Easthampstead Park Cemetery and Crematorium privacy notice

Last updated: 12 May 2021

Our contact details

Name: Data Protection Officer

Address: Time Square, Market Street, Bracknell, RG12 1JD

Phone Number: 01344 352000

Email: dpo@bracknell-forest.gov.uk

The type of personal information we collect

We currently collect and process the following information:

  • full name
  • address
  • contact information
  • receipts from payments made

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you to enable us to maintain records of leased memorials for contractual purposes.

We also receive personal information indirectly, from the following sources in the following scenarios:

  • from funeral directors or anyone arranging a funeral service on your behalf to enable us to maintain statutory records about to cremations or burials

We use the information that you have given us to:

  • maintain a register of all burials and cremations
  • maintain a list of grave lease holders who provide their own permission for any further burials into a grave
  • retain records of memorial lease holders so that we may notify them of any lease renewals for contractual purposes or to inform them about any forthcoming works or information that may relate to the area in which they have a grave or a memorial

How the law allows us to use your personal information

Our legal obligations come from:

Lawful basis for processing

Under the General Data Protection Regulation (GDPR), the lawful basis for processing is Article 6 GDPR:

  • (b) process is necessary for the performance of a contract
  • (c) processing is necessary for compliance with a legal obligation to which we are subject
  • (e) to perform a public task

You can read the guide to lawful basis for processing special category data on the Information Commissioner's Office website.

Who we share your information with

We do not share this information with any other organisations or individuals.

How we store your personal information

Your information is securely stored on encrypted computer servers or, if statutory paper records,  within locked access areas on site.

We keep burial records indefinitely and cremation records for 15 years.

We keep memorial lease holder records until the leaseholder withdraws from the contract.

Cremation paper records are disposed of by a secure confidential waste disposal contractor.

Expired memorial records are deleted from our electronic database on an annual basis.

Retention periods are laid out in the council’s retention and disposal schedule.

Your data protection rights

Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information.

Your right of access

You have the right to ask us for copies of your personal information. This right always applies. There are some exemptions, which means you may not always receive all the information we process.

Find out more about your right of access from the ICO.

Your right to get your data corrected

You have the right to ask us to correct information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies.

Find out more about your right to get your data corrected from the ICO.

Your right to get your data deleted

You have the right to ask us to delete your personal information in certain circumstances.

Find out more about your right to get your data deleted from the ICO.

Your right to limit how organisations use your data

You have the right to ask us to limit the processing of your information in certain circumstances.

Find out more about your right to limit how organisations use your data from the ICO.

Your right to object to the use of your data

You have the right to object to processing if we are able to process your information because the process forms part of our public tasks.

Find out more about your right to object to the use of your data from the ICO.

Your right to data portability

This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another, or give it to you.

The right only applies if we are processing information based on your consent or under, or in talks about entering into a contract and the processing is automated.

Find out more about your right to data portability from the ICO.

Making a request

You are not required to pay any charge for exercising your rights. If you make a request, we have 28 days to respond to you.

To make a request contact us by:

Service adjustments

As a public authority and a provider of services to the public, we have a legal duty to comply with the Equality Act 2010.

This means we need to make service adjustments for anyone with a disability who contacts us in any capacity, to eliminate any barriers to accessing our services.

Our lawful basis for processing this information is article 6(1)(c) of the GDPR as we have a legal obligation to provide this. Our processing of special category data, such as health information you give us, will be based on article 9(2)(a), which means we need your consent.

We will create a record of your adjustment requirements. These will give your name, contact details and type of adjustment required, along with a brief description of why it is required. Relevant staff can access this to make sure they are communicating with you in the required way.

To make a request contact us by:

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at dpo@bracknell.forest.gov.uk

You can also complain to the ICO if you are unhappy with how we have used your data by:

  • visiting the ICO website
  • phoning the ICO helpline on 0303 123 1113
  • writing to:
    • Information Commissioner’s Office
      Wycliffe House
      Water Lane
      Wilmslow
      Cheshire
      SK9 5AF