral. In other circumstances the privacy information will be provided within one month of obtaining the personal data.
In the case of employees the privacy information will be given at the time that details are recorded on the new employee form.
The Privacy Notice / Standard documents are included below.
Data will be retained for a minimum of 5 years for accounting purposes.
Subject to account holders consent details will be retained for 10 years so that we have record of services provided.
Account Holders – Information is handwritten on case sheets and associated papers. Such information is retained in discreet folders. As the information is processed during the provision of services and preparations of accounts the data may be transferred onto electronic systems which have password security in place.
Golden Charter - Personal data is collected during the selling of Golden Charter pre-payment plans. This is processed in accordance with Golden Charter policy and procedure.
This policy will be reviewed on 25th May 2019