Jonathan Whiting Independent Funeral Directors Ltd treats the privacy of it’s customers and website users seriously and we take appropriate security measures to safeguard your privacy. The purpose of this policy is to explain how we protect and manage any personal data that you share with us and that we may continue to hold, this includes how we collect, process, protect and share any data.
Personal data is any information that could be used to identify you as an individual, this can include your name, home address, email address, phone number or other contact information.
How we obtain your personal data
Information provided by you.
During the process of arranging a funeral, purchasing a funeral plan or providing other services we will ask you to provide us with some personal information such as your name, address, email address and phone number(s). We use this information to manage and administer the service we are providing for you. We may keep information obtained from you until after the funeral or other service has been carried out. The provision of this personal data is essential for us to carry out the services you are requesting, we only collect the information we require to perform these services. This means that the legal basis of our collecting and holding your personal data is for the performance of a contract.
Information we get from other sources.
We only obtain information from third parties if permitted by law. We may use legal public sources to obtain information, for example, to verify identity or for credit checking.
Any information obtained will be only what is relevant and necessary for us to carry out our services as contracted and will only be obtained from sources that abide by the General Data Protection Regulations. You will have already provided your data to these companies or organisations and given your permission to allow them to pass this information to other companies such as us.
How we use your personal data.
We will use your personal data to arrange and administer a funeral or other service we provide to you. We act as data controller for information required within our business and as a data processor in regard to funeral plans, where your information is required by the funeral planning company (the data controller). We undertake at all times to protect your personal data in a manner which is consistent with our professional conduct and with the requirements of the General Data Protection Regulation (GDPR) concerning Data Protection. We will take all reasonable security measures to protect your personal data in our storage.
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We will keep information about you confidential but we will need to disclose information to other parties in order to arrange and carry out a funeral, to arrange a funeral plan or to facilitate other services you require. We only disclose your information with your consent.
Third Parties to whom we may need to disclose your data;
Burial or cremation authority
Clergy or officiants
Doctors or other medical staff
Other professionals involved in work contributing to a funeral, eg. printers or stone masons.
Charities to whom you ask us to forward donations
Debt collectors in the event of an account being unpaid
Legal or crime prevention agencies, if required by a court of law (this may not require your consent).
Transfer of your personal data outside of the European Economic Area
We do not transfer any data outside the EEA with the sole exception of arranging for repatriation of a deceased person or their ashes. We will endeavour to ensure the receiver of the data provides the same degree of protection as we do.
How long do we keep your personal data?
We keep funeral records, including personal data (contact information for next of kin) in perpetuity for the purpose of reference for future funeral arrangements and in case of the need to contact the next of kin regarding any issues that may arise in the future. If requested we will delete this information once all funeral arrangements are completed. Electronic data such as emails will be deleted within one year of the completion of the funeral to which they refer.
Data Subject Rights
Subject access requests
The General Data Protection Regulation (GDPR) grants you (the data subject) the right to access particular personal data we hold about you. This is referred to as a subject access request. We shall respond in a timely manner, certainly within one month from the time of receiving the request from you. Our formal response shall include details of the personal data we hold about you, including;
The sources from which we obtained the information
The purpose for processing the information
Persons or entities with whom we have shared the information
Right to rectification
You, the data subject, have the right to obtain from us, without undue delay, the rectification of inaccurate personal data we hold about you. Taking into account the purpose of the processing of the data, you have the right to have any incomplete personal data completed, including by means of providing a supplementary statement.
Right to erasure
You, the data subject, have the right to obtain from us the erasure of personal data concerning you without undue delay.
Right to restriction of processing
You, the data subject, have the right to obtain from us restriction of processing where one of the following conditions applies;
The accuracy of the personal data is contested by you, the data subject, and is restricted until the accuracy of the data can be verified
The processing is unlawful and you, the data subject, oppose the erasure of the personal data and instead request the restriction in its use
We no longer need the personal data for the purposes of processing but it is required by you, the data subject, for the establishment, exercise or defence of legal claims
You, the data subject, have objected to processing of your personal data pending the verification of whether there are legitimate grounds for us to override these objections
Notification obligation regarding rectification or erasure of personal data or restriction of processing
We shall communicate any rectification or erasure of personal data or restriction of processing as described above to each recipient to whom the personal data has been disclosed, unless this proves impossible or involves disproportionate effort. We shall provide you, the data subject, with information about those recipients if you request it.
Right to data portability You, the data subject, have the right to receive your personal data, which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit this data to another controller without hindrance from us.
Right to object
You, the data subject, have the right to object, on any grounds relating to your particular situation, at any time to the processing of your personal data. We shall no longer process the personal data unless we can demonstrate compelling legitimate grounds for the processing which override the interests, rights and freedoms of you, the data subject, or for the establishment, exercise or defence of legal claims.
Right to not be the subject of automated processing decisions
We do not carry out any automated processing which may lead to any decision based on your personal data.
Invoking your rights
If you would like to invoke your data subject rights with us please write to Jonathan Whiting Independent Funeral Directors Ltd., 1-5, Queen Street, Lincoln, LN5 8LB or email email@example.com
Accuracy of information
In order to provide the highest level of customer service possible we need to have and keep accurate data. We take reasonable steps to ensure the accuracy of any personal data we obtain. We ensure the source of any data is clear and concise. We also consider when it is necessary to update information if you provide us with any changes such as a change of address.
If you have a complaint regarding the use of your personal data please contact us at Jonathan Whiting Independent Funeral Directors Ltd., 1-5, Queen Street, Lincoln, LN5 8LB or email firstname.lastname@example.org
If your complaint is not resolved to your satisfaction you may make a formal complaint to the Information Commissioners Office, 01625 545145 or 0303 123 1113. You have the right to a judicial remedy against a legally binding decision of the ICO where you consider that your rights under this legislation have been infringed as a result of the processing of your personal data. You have the right to appoint a third party to lodge the complaint on your behalf and exercise your right to seek compensation.
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