Kevin Matthews Funeral Services Ltd owns and operates this Site. The company is responsible for your personal data (collectively referred to as “Kevin Matthews Funeral Services Ltd”, “we”, “us” or “our” in this privacy notice).

Introduction

Kevin Matthews Funeral Service needs to gather and use certain information about individuals. This can include clients, contacts and other people the organisation has a relationship with or may need to contact.

This policy describes how this personal data is collected, handled and stored to meet the organisation’s data protection standards and to comply with the law.

This data management policy ensures Kevin Matthews Funeral Service LTD:

• complies with data protection law and follows good practice
• protects the rights of clients, staff and partners
• is transparent about how it stores and processes individuals’ data
• protects itself from the risks of a data breach

Privacy Policy (Shorter Version)

We do not sell or pass on information to any marketing companies. We use any information provided to contact you in direct response to your enquiry, provide a quote or an invoice for work carried out.

We also provide your information to agreed third parties who, as part of the funeral planning, require your contact data .

At the time of need, for funeral plans, we will work with the plan provider to share information regarding the funeral service.

Data will be shared with Golden Charter regarding funeral plan enquiries

If you wish any information we hold to be removed – please contact our data protection officer via info@kmfunerals.co.uk

Our website includes hyperlinks to, and details of, third party websites. We have no control over, and are not responsible for, the privacy policies and practices of third parties.

Cookies

We use Google Analytics to analyse the use of our website. Google Analytics gathers information about website use by means of cookies. The information gathered relating to our website is used to create reports about the use of our website. Google’s privacy policy is available at: www.google.com/policies/privacy/

Data protection law

The UK General Data Protection Regulation (GDPR) applies in the UK. It outlines that personal data must be:

1. Processed lawfully, fairly and in a transparent manner in relation to individuals.
2. Adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.
3. Accurate and, where necessary, kept up to date.
4. Protected – every reasonable step is taken to ensure that personal data that is inaccurate, having regard to the purposes for which they’re processed, is erased or rectified without delay.
5. Processed in a manner that ensures appropriate security of personal data. This includes protection against unauthorised or unlawful processing.
6. Managed by a controller responsible for, and be able to demonstrate, compliance with the principles.

Personal information to be processed

We will only obtain information relevant to the booking and administering the at need funeral or pre-need funeral plan.

Signing the Client Estimate Agreement form provides your consent to share the relevant information with third parties that are needed in order to carry out your instructions.  Personal data will not be shared with people or companies outside of this request.

Subject Access Requests (SAR)

All individuals who are the subject of data held by our organisation are entitled to:

• ask what information the company holds about them and why
• ask how to gain access to it

The right to be forgotten

In certain circumstances, subjects have the right to be deleted from your database. This will only be possible for data held that does not form a legal basis for retention.

Ongoing documentation of measures to ensure compliance

Meeting the obligations of the UK GDPR to ensure compliance will be an ongoing process and reviewed annually.

Privacy Policy (Full)

As is required, we have appointed a data privacy manager who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the Data Privacy Manager using the details supplied below:

Kevin Matthews
Kevin Matthews Funeral Services Ltd
Email: info@kmfunerals.co.uk
Address: 1-5 Balmoral Road, Kingsthorpe, Northampton NN2 6LA
Telephone: 01604 792284

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). It is always recommended that you seek to resolve any issues with our Data Privacy Manager before you take this step.

Cookies

“Cookie” means a small text file placed on your computer or device by Our Site when you visit certain parts of Our Site and/or when you use certain features of Our Site. Details of the Cookies used by Our Site are set out in section 3, below.

Third-party links

This Privacy Policy applies only to your use of Our Site. Our Site may contain links to other websites. Please note that we have no control over how your data is collected, stored, or used by other websites and we advise you to check the privacy policies of any such websites before providing any data to them.

1. What do we mean by personal data and what information do we collect?

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:

• Name
• Address
• Contact information such as email addresses and telephone numbers
• Demographic information such as post code, preferences, and interests
• IP address
• Web browser type and version
• Operating system

Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (eg. to provide you with goods or services). In this case, we may have to cancel a product or service you have with us, but we will notify you if this is the case at the time.

2. How your data is used

Our use of your personal data will always have a lawful basis, either because it is necessary for our performance of a contract with you, because you have consented to our use of your personal data (eg. by entering information into our obituaries section), or because it is in our legitimate interests. Specifically, we may use your data for the following purposes:

• Providing and managing your access to our Site
• Personalising and tailoring your experience on our Site
• Supplying our services to you (please note that we require your personal data in order to enter into a contract with you)
• Replying to emails from you
• Supplying you with emails that you have opted into (you may unsubscribe using the link at the bottom of each email or you may opt-out at any time by emailing us directly)
• Analysing your use of our Site to enable us to continually improve our Site and your user experience

With your permission and/or where permitted by law, we may also use your data for marketing purposes which may include contacting you by email with information, news and offers on our services. We will not, however, send you any unsolicited marketing or spam and will take all reasonable steps to ensure that we fully protect your rights and comply with our obligations under GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003.

3. Cookies

Our Site may place and access certain first party Cookies on your computer or device. First party Cookies are those placed directly by us and are used only by us. We use Cookies to facilitate and improve your experience of our Site and to provide and improve our services. All Cookies used by and on our Site are used in accordance with current Cookie Law.

Certain features of our Site depend on Cookies to function. Cookie Law deems these Cookies to be “strictly necessary”. Your consent will not be sought to place these Cookies, but it is still important that you are aware of them. You may still block these Cookies by changing your internet browser’s settings, but please be aware that our Site may not work properly if you do so. We have taken great care to ensure that your privacy is not at risk by allowing them.

Our Site uses Squarespace Analytics. Website analytics refers to a set of tools used to collect and analyse anonymous usage information, enabling us to better understand how our Site is used. This, in turn, enables us to improve our Site and the services offered through it.

You do not have to allow us to use these Analytics Cookies, however whilst our use of them does not pose any risk to your privacy or your safe use of our Site, it does enable us to continually improve our Site, making it a better and more useful experience for you. To prevent these particular cookies being placed, simply leave the pop-up consent on your screen.

4. Facebook Pixel

From time to time, we run campaigns to reach our existing client audiences on Facebook. Facebook makes use of a pixel code, which sits on our Site and acts similarly to a cookie, in that it gives us information on how people coming from Facebook to our Site, are using our Site. They do not collect or store any personally identifiable information on their servers. Facebook’s privacy policy is available at: www.facebook.com/about/privacy.

5. International transfers

Our external third parties may be based outside the European Economic Area (EEA) so their processing of your personal data will involve a transfer of data outside the EEA.

Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

• We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission. For further details, see European Commission: Adequacy of the protection of personal data in non-EU countries.
• Where we use certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe. For further details, see European Commission: Model contracts for the transfer of personal data to third countries.
• Where we use providers based in the US, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between Europe and the US. For further details, see European Commission: EU-US Privacy Shield.

6. How data is stored

Data security is very important to us, and to protect your data we have taken suitable measures to safeguard and secure data collected through our Site.

As such, we have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we always limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.

Similarly, we have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

7. How long your data is stored

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes.

8. How you can access your data

You have the right to ask for a copy of any of your personal data held by us (where such data is held). Please contact us for more details using the contact supplied in the introduction.

9. Your legal rights

You may access certain areas of our Site without providing any data at all. However, to use all features and functions available on our Site you may be required to submit or allow for the collection of certain data.

As a data subject, you have the following rights under the GDPR, which this Policy and our use of personal data have been designed to uphold:

• The right to be informed about our collection and use of personal data
• The right of access to the personal data we hold about you
• The right to rectification if any personal data we hold about you is inaccurate or incomplete
• The right to be forgotten – ie. the right to ask us to delete any personal data we hold about you
• The right to restrict (ie. prevent) the processing of your personal data
• The right to data portability (obtaining a copy of your personal data to re-use with another service or organisation)
• The right to object to us using your personal data for particular purposes
• Rights with respect to automated decision making and profiling

If you wish to exercise any of the rights set out above, please contact the Data Privacy Manager as outlined in the introduction.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Reasonable time to respond

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

10. If our business changes hands

We may, from time to time, expand or reduce our business and this may involve the sale and/or the transfer of control of all or part of our business. Any personal data that you have provided will, where it is relevant to any part of our business that is being transferred, be transferred along with that part and the new owner or newly controlling party will, under the terms of this Privacy Policy, be permitted to use that data only for the same purposes for which it was originally collected by us. In the event that any of your data is to be transferred in such a manner, you will not be contacted in advance and informed of the changes.

11. Contacting us

If you have any questions about our Site or this Privacy Policy, please contact us using the contact details in the introduction. We would be grateful if you could ensure that your query is clear, particularly if it is a request for information about the specific data we hold about you.

12. Changes to this Privacy Policy

We may change this Privacy Policy from time to time (eg. if the law changes). Any changes will be immediately posted on Our Site and you will be deemed to have accepted the terms of the Privacy Policy on your first use of our Site following the alterations. We recommend that you check this page regularly to keep up-to-date.

Most recent update: 01 September 24