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Privacy notice

Who are we and what do we do  

Regent Funeral Services are a Funeral Director service based at Saltwell Park, Gateshead and provide the following services: Funeral Services and Coroner Transport Services. We are a company owned by Gateshead Council but independently run by an experienced local funeral director. 

This privacy notice provides specific information about how Regent Funeral Services processes your personal data. 

What type of information is collected about you 

  • Name and address of next of kin and professionals linked to the deceased and customer booking the service 

  • The Religious category of the burial or cremation event 

  • Payment records 

How we collect information about you 

We collect information directly through application forms for using our services.  

Why we need your information 

Our purpose for collecting your personal data is to operate our service efficiently and the lawful basis for our processing is: 

  • performance of a contract to which data subject is party 

  • legal obligation to which the data controller is subject - burials and cremations  

  • task in the public interest   

Our lawful basis for processing of sensitive personal data is: 

  • reasons of substantial public interest (with a basis in law) 

Who your information can be shared with 

Regent Funeral Services can share your information with: 

  • Gateshead Council - for provision of cemetery/crematoria services 

Our lawful basis for this sharing is task in the public interest or in exercise of official authority and your consent is not required.  

If we wish to share your information for purposes outside of those listed above we will ask for your permission. 

How long we will keep your information 

We keep your information for as long as we need in order to provide the services to you. This will differ depending on the services you receive. We may also need to keep your information in accordance with legal or other obligations. Where we have no need to keep your data it will be securely destroyed. We have Record of Processing Activity (a requirement under the GDPR) which sets out the specific retention periods applicable in different circumstances. For more information about this please contact Regent Funeral Services on 0191 433 4499 

Where your information is held 

Paper records are stored in fire retardant safes at the Regent Funeral Services office.  

Electronic records are held on Gateshead Council computer servers. We use BACAS a cloud-based system in UK data centres provided by Clear Skies Software. We have data processing agreements with these suppliers to ensure they process your information according to our instructions and the law. 

How you can update your information 

The accuracy of your information is important to us to be able to provide relevant services more quickly. If you change your address or email address, or if any of your circumstances change or any of the other information we hold is out of date, please contact Regent Funeral Services on 0191 433 4499 

Your information rights 

The UK GDPR provides the following rights for individuals: 

  1. The right to be informed  - Individuals have the right to be informed about the collection and use of their personal data. This is a key transparency requirement under the UK GDPR. This 'privacy information' includes our purposes for processing your personal data, our retention periods for that personal data, and who it will be shared with. You must provide privacy information to individuals at the time you collect their personal data from them. 

  2. The right of access  - Individuals have the right to access and receive a copy of their personal data, and other supplementary information. This is commonly referred to as a subject access request or 'SAR'. Individuals can make SARs verbally or in writing. 
  3. The right to rectification - The UK GDPR includes a right for individuals to have inaccurate personal data rectified or completed if it is incomplete. An individual can make a request for rectification verbally or in writing. In certain circumstances we can refuse a request for rectification. This right is closely linked to the controller's obligations under the accuracy principle of the UK GDPR (Article (5)(1)(d)). 

  4. The right to erasure - The UK GDPR introduces a right for individuals to have personal data erased. The right to erasure is also known as 'the right to be forgotten'. The right is not absolute and only applies in certain circumstances. Individuals can make a request for erasure verbally or in writing. 

  5. The right to restrict processing - Individuals have the right to request the restriction or suppression of their personal data. This is not an absolute right and only applies in certain circumstances. When processing is restricted, we are permitted to store the personal data, but not use it. An individual can make a request for restriction verbally or in writing. 

  6. The right to data portability - The right to data portability allows individuals to obtain and reuse their personal data for their own purposes across different services. It allows them to move, copy or transfer personal data easily from one IT environment to another in a safe and secure way, without affecting its usability. Doing this enables individuals to take advantage of applications and services that can use this data to find them a better deal or help them understand their spending habits. The right only applies to information an individual has provided to a controller. 

  7. The right to object - The UK GDPR gives individuals the right to object to the processing of their personal data in certain circumstances. Individuals have an absolute right to stop their data being used for direct marketing. An individual can make an objection verbally or in writing. You may not be able to object to your information being used, held, or shared under certain circumstances. For example, where have a duty to safeguard a vulnerable adult or a child, or the prevention and detection of crime, or where we are required to fulfil our statutory obligations. 

  8. Rights in relation to automated decision making and profiling.  The UK GDPR has provisions on: 

  • automated individual decision-making (making a decision solely by automated means without any human involvement); and 

  • profiling (automated processing of personal data to evaluate certain things about an individual). Profiling can be part of an automated decision-making process. 

Article 22 of the UK GDPR has additional rules to protect individuals if you are carrying out solely automated decision-making that has legal or similarly significant effects on them. 

Where you would like to exercise your information rights or require any more information about your rights please contact: 

Data Protection Officer, Regent Funeral Services 
Civic Centre 
Regent Street 
Gateshead 
NE8 1HH 
DPOcouncil@gateshead.gov.uk 
0191 433 3000 

Marketing and e-newsletters 

We always act upon your choices around what type of communications you want to receive and how you want to receive them. Such as Regent Funeral Services marketing publications.  

Tools may be used to help us improve the effectiveness of our communications with you, including tracking whether the emails we send are opened and which links are clicked within a message. This helps us to improve and refine future email marketing around our campaigns and make sure all our emails are relevant and useful as possible. 

You have a choice about whether or not you wish to receive marketing information from us. We will always ask for your permission or provide an opportunity to opt out. 

Business intelligence, profiling and automated-decision making 

Business intelligence: 

We may analyse your personal information to improve services and for the following purposes: 

  • undertake statutory functions efficiently and effectively 

  • service planning by understanding your needs to provide the services that you request 

  • understanding what we can do for you and inform you of other relevant services and benefits  

  • help us to build up a picture of how we are performing at delivering services to you and what services the people of Gateshead need 

  • analysis of costs and spend of services we provide so that we can ensure better and efficient use of public funds 

  • evaluating, monitoring health of the Gateshead population and protecting and improving public health 

Regent Funeral Services is however committed to using pseudonymised or anonymised information as much as is practical, and in many cases this will be the default position. 

Pseudonymisation is a procedure by which the most identifying fields within a data record are replaced by one or more artificial identifiers, or pseudonyms. There can be a single pseudonym for a collection of replaced fields or a pseudonym per replaced field. 

Anonymisation is the process of removing identifying particulars or details from (something, especially medical test results) for statistical or other purposes. 

Profiling means any form of automated processing of personal data consisting of the use of personal data to evaluate certain personal aspects relating to a person, to analyse or predict aspects concerning that person's economic and health situation, reliability, personal preferences and interests. 

Automated-decision making means any processing that is carried out by automated means without any human review element in the decision-making. For example, carrying out credit checks searches to detect and reduce fraud. 

Website usage 

We use Hotjar in order to better understand our users' needs and to optimise the website. Hotjar is a technology service that helps us better understand our users experience (for example, how much time they spend on which pages, which links they choose to click, what users do and don't like) and this enables us to build and maintain our service with user feedback. Hotjar uses cookies and other technologies to collect data on our users' behaviour and their devices (in particular a device's IP address (captured and stored only in anonymised form), device screen size, device type (unique device identifiers), browser information, geographic location (country only), preferred language used to display our website). Hotjar stores this information in a pseudonymised user profile. Neither Hotjar nor we will ever use this information to identify individual users or to match it with further data on an individual user. For further details, please see Hotjar's privacy policy

You can opt-out of the creation of a user profile, Hotjar's storing of data about your usage of our site and Hotjar's use of tracking cookies on other websites by following this opt-out link

Protecting your information 

 Any information held by the council about individuals is held securely and in compliance with the Data Protection Act 2018 and GDPR. 

Regent Funeral Services is committed to protecting its service user's personal data. We have put measures in place to ensure that our staff, service providers, partners and suppliers all look after your information in line with good practice and the law. These follow the rules and practices known as Information Governance (IG). 

The information security measures we've put in place include: 

  • following good Information Governance practice and the law when it comes to collecting, handling and giving access to information 

  • training staff in their data protection responsibilities  

  • putting processes in place to ensure good Information Governance practices for information we collect, hold or handle in both manual and electronic forms 

  • access to your information is only given to those who need to know and where it is necessary 

  • information will not be held for longer than required and will be disposed of securely 

  • we encrypt all our electronic devices and sensitive information that is transmitted is encrypted 

Data Protection Officer 

Data Protection Officer, Regent Funeral Services 
Civic Centre 
Regent Street 
Gateshead 
NE8 1HH 
DPOcouncil@gateshead.gov.uk 
0191 433 3000 

Information Commissioner's Office 

The Information Commissioner is the UK's independent body set up to uphold information rights. 

If you would like to know more about your rights under the Data Protection law, and what you should expect from us, visit the Information Commissioner's website

If you have any concerns regarding our privacy practices or about exercising your Data Protection rights, you may contact the Information Commissioner's Office: 

Information Commissioner's Office 
Wycliffe House 
Water Lane 
Wilmslow 
Cheshire 
SK9 5AF 
0303 123 1113 or 01625 545 745  
casework@ico.org.uk