Privacy Policy

 

1. Scope

All data subjects whose personal data is collected, in line with the requirements of the General Data Protection Regulation.

2. Responsibilties

The Institute of Civil Funerals (IoCF) is responsible for ensuring that this notice is available to data subjects prior to collecting and processing their personal data.

All employees and council members of IoCF who interact with data subjects are responsible for ensuring that this notice is drawn to the data subject’s attention and their consent to the processing of their data is secured (Privacy Notice and Sharing your Information Document).

3. Privacy Notice

Who are we?

We are the Institute of Civil Funerals, a not-for-profit member organisation since 2004.  Registered address: Lytchett House, 13 Freeland Park, Wareham Road, Poole, Dorset BH16 6FA.

Registered Company: 5179139

What personal data do we collect from you?

Source: membership application

Name and surname

Address

Phone(s)

Email(s)

Date of birth

Website address

Source: speculative form from Civil Ceremonies Ltd.

Name and surname

Address

Phone(s)

Email(s)

We will use your contact details, once, to invite you to join the IoCF.

The IoCF will store your personal data securely for up to two years.  We will not pass your personal data on to any third parties.  If you do not apply to join the IoCF within this time your data will be destroyed.  If you join the IoCF the procedures outlined for membership will be followed.

 

Source: employee

Name and surname

Address

Phone(s)

Email(s)

Accounting records

The IoCF will store your personal data and associated accounting records for seven years beyond your leaving date.  After this date your name, starting and leaving date will be retained for historical reasons.  All other records will be destroyed.  We will not pass your personal data on to any third parties.

 

Source: volunteer

Name and surname

Address

Phone(s)

Email(s)

We will use your contact details to keep you informed about the IoCF and to invite you to IoCF events.  You will be given the option of having an IoCF email address to conduct IoCF business through.  We will not pass your personal data on to any third parties.  The IoCF will store your personal data securely for up to two years after your association with the IoCF ends.  After this time your data will be destroyed.

 

What do we use it for?

We will use your contact details to contact you with information about your membership, invitations to events and conditions of membership requirements.

 

Who might I share your information with?

With your consent, your data will be shared with: our webhosts and managers, the insurance broker and underwriter, FuneralMap, funeral professionals, bereaved families and individuals who are pre-planning and be placed on the IoCF website.

 

How long will we keep your information?

The IoCF will process personal data for up to seven years, for accounting purposes after you leave the IoCF, all data will be securely stored.  After this time your contact details will be deleted, your name, membership number, joining and leaving date and funeral booking information will be retained for historical purposes.

 

Your rights

At any point whilst we hold your data you have the following rights:

• right of access – you have the right to request a copy of the information I hold about you;
• right of correction – you have the right to correct data that I hold about you that is inaccurate or incomplete;
• right to be moved – you have the right to have the data I hold moved to another organisation;
• right to prevent direct marketing – I cannot contact you in the future unless I have your permission to do so;
• right to prevent automatic decision-making and profiling - we do not carry out automated processing or profiling;
• right to be forgotten – you can ask for your personal data to be erased from my records (we can decline if records are needed for legal obligations);
• right to complain – see Complaints section below.

 

Please note that the above legal rights apply to the personal data we hold about you as a living person, rather than any data relating to the deceased.

 

How to Complain.

In the event you wish to make a complaint about how your personal data is being processed by the IoCF or how your complaint has been handled, you have the right to lodge a complaint with IoCF council of management.

Updated December 2021 - Version 02