Philip Peppard, Independent Family Funeral Directors (We), of Bow Street, Langport take the privacy of our customers very seriously.
We also comply fully with the Data Protection Act 1998 (the “Act”).
For the purposes of the Act, the data controller is Philip Peppard, Independent Family Funeral Directors, Bow House, Bow Street, Langport TA10 9PQ.
Personal information we may collect from you
- Information about you is collected when you write to us (including by email) or when we speak to you face to face or by telephone. This information will include names and addresses and contact details plus any other information we may require to carry out your wishes.
- Further information can be found at www.ico.org.uk
How we will use information about you (Disclosure)
You will be asked to sign a consent form when you first have contact with us. In the event of a pandemic, when social distancing is necessary, the consent form will be signed by the Funeral Director on your behalf but only after the form has been read fully to you and you have agreed that you understand it.
We may use information about you in the following ways:
- Registration details and customer information will be used to administer your account, to keep a record of which services you have requested and to deliver our services. We may contact you by telephone or post (or email at your request).
- In order to provide our services, we may need to pass such data to third parties who are performing some of the services for you, and they may contact you directly, for example, the Clergy and Stonemasons.
- We do not sell or rent out personal information to any other organisations.
Where we store and process your personal information
We are committed to protecting and respecting your privacy and we take the storage of your personal information very seriously and take all reasonable steps to safeguard customer data. We will only store the minimum data to enable us to carry out your wishes.
The data that we collect from you is processed by staff who work either for us or for one of our service providers. Such staff may be engaged in, among other things, the fulfilment of your order, the processing of your payment details and the provision of support services.
Any data that needs to be transferred to a third party will be delivered securely either by hand or Royal Mail or, if the internet is used, by protected email.
We will process personal data and will store the personal data as per our Records Retention Policy. Please see our Document Retention Schedule – Appendix A.
Your rights as a data subject
At any point while we are in posession 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 the right to correct any 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 of restriction of processing – where certain conditions apply to have a right to restrict processing.
- Right of portability – you have the right to have the data we hold about you transferred to another organisation.
- Right to object – you have the right to object to certain types of data being held.
How to contact us
- Under the Act you have the right to know what data we hold on you. You can update your preferences at any time and are entitled to withdraw your consent at any time. This can be done by contacting us. In addition, you can, by applying to us in writing, receive copies of that data.
If you wish to make a complaint about how your personal data is being processed by us or how your complaint has been handled, you have the right to lodge a complaint directly with the supervisory authority.
The Information Commissioner’s Office can be contacted by telephone on 0303 123 1113 or by email: ico.org.uk/global/contact-us/email/.
This policy will be reviewed in 6 months and then annually.
Appendix A – Document Retention Schedule
|Document/Record Produced||Advised Retention period||Conditions, Caveats and disposal method||Basis for Decision|
|Information to carry out funeral|
|Information collected to organise and conduct a funeral. Arrangement sheet and invoice.||2 years 20 years||All information collected to organise the funeral will be retained securely for 2 years and then shredded or deleted except for the arrangement sheet and invoice which will be retained for a further 18 years. Electronic Data will be deleted and paper files will be shredded on site using an approved shredder.||It is useful to retain this information as families often use the details of a previous funeral to aide organising another.|
|Golden Charter information||Until 6 months after the death of the person insured.||All information is stored securely so that it is readily available when the time comes for the policy to be activated. An electronic spreadsheet is maintained with details of clients and policies and updated regularly. Electronic data will be deleted and paper files will be shredded on site using an approved shredder.||This is in line with Golden Charter Data Security Guidance (issued May 2018).|
|Pre plan information – where information has been collected with a view to taking out a funeral plan but the plan has not been confirmed.||Until the plan is confirmed or the customer asks for the information to be destroyed.||Electronic data will be deleted and paper files will be shredded on site using an approved shredder.||A separate consent form is obtained at the initial meeting advising the customer it is their responsibility to advise if they no longer want their information to be retained. See Appendix B.|
|General information required for running of business.|
|Insurance documentation for example, for vehicles and premises.||As long as the insurance is held.||May be retained one year after the end of the policy for reference. Information then shredded on site using an approved shredder.|
|Financial records and similar documents Company records and similar documents.||7 years.||After 3 years the records are stored securely at our Chapel of Rest premises. Electronic data will be deleted and paper files will be shredded on site using an approved shredder.||In line with accounting practices and HM Revenue and Customs guidance.|
|HR records and similar records||One year after staff member last worked for business.||Information will then be deleted or shredded on site using an approved shredder.|
|Product brochures||Until replaced by an updated version.||May be disposed of as general waste paper unless any identifying or financial data is contained within it. If identifying or financial information is contained within the brochure the sensitive pages will be shredded on site using an approved shredder.|
|Health and Safety, SAIF instructions and destruction certificates for clinical waste.||18 months or until the instructions are superseded.||Electronic data will be deleted and paper files will be shredded on site using an approved shredder.|
|Legal advice and contractual agreements||As long as the contract is valid, or an updated contract is issued.||Electronic data will be deleted and paper files will be shredded on site using an approved shredder.|