Funeral services privacy statement

Why we collect information about you

  • For funeral services we collect information to provide a memorial or arrange a burial or cremation and a funeral service for the deceased.

What is the legal basis for us collecting your information?

  • The provision of a memorial or to arrange a burial or cremation and a funeral service is a task vested in the authority.
  • We offer a webcasting service allowing the applicant to request that a cremation or burial service is webcast live and/or request the purchase of a DVD or Memory Stick recording of the service.
  • The applicant may also submit photographs to be shown at a cremation or burial service. (photo tributes)
  • The webcasting, DVD’s recordings and copies of the photo tributes are provided to the applicant under a contract and their legitimate interest.

What information do we collect about you?

  • We collect name, address, and telephone numbers for funeral services.
  • There are camera situated in the chapels which record the services and the front few rows of the congregation.There are areas within the chapel that do allow for people to attend a service without being filmed.These areas are clearly identified in the chapels. We collect images of people attending the service, anyone taking part in the services and the celebrant.
  • The images for photo tributes are supplied by the applicant and shown at the service.

Who do we share the information with?

  • For the burials, cremations, funeral services and memorials we receive the bookings from the applicant or the funeral directors.We may share the information with funeral directors, stone masons and add it to the burial and cremation registers which are public records available in the office for inspection by the public.
  • Webcasting and photo tributes information is received from the applicant or funeral directors and is shared with Obitus the company providing the webcasting system.Obitus also prepares the photo tributes, DVD and recordings.
  • The applicant is given an access code to the live webcasting and they control who has access to service. This is for their own domestic use so is not covered by the Data Protection Act 2018.

Is any information transferred to or stored in servers based outside the European Economic Area?


How long do we keep your information?

For burial and cremation

  • Different forms and registers require a different retention time.We keep information from between 2 year to 15 years and in some cases permanently to fall in line with statutory requirements and legislation.
  • Burial, Cremation registers; purchase ledgers, deed of grants and plaque ledgers are kept as a permanent record and are archived in the public interest. Medical forms and applications for cremations are kept for 15 years.
  • All general correspondence is kept for two years.


  • The live webcasting is only available to view for 5 minutes before, the duration of the services and 5 mins after the services.
  • Where a live webcasting has been ordered the applicant can view or playback the recording within 28 days of the services.The applicant can also purchase DVD and Memory Sticks of the service during that time. Recordings are deleted automatically after 28 days.
  • Where a DVD has been ordered the images are kept by Obitus for 2 years to enable the applicant to order copies.

Who do we collect information from?

Cremation and burials

  • We collect information from you, from funeral directors and stone masons.

Webcasting, DVD, recordings and photo tributes

  • We collect information from you, funeral directors and next of kin.

What are the consequences if we don’t collect the data

  • If we do not collect this data, we would not be able to provide burial or cremation services to you.
  • If we do not collect the data for a webcast to go ahead people unable to make the service will not be able to view the funeral service, and there will be no option to playback or purchase a DVD or memory stick.
  • If we do not collect the photos for the Photo Tributes we would be unable to show any tributes during the service.

Are any decision about you made by automatic means?