How we use your personal information for Bereavement Service purposes

The council provides services for local communities and the people who live in them. Undertaking this work means that we must collect and use information about the people we provide services to and keep a record of those services. Because we collect information about individuals we must make sure that they know what we intend to do with their information and who it may be shared with.

We have summarised in this privacy notice some of the key ways in which we use your personal information for Bereavement Services purposes. This information should be read in conjunction with the Council’s corporate privacy notice.

1.     Who we are, what we do          

Bereavement Services provides burial and cremation services throughout the County Borough at 14 cemeteries and 2 crematoria.

   

Bereavement Services provides a dignified and meaningful funeral service for the bereaved.       

2.    What and whose personal information we hold?         

To enable us to carry out our statutory services, we are required to obtain personal information about the person arranging the funeral service. Usually this a family member or close family friend. This information is required by law on a ‘ Cremation (1) – Application for the cremation of a person who has diedissued by the Ministry of Justice.    

   

The information we hold and process will include:

  • Name of person making the funeral arrangements
  • Address of person
  • Contact details, such as telephone number/email address
  • Relationship to the person who has passed away
  • Occupation of person making the arrangement

This information forms part of a statutory public register, statutory checks and reference point for memorialisation.   

   

We also hold medical information on the deceased person, which a nominated person can request to view in certain circumstances. However, this information is not covered under this privacy notice, as the GDPR only applies to living individuals.

3.    Where does the service get my information from?

This information is provided to us by the person making the funeral arrangement. Usually this is via a Funeral Director.       

4.    What will we do with your personal information?

We will record your information digitally as part of the Cremation Register in accordance with the relevant Cremation Act. This register is maintained in perpetuity and is public record.    

The paper application will be stored confidentially for a period of 15 years in accordance with the Cremation Regulations and then disposed as confidential waste.       

5.    What is the legal basis for the use of this information?         

The legal basis for use of the information is Cremation Act 1902, Cremation Regulations 2006 and Local Authorities Cemeteries Order, 1977.       

6.    Does the service share my personal information with any other organisation?    

We work alongside trusted partner organisations to deliver our services. We will share personal information with these partners as follows:

  • Monumental Masons and Funeral Directors – the applicants details are shared in order to   provide a funeral service;

We also use a Burial and Cremation Administration System (BACAS) to manage our services. The information recorded on BACAS is collated to form a public register, which is a statutory requirement.

7.    How long will my information be kept?         

Your information forms part of statutory registers, therefore, will be maintained and stored in perpetuity.  Paper records however, will be disposed of in accordance with relevant legislation.       

8.    Your information, your rights

The General Data Protection Regulation (GDPR) gives you important rights, including the right to access the personal information the services hold about you.   

 

View further details on your information rights and how to exercise them.

9.    Contact us         

If you have any concerns or would like to know more about how the service uses your personal information please contact us in one of the following ways:

   

By email : GlyntaffCrematorium@rctcbc.gov.uk 

   

By telephone : 01443 402810

 

In writing : Cemetery and Crematorium Offices, Cemetery Road, Glyntaff, Pontypridd, RCT, CF37 4BE

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