Introduction

Under the GDPR, we must always have a lawful basis for using personal data. This may be because the data is necessary for our performance of a contract with you, or because it is in our legitimate business interests to use it. Your personal data may be used for one of the following purposes:

The personal data we collect will be used for the following purposes:

  To reply to enquiries about our services.

  For the professional fulfilment of the funeral service as instructed by you including working with third parties on your behalf.

  For the account and full payment of the funeral service.

  For your pre-paid funeral plan if applicable and instructed by you.

To request feedback on our services and performance.

  We keep details of funerals on file so we have a record for future reference; e.g. if the family gets in touch in the future and asks for a similar funeral.

  We use Closed Circuit TV (Visual and Audio) for security purposes in our car parks, entrance and reception areas and areas of restricted access.

  Vehicle surveillance and footage to enable us to investigate alleged incidents, driver training and logistics.

  Recording of telephone calls, for the purposes of quality assurance and training.

Our legal basis for processing for the personal data:

  To answer queries or offer assistance at your request prior to entering into a contract with you.

  Performance of the contract to provide funeral services as instructed by you.

  Our legitimate interests in confirming our clients will be able to pay for our services.

  Our legitimate interests in ensuring client satisfaction and improving our services.

  Our legitimate interests in being able to provide a similar funeral to a previous one on request by the family without having to ask too many questions at a difficult time for the family.

  Our legitimate interests in maintaining security at our premises, especially for the human remains in our care.

Any legitimate interests pursued by us, or third parties we use, are as follows:

  To share your data from your original enquiry made to us either by phone, online website form, email, paper letter or in person, or a third-party source, with our colleagues in order to assist you with a funeral enquiry including the removal of the deceased.

  To store your data along with the deceased information on our funeral database indefinitely in case of future historical reference to funeral details is required.

  To contact you by phone, email and paper communications to be able to make all the necessary funeral arrangements on your behalf.

  To visit you if you instruct us to your home address or mutually convenient place in order to make the funeral arrangements.

  If funeral arrangements are made in person at one of our branches, CCTV (Visual and Audio) of you is in operation for security purposes.

  To pass on your details to our third-party suppliers; including if applicable the crematorium or cemetery, minister or celebrant, doctors, florist, musician, venues, newspaper in the case of an obituary, online memorial site in the case of an online memorial being set up, vehicle hire company, freelancers, catering venues, stone masons, etc.

  To pass on your details to a pre-paid funeral company if you apply for a pre-paid funeral plan or make a pre-paid funeral plan enquiry.

  To keep the full details until the account has been paid in full. Thereafter, all relevant paper documents retained will be kept under lock and key and an electronic copy in our funeral database on our secure server.

  To pass on your details to our debt collection agencies if the payment terms are not met.

  To contact you to make arrangements for return of the deceased’s cremated remains to you or elsewhere as instructed by you.

Doctor(s) if medical certification is required/applicable.

  An embalmer for the deceased if required/applicable.

  Local crematorium for the purpose of organising cremation of the deceased.

  Local cemetery for the purpose of organising burial of the deceased.

  A nominated minister or celebrant for the purpose of arranging details of the funeral service.

  A local musician for the purpose of liaising with you for your musical choices for the funeral service.

  A florist(s) for the purpose of arranging the flowers for the funeral service.

  A caterer for the purpose of arranging the details of the funeral reception.

  A vehicle hire company or transportation agency.

  Donation sites if providing an online tribute page for the deceased.

  Prepaid Funeral Company if an application or enquiry for a pre-paid funeral plan is made.

We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Barthram Funeral Service operate a clear Retention policy and associated Retention Schedule to ensure personal data is kept only for so long as is necessary for the purpose for which such information is used.

If any of your personal data changes, or if you have any questions about how we use data that relates to you, please contact us by email at barthramfs@hotmail.co.uk. We normally update your personal data within seven working days of any new or updated personal data being provided to us, to ensure that the personal data we hold about you is as accurate and up to date as possible.