Protecting the information families trust us with.

1. Data controller

Parkgrove Funeral Directors and Parkgrove Crematorium are one and the same company. The data controller is Parkgrove Crematorium Ltd, registered in Scotland. Company number SC064440.

Parkgrove Funeral Directors is responsible for deciding how personal information is collected, used, stored and protected when we provide funeral director services.

2. Our data protection principles

We aim to handle personal information in a way that is lawful, fair, proportionate and respectful.

3. Personal information we may hold

The information we hold depends on the service being provided and what the family asks us to arrange.

• Names, addresses, telephone numbers and email addresses.
• Details about the person who has died, including name, date of birth, date of death and relevant funeral wishes.
• Information about next of kin, applicants, executors, family members and authorised representatives.
• Funeral arrangement details, service instructions, forms, correspondence and notes.
• Financial details needed for estimates, invoices, payments and accounting records.
• Photographs, obituary wording, funeral notice details and order of service content where supplied by the family.
• Records connected with cremation, burial, ashes, memorials, donations and third party services.
• Website enquiry details and technical information such as IP address, browser type and pages visited.

4. Lawful bases for processing

We must have a lawful basis when we use personal information. The lawful basis may vary depending on the purpose.

5. Sensitive and special category information

Funeral work can involve sensitive information. This may include details about religious beliefs, health, personal wishes, family circumstances or information connected with the person who has died.

We only use sensitive information where it is needed for the funeral arrangements, legal requirements, safeguarding, family instructions or another appropriate lawful reason.

6. Sharing personal information

We do not sell personal information. We only share it where needed to provide the funeral service, meet legal obligations, or follow the family’s instructions.

• Crematoria, cemeteries and burial authorities.
• Hospitals, hospices, care homes, doctors, registrars and coroners where relevant.
• Clergy, celebrants, humanists or other officiants.
• Printers, florists, newspapers, charities, caterers, transport providers and memorial suppliers.
• Payment providers, accountants, banks and professional advisers.
• Website, email, IT, cloud storage and security providers.
• Regulators, public authorities, insurers or legal advisers where required.

7. Data security

We take appropriate steps to protect personal information from unauthorised access, loss, misuse, disclosure or alteration.

• Access to personal information is limited where appropriate.
• Records are kept in secure systems and locations.
• Staff are expected to handle family information confidentially.
• We use suitable providers for website, email, accounting and record systems.
• We review procedures where concerns, complaints or incidents are identified.

8. How long information is kept

We keep personal information only for as long as it is needed for the purpose it was collected, including funeral arrangements, family support, legal obligations, accounting records, insurance, regulation and historical funeral records.

Some funeral records may need to be kept for a long period because families may contact us years later about ashes, memorials, family history, invoices, arrangements or previous instructions.

When information is no longer needed, we will delete it, anonymise it, archive it securely, or arrange safe destruction.

9. Your data protection rights

Depending on the circumstances, you may have rights under UK data protection law.

• The right to be informed about how information is used.
• The right to access personal information held about you.
• The right to ask for inaccurate information to be corrected.
• The right to ask for information to be deleted in certain circumstances.
• The right to ask us to restrict how information is used.
• The right to object to certain uses of information.
• The right to data portability in certain circumstances.
• The right to withdraw consent where processing is based on consent.

These rights are not absolute. For example, we may need to keep certain records for legal, accounting, regulatory or legitimate business reasons.

10. Subject access requests

You can ask us for a copy of personal information we hold about you. This is known as a subject access request.

We may need to confirm your identity before responding. We may also need to consider whether the information includes other people’s personal information before anything is released.

Please make requests in writing where possible so we can understand exactly what information you are asking for.

11. Data incidents

If a data security incident occurs, we will assess what has happened, take appropriate steps to reduce any risk, and consider whether it needs to be reported to the Information Commissioner’s Office or affected individuals.

12. Complaints

Please contact us first if you have a concern about how your personal information has been handled. We will look into the matter and respond appropriately.

You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection.

13. Updates to this statement

We may update this data protection statement from time to time. The latest version will be published on this page.