Privacy Statement

Privacy Notice - Parc Gwyn Crematorium & Cemeteries

This privacy notice covers how Pembrokeshire County Council (as a Data Controller) will collect, use and share your personal data for the purposes of arranging and administering:

• Burial and Cremation Services
• Grave Sales
• Memorial Sales

Why we need your information (purpose of processing)

We collect and use your personal information so that we can:

• Deliver the service, or handle your query
• Plan and improve the services we offer
• Detect and prevent crime or fraud
• Research, however this would be in anonymised form unless we ask for your consent to use your personal information for this purpose
• Evidence positive outcomes to central government funding agencies
• Allow us to meet the legal requirements for the provision of burials, cremations and to manage, regulate and control memorials and cemetery grounds
• Ensure that we are able to make sure we are giving the right level of support to you

The information that you provide will be processed according to the UK General Data Protection Regulation, the Data Protection Act 2018 and includes but it not limited to:

• Burial Act 1857
• The Registration of Burials Act 1864
• The Cremation Act 1902, the Cremation Act 1952
• The Public Health (Control of Diseases) Act 1984
• The Cremation (England & Wales) Regulations 2008
• The Cremation (England and Wales) (Amendment) Regulations 2017.
• The Local Authorities Cemeteries Order 1977
• The Local Authorities' Cemeteries (Amendment) Order 1986.

We will also make any disclosures required by law and we may also share this information with other bodies responsible for detecting/preventing fraud/crime or auditing/administering public funds to ensure money is targeted and spent in the most appropriate and cost effective way. In order to achieve this, information will be shared with our Audit Service within Pembrokeshire County Council and with The Auditor General for Wales Audit Wales Privacy and Cookie Policy (opens in a new tab).

We will not make any disclosures to third parties for marketing purposes.

Your data will be secure and confidential at all times and we will only collect the personal information that is required to provide you with our service.

What personal data is being collected?

The categories of personal data being collected are:

We only collect and use the minimum amount of personal information required when delivering a service to you. Wherever possible we use non-identifiable personal information.

The service may use some or all of the personal information below:

• your name, address, date of birth, phone number, email address
• For medical certificates: Doctors name, signature, qualifications, work address, work contact details, General Medical Council register number and name of anyone present at the time of death (also collect telephone number if family member present, and work base if nursing staff present).
• For CCTV: Images (No audio)
• date of death of the deceased

We get most of this information from you, but we may also get some of this data from family members or your Funeral Director.

What is our lawful basis for processing your personal data?

The UK General Data Protection Regulations (UK GDPR) requires specific conditions to be met to ensure that the processing of your personal data is lawful. These relevant conditions are below:

• Article 6 (1)(b) Contract: the processing is necessary for a contract we have with you, or because you have asked us to take specific steps before entering into a contract.

• Article 6 (1)(c) Legal obligation: the processing is necessary for us to comply with the law (not including contractual obligations).

• Article 6 (1)(e) Public task: the processing is necessary for us to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law.

• Article 6 (1)(f) Legitimate interests: the processing is necessary for our legitimate interests or the legitimate interests of a third party, unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests - this is in relation to CCTV.

Who will we share your information with?

We may need to share your personal data with internal departments, other organisations and third parties, this will include:

• Funeral service providers (for example, funeral directors, memorial products and services providers, officiants, specialist funeral service providers etc.), Medical Referee, Coroners Office etc. 
• Medical certificate applicants can also request to see medical certificate (they can nominate someone on their behalf to view if they wish).

We will not provide personal data to anyone else or use the data about you for any other purpose unless the law allows or permits us to.

We may sometimes need to share some of your information with the Chief Officer of Police to inspect the cremation register.

Your personal data may be converted ('anonymised') into statistical or aggregated data in such a way that ensures that you cannot be identified from it. Aggregated data can't, by definition, be linked back to you as an individual and may be used to conduct research and analysis, including the preparation of statistics for use in reports.

We use data processors (third parties) who provide services to us in terms of IT provision and disaster recovery.  We have contracts in place with these data processors and they cannot do anything with your personal information unless we have instructed them to do it.  They will hold your data securely and your personal information will only be shared in accordance with UK GDPR.  When it is necessary for your personal information to be transferred outside of the UK as part of these contracts, this will only be done in accordance with the UK GDPR.

Pembrokeshire County Council has a duty to protect the public funds it manages. Therefore, the information that you have provided to us may be used for the prevention and detection of fraud and for auditing purposes both internally and externally.

The personal information we have collected from you will be shared with fraud prevention agencies who will use it to prevent fraud and money-laundering and to verify your identity. If fraud is detected, you could be refused certain services, finance, or employment. Further details of how your information will be used by us and these fraud prevention agencies, and your data protection rights, can be found by visiting CIFAS (opens in a new tab).

How long do we keep hold of your information?

Pembrokeshire County Council will only keep your information for as long as is necessary, we will retain the information provided to us for the following periods of time:

Cremation

• A cremation authority must keep the application for cremation and any other certificates or documents relating to a cremation, or an electronic copy of the documents, for a period of 15 years from the date of cremation. Where electronic copies of application forms and documents are kept, the originals must be kept for two years.
• The Register of Cremations is kept in perpetuity.

Burial

• The burial authority must keep all written forms for 7 years and Burial and Grave Registers in perpetuity, stored so as to preserve them from loss or damage
• Records are kept in accordance with the Council's Information Retention and Disposal Schedule and we will not keep your information for longer than necessary.

CCTV

• Kept for 30 days before overwriting itself.

Your information will be securely disposed of once it is no longer required.

Your Rights

Under the UK General Data Protection Regulation and Data Protection Act 2018, you have rights as an individual including:

• The right to Rectification – you have the right to ask to have your information corrected.
• The right to Restrict processing may apply – you may request that we stop processing your personal data however, this may delay or prevent us delivering a service to you. We will seek to comply with your request but may be required to hold or process information to comply with our legal duties.
• The right to Object – this is not an absolute right and will depend on the reason for processing your personal information.
• The right to Erasure - you may request that we erase your personal data however, this may delay or prevent us delivering a service, or continuing to deliver a service. We will seek to comply with your request but may be required to hold or process information to comply with our legal duties.
• The right to not be subject to Automated decision making and profiling.
• The right of Access – you have the right to ask us for copies of your personal data. To make a request, please contact:

Access to Records

Pembrokeshire County Council

County Hall

Haverfordwest

SA61 1TP

Email: accesstorecords@pembrokeshire.gov.uk Telephone: 01437 764551

Complaints or Queries

Pembrokeshire County Council endeavours to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this seriously. We encourage people to bring to our attention if they believe that our collection or use of information is unfair, misleading or inappropriate. 

This privacy notice does not provide exhaustive detail of all aspects of our collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below:

Data Protection Officer

Pembrokeshire County Council

County Hall

Haverfordwest

SA61 1TP

Email: dataprotection@pembrokeshire.gov.uk

Telephone: 01437 764551

If you want to make a complaint about the way we have processed your personal information, you can contact the Information Commissioner’s Office as the statutory body which oversees data protection law:

 

Information Commissioner’s Office - Wales

2nd Floor, Churchill House

Churchill Way

Cardiff

CF10 2HH

Email: wales@ico.org.uk

Telephone number: 0330 414 6421

 

Our Contact Details as Data Controller are:

Pembrokeshire County Council, County Hall, Haverfordwest, Pembrokeshire, SA61 1TP.

Telephone number: 01437 764551 or enquiries@pembrokeshire.gov.uk

Our Data Protection Officer’s information is detailed above in the Complaints and Queries section.

Changes to this privacy notice

We keep our privacy notice under regular review.