We are committed to safeguarding the privacy of our website visitors and clients. This policy sets out how we will treat your personal information.

(1) What is the legal basis on which we collect and process your data?

We collect and store data from you in order to be able to fulfil a contract with you to arrange and conduct a funeral, or to provide a pre-paid plan for a funeral to be conducted at a later date. This also applies if you ask us to provide a quotation for a funeral or pre-paid funeral plan. The legal basis is GDPR Article 6 (2) ‘Contract’.

We may also hold data from you that is classed as ‘special category data’. This includes information such as your religion. Where we hold this data, we do so under GDPR Article 9 (a) ‘Explicit consent’. You will have given separate and explicit consent to our holding this data in order to adequately fulfil our contract with you.

(2) What information do we collect?

We may collect, store and use the following kinds of personal data:

  • (a) information about your computer and about your visits to and use of this website (including your IP address, geographical location, browser type, referral source, length of visit and number of page views)
  • (b) information that you provide to us for the purpose of registering with us.
  • (c) information that you provide us with in person, by telephone or by email, including your name, address, telephone numbers and email addresses
  • (d) information that you provide to us for the purpose of subscribing to any website services, email notifications and/or newsletters that we may provide.
  • (e) any other information that you choose to send to us.

(3) Cookies

By using our website and agreeing to this policy, you consent to our use of cookies in accordance with the terms of this policy.

About cookies

3.1      A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.

3.2      Cookies may be either “persistent” cookies or “session” cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.

3.3      Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.

Cookies used by our service providers

3.4      Our service providers use cookies and those cookies may be stored on your computer when you visit our website.

3.5      We use Google Analytics to analyse the use of our website. Google Analytics gathers information about website use by means of cookies. The information gathered relating to our website is used to create reports about the use of our website. Google’s privacy policy is available at: https://www.google.com/policies/privacy

Managing cookies

3.6      Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. You can however obtain up-to-date information about blocking and deleting cookies via these links:

  • (a)      https://support.google.com/chrome/answer/95647?hl=en (Chrome).
  • (b)      https://support.mozilla.org/en-US/kb/enable-and-disable-cookies-website-preferences (Firefox).
  • (c)      http://www.opera.com/help/tutorials/security/cookies/ (Opera).
  • (d)      https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-cookies (Internet Explorer).
  • (e)      https://support.apple.com/kb/PH21411 (Safari); and
  • (f)      https://privacy.microsoft.com/en-us/windows-10-microsoft-edge-and-privacy (Edge).

3.7      Blocking all cookies will have a negative impact upon the usability of many websites.

3.8      If you block cookies, you will not be able to use all the features on our website.

(4) Using your personal data

Personal data submitted on this website, will be used for the purposes specified in this privacy policy or in relevant parts of the website.

We may use your personal information to:

  • (a) administer the website.
  • (b) enable your use of the services available on the website.
  • (c) send you general (non-marketing) commercial communications, for example about memorial services or open day events.
  • (d) send you email notifications that you have specifically requested.
  • (e) deal with enquiries and complaints made by or about you relating to the website.

Personal data submitted to us in person, by telephone, email or entered into the website will be used by us in order to provide contracted services to you

We may use your personal information to:

  • Arrange and conduct funeral services on your behalf
  • Send you information about pre-paid funeral plans that you have requested
  • Invite you to events that might be of interest to you, such as memorial services or open days
  • Providing you with information about our services, including pre-paid funeral plans
  • Contact you to ask for specific instructions following a funeral (e.g. instructions for cremated remains or memorialisation)
  • Deal with complaints or enquiries made by you or about you relating to our service
  • Invite you to submit a review on the quality of our service.

Where you submit personal information for publication on our website, we will publish and otherwise use that information in accordance with the license you grant to us.

We will not, without your express consent, provide your personal information to any third parties for the purpose of direct marketing.

(5) Disclosures

We may disclose information about you to any of our employees, officers, agents, suppliers or subcontractors insofar as reasonably necessary for the purposes as set out in this privacy policy. Specifically we may disclose information about you to Elected officiants, funeral venue, medical hospital staff, HM Coroner, employees of Parks and Cemeteries and elected charities in order to enable the funeral to take place. We may disclose information about you, such as your email address, to our suppliers in order for you to access services such as an online obituary. We may also disclose information about you to your legal representatives, /bank/building society or DWP in order to enable payments to be made.

In addition, we may disclose information about you:

  • (a) to the extent that we are required to do so by law.
  • (b) in connection with any legal proceedings or prospective legal proceedings.
  • (c) in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk).

Except as provided in this privacy policy, we will not provide your information to third parties.

(6) Retaining and deleting personal data

6.1      This Section 6 sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.

6.2      Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.

6.3      We will retain your personal data as follows:

  • For clients who have arranged a funeral with us and clients who have taken out a funeral plan through us: Name, address, telephone number and email address will be retained indefinitely in case of complaint, enquiry from the principle instructor, exhumation or in order to enable us to request further instruction.
  • For clients who have requested information from us concerning any of our services, including pre-paid funeral plans or a funeral quotation which was not taken further: Name, address, telephone number and email address will be retained for a minimum period of 3 months and for a maximum period of 12 months.

6.4      Notwithstanding the other provisions of this Section 6, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

(7) Security of your personal data

We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information. We will store all the personal information you provide on our secure (password- and firewall- protected) servers. Of course, data transmission over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet. You are responsible for keeping your password and user details confidential. We will not ask you for your password.

Any personal information that we have in hard copy is stored in our premises in locked cabinets when not in use. Only bona fide company employees have access to these records

(8) Policy amendments

We may update this privacy policy from time-to-time by posting a new version on our website.  You should check this page occasionally to ensure you are happy with any changes.

(9) Your rights

9.1      You may instruct us to provide you with any personal information we hold about you (Subject Access Request) provision of such information will be subject to:

The supply of appropriate evidence of your identity (for this purpose, we will usually accept a photocopy of your passport certified by a solicitor or bank plus an original copy of a utility bill showing your current address).

9.2      We may withhold personal information that you request to the extent permitted by law.

9.3      You may instruct us at any time not to process your personal information for marketing purposes.

9.4      In practice, you will usually either expressly agree in advance to our use of your personal information for marketing purposes, or we will provide you with an opportunity to opt out of the use of your personal information for marketing purposes

9.5       You have the ‘Right to be Forgotten’. If you request us to destroy any data that we hold on you, subsequent to the completion of our contract with you, we will do so within 30 days of your validated request. Such a request will be subject to:

9.6 You have the right to complain to our data protection supervisory agency if you feel we are in breach of the GDPR. Our data protection supervisory agency is the Information Commissioner’s Office UK (ICO), which can be contacted at ico.org.uk

The supply of appropriate evidence of your identity (for this purpose, we will usually accept a photocopy of your passport certified by a solicitor or bank plus an original copy of a utility bill showing your current address).

Your agreement to either take possession of any cremated remains that we may be holding on your behalf, or to allow us to arrange for those cremated remains to be scattered in one of the Gardens of Remembrance at Darlington Crematorium. You may attend the scattering of the Cremated Remains if you wish, but a fee will be payable if you do so.

(10) Third party websites

The website contains links to other websites. We are not responsible for the privacy policies or practices of third party websites.

(11) Updating information

Please let us know if the personal information that we hold about you needs to be corrected or updated.

(12) Contact

If you have any questions about this privacy policy or our treatment of your personal data, please write to us by email to enquiries@saintandforster.co.uk or by post to Saint and Forster Funeral Directors Ltd, 3-5 Thompson Street East, Darlington, DL1 3BA.

This privacy policy was last updated on 23rd May 2018.