Who is processing your data?
Tovey Bros. Funeral Directors
Newport Funeral Home
9 – 11 Cardiff Road
The main purpose for which we process your personal data is to provide and personalise your services that you request from us. We may need some information from you, for example, address, marital status, occupation and date of birth, to enable us to complete these services we provide for you. We will also process personal data for other purposes, such as marketing (where you have consented), market research and business development to improve our services for you. We will only ever keep your personal data for as long as is necessary for the purpose for which we need that personal data.
Where do we get the data from?
From you – Most of the data that we process will be data that we collect from you directly when you request a quote or service from us, be that face to face, written correspondence, email or website contact. We will ask you various questions to collect the data we need for providing quotes and services that you have requested from us. We will not be able to fully provide a quote or service without this information.
From use of our Website – We also may use the data that we collect from your visits to our website to monitor usage and to carry out research and analysis into usage and activities on our website to enable us to continue to improve our website and our products and services for you.
Attendance Lists – You may have disclosed data on our Funeral Attendance List feature on our website. This data is only used for confirmation of attendance numbers at funerals for our families and this data is retained for a set period (90 days) and is not shared with third parties.
From third parties – We may receive your data from third parties, including Police, Hospital, Residential and Sheltered Homes, to enable us to carry out our services for your departed family and friends.
What do we use your data for?
The data that we hold is used for the following purposes: –
Part 1 – Providing you with our services
The personal data that we use for the purposes set out in this Part 1, includes: your name, contact details, date of birth, address, details about your relationship, information about your employment and identification information.
Data protection law says that we must tell you the legal basis on which we process your personal data. We use this data in providing you with a service. We process this data because it is necessary to perform the contract that we have in place with you to provide you with our products and services.
Part 2 – Other Uses of Data
When you provide your details, you will be given an opportunity to confirm whether you are happy to receive marketing material from us. If you confirm you are happy to receive this material, we may use your postal address, email address and telephone number to send you marketing materials by post, email, telephone call or SMS. We do not pass your data to other companies for marketing purposes.
You can change your mind at any time and update your contact preferences. You can also unsubscribe from any contact by contacting us at any time.
From time to time we may want to use your postal address, email address and/or telephone number to contact you to assist us with our research by asking you a few questions about the service you have received or by asking if you would like to complete a review of our services.
If you would prefer us not to contact, you for market research purposes then you can let us know by contacting us.
In relation to personal data used for the purposes described in this Part 2, we process this data because we have a legitimate business interest in carrying out these activities to promote and improve our business. We have ensured appropriate safeguards to protect your rights when processing this data for these purposes.
Part 3 – Special Categories of Personal Data
In order for us to provide our service requirements to our customers we may ask you to provide data which data protection law classifies as “special personal data”. This includes information on your religious denomination or beliefs. Where we collect special personal data for the purpose above, we process this data because it is for the purposes of arranging and/or advising of at need and/or pre-need funeral guidance and quotations for you.
How long do we keep data?
We’ll only keep your personal data as long as we need it and ensure it is securely destroyed when it is no longer required. We do however need to keep certain data after we have provided you with our services or quotations for those services.
Timescale for the retention of your data is shown in our Documentation Policy.
Data protection law gives you various rights in relation to your personal data. All the rights set out below can be exercised by contacting us using the contact details set out under the “Contacting us” section below. Please note that we can only deal with requests to exercise these rights where they relate to personal data that we process as data controller. If you send us a request which relates to personal data processed by one or more of our working partners as data controllers, we will direct you to the appropriate working partner(s).
Your rights include: –
- You have the right to ask us to provide a copy of the personal data that we hold about you. This is called a Data Subject Access Request or “DSAR”. If you want to receive information on your personal data that we hold then you can make a DSAR. When contacting us please describe the information you require and make sure that you tell us any email addresses you or anyone else have used to obtain quotes or services with us as this allows us to trace all relevant information. Please also include the following: your full name, your date of birth and your full address. For security purposes we can only deal with requests where the contact details you provide match the details we have on file and we may need to ask you for further information to verify your identity. If you have changed your contact details or you require information sending to different contact details, please include a copy of your passport or driving licence and proof of address such as a recent utility bill to assist us in verifying your identity. We might also need to ask you for additional information to help us locate the data that you are looking for. Once we have all the information that we need to process your DSAR, we will respond within one month unless your DSAR is very large or complex, in which case we may need to extend this period. If we need to do this, we will let you know. If you want to make a DSAR in relation to personal data that is held by any of our working partners then you will need to contact them directly, which we will be happy to assist in giving you contact details if required.
- You have the right to ask us to correct inaccurate personal data that we hold about you. If you think any of your personal data is inaccurate, please contact us and, provided we can verify your identity and are satisfied as to the accuracy of the correction requested, we will correct the relevant personal data as soon as we can.
- You have the right to request that we provide a copy of your personal data in a machine-readable format or to ask us to send your personal data to another company. This applies to personal data that you have provided to us, which we have processed electronically, such as personal data you entered on our website when you obtained a quote.
- You also have the right to ask us to delete personal data that we hold about you. We are obliged to delete personal data in some circumstances, such as where it is no longer needed. However, data protection laws allow us to keep the personal data if we need to, for example if the data is needed for us to complete our services or products provided to you. In any case, we will retain your personal data in line with the retention periods detailed under “How long do we keep data?” above.
- You have the right to ask us not to do anything with your personal data except store it in limited circumstances, such as if you and we do not agree on the accuracy of personal data and steps are required to validate it.
- You have the right to object to us processing certain personal data about you. However, where we need to continue to process the personal data, for example for fraud prevention purposes, we are not obliged to stop processing it.
If you would like to contact us about one of your data rights set out under “Your Rights” above, then please contact firstname.lastname@example.org or write to Data Requests – Tovey Bros. Funeral Directors, Newport Funeral Home, 9 – 11 Cardiff Road, Newport, NP20 2EH.
If you would like to contact any of our working partners/ service providers about the data, they hold please contact us and we will be happy to supply the relevant contact details to you.
When contacting us please describe the information you require and make sure that you tell us any email addresses you or anyone else have used to obtain quotes with us as this allows us to trace all relevant information. Please also include the following: your full name, your date of birth and your full address.