Who are we?
We are S. Stibbards & Sons Ltd, a company of funeral directors based across six locations in south Essex (in Hadleigh, Leigh-on-Sea, Canvey Island, Shoeburyness, Hockley and Westcliff-on-Sea), and our registered and primary office is located at 4 Common Hall Lane, Hadleigh, Essex, SS7 2RN. Our company is registered in England and Wales under company number 00368752.
Our data protection representative can be contacted directly at our registered office address (above), or alternatively by email to firstname.lastname@example.org or telephone on 0808 292 1705.
What is this notice?
Under data protection legislation, we must notify our customers of how we use their data. This data can be personal data, being information which could be used to identify the person(s) to whom it relates (the data subject), or it can be sensitive personal data, being information relating to a data subject which is even more intimate than personal data – such as data regarding ethnic origin, sexuality, health, religious beliefs, and political opinions.
Our use of our customers’ data is only ever necessary for us to perform our obligations to them under our contract with them. However, our use of their data constitutes processing. This activity is governed by legislation making us our customers’ data controller, and so we must notify you, our customer, of how we will ensure we comply with our privacy obligations during the performance of the contract between us.
What data might we collect from you?
Under the contract between us, we may require you to provide us with your:
- Email address
- Telephone number(s)
- Date of birth
- Bank account information
We may also require personal data belonging to the person for whom you are arranging the funeral (if that is not you), and in such circumstances you will need to demonstrate that you have authority to provide us with such information.
This data may be required to fulfil our obligations under our contract, and will never be sought without a valid reason and contractual basis. It may be, in some cases, that additional personal data not listed above is also required.
We may also require sensitive personal data from you; in particular data relating to religious beliefs, and (rarely) health data should the deceased have died from an infectious illness.
How do we hold the data?
As data controller, we will use all reasonable endeavours to ensure that data we hold are held for a legitimate purpose, not excessive, up to date, securely stored with appropriate technical safeguards, and destroyed when no longer required.
We may discuss with you, at the conclusion of the contract between us, if you would like us to retain your data (and for how long). Often, as a company of funeral directors, we retain data so that other family members can (sometimes many years later) choose to have a similar arrangement as a previously deceased family member. Therefore, by the nature of our work, we retain data for lengthy periods. In the absence of discussions between us as to a different period, by default we will retain your data for 25 years after the conclusion of the contract between us.
What will we do with the data?
Once we control your data, we will take steps to process it with the specific aim of completing the contract between us. This might include:
- To enable us to provide our service to you
- To contact you about offers and promotions related to our services in which you might be interested
- To maintain our own accounts and records
- To instruct our employees
- To update you about our contract and to provide an invoice
- To instruct third parties who will may subcontract to complete tasks under our contract
Third party subcontractors will always be instructed in accordance with data protection legislation, in particular they will have a contract with us in writing and we shall ensure they only access the minimum amount of your data as they require in the performance of their processing activities. By way of example, such third party processors may include:
- The crematorium or cemetery
- Carriage master (in the case of specialist transportation)
- The funeral service Ofﬁciant
- The Church (or other religious building)
- The Coroner
- The local newspaper(s)
- The memorial craftsmen
- The coffin makers
- Our company’s professional services providers (legal, accounts, IT, etc.)
Beyond this legitimate use, stored data is treated in the strictest confidence. The data is stored on secure servers, with appropriate technical safeguards and managed by a suitably qualified IT professional, and any servers which are not based in the UK will be within the EU and so subject to the same data legislative framework and standards. In such circumstances, when storing your data on our servers we may transfer the data digitally, technically across borders.
If you object to such third parties processing your data, and you have already entered a contract with us, you must let us know in writing. In such circumstances we reserve the right to cancel the contract as, although we will use reasonable endeavours to accommodate your concerns, such objections may prevent us from meeting our contractual obligations with you.
What rights do you have?
You can request access to, deletion of, or correction of, your personal data; and/or you can request your personal data be transferred to another person, by contacting us in writing or via email to the address given at the beginning of this Notice.
If you are dissatisfied with our data processing, and we have not been able to resolve your concerns through our internal complaints procedure (which you will need to begin by contacting us in writing, as above), you can complain to the supervisory authority (the Information Commissioner’s Office), at:
Wilmslow, Cheshire, SK9 5AF
Tel. 0303 123 1113