Bereavement Services Privacy Policy
This privacy policy will explain how Bereavement Services uses the personal data we collect from you when you use our services.
Bereavement Services is part of Cardiff Council, who is the Data Controller for the purposes of the data collected. All personal data is processed in accordance with the UK GDPR and Data Protection Act 2018.
Topics:
- What data do we collect and why?
- How do we collect your data?
- How will we use your data?
- How do we store your data?
- Marketing
- What are your data protection rights?
- What are cookies?
- How do we use cookies?
- What types of cookies do we use?
- How to manage your cookies
- Privacy policies of other websites
- Changes to our privacy policy
- How to contact us
- How to contact the appropriate authorities
What data do we collect?
Bereavement Services collects the following data:
- Personal identification information (Name, address, email address, phone number
- Relationship to the deceased (spouse, executor, child, next of kin, other.)
This is collected for the purpose of burying, cremating or exhuming a deceased person or for the placing or leasing of a memorial within the cemeteries or crematorium run by Bereavement Services.
The lawful basis we rely on to provide this service is Article 6, 1(e ) public interest and the legislation we rely on; Burial Act 1857, Cremation Act 1902, The Cremation (England and Wales) Regulations 2008 The Cremation, Coroners and Notification of Deaths (England and Wales) (Amendment) Regulations 2024 and Local Authorities Cemeteries Order 1977, Local Authorities Cemeteries Order Amendment 1986, Public Health (Control of Diseases) Act 1984.
How do we collect your data?
You directly provide Bereavement Services with most of the data we collect. We collect data and process data when you:
- Register online or place an order for any of our products or services.
- Voluntarily complete a customer survey or provide feedback on any of our message boards, via email or other forms of communication.
- Use or view our website via your browser’s cookies.
- Complete an interment application form, cremation application form, memorial application form or any other application form or correspondence with us either directly or via your chosen funeral director or monumental mason.
Bereavement Services may also receive your data indirectly from the following sources:
Your chosen funeral director or monumental mason
How will we use your data?
Bereavement Services collects your data so that we can:
- Undertake the funeral arrangements for the deceased
- Arrange a memorial or memorial lease
- Process your order and manage the lease for your memorial.
- Undertake an exhumation
- Correspond with you concerning any queries or requests for services that you may have made.
If you agree, Bereavement Services will share your data with funeral directors and monumental masons to facilitate the arranging of a funeral or the placing of a memorial in one of our cemeteries. These details will include the name and address of the person who is the holder of the exclusive right of burial.
Bereavement Services will share your data with o on an ad hoc basis such as tenancy management when they require details of the next of kin of a deceased who is a tenant within their property or Council Tax.
How do we store your data?
Bereavement Services securely stores your data at Thornhill Enquiries Office records room and at County Hall records Management facility. Data is also stored on the Cloud via our Plotbox
Bereavement Services will keep your personal information as described above for the period of Burial, Cremation and Exhumation Registers are held in perpetuity and are available for public inspection, but the actual application forms are only held for a period of up to 15 years.
What are your data protection rights?
Bereavement Services would like to make sure you are fully aware of all your data protection rights. Every user is entitled to the following:
The right to access – You have the right to request Bereavement Services for copies of your personal data.
The right to rectification – You have the right to request that Bereavement Services correct any information you believe is inaccurate. You also have the right to request our Company to complete the information you believe is incomplete.
The right to erasure – You have the right to request that Bereavement Services erase your personal data, under certain conditions.
The right to restrict processing – You have the right to request that Bereavement Services restrict the processing of your personal data, under certain conditions.
The right to object to processing – You have the right to object to Bereavement Services processing of your personal data, under certain conditions.
The right to data portability – You have the right to request that Bereavement Services transfer the data that we have collected to another organization, or directly to you, under certain conditions.
If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us at our email:
Call us at: 02920544820 or write to us: Bereavement Services, Thornhill Road, Rhiwbina Cardiff CF14 9UA
or via email ThornhillReception@cardiff.gov.uk
Changes to our privacy policy
Our Company keeps its privacy policy under regular review and places any updates on this web page. This privacy policy was last updated on 01.10.2025
How to contact us
If you have any questions about Bereavement Services’ privacy policy, the data we hold on you, or you would like to exercise one of your data protection rights, please do not hesitate to contact us via email at dataprotection@cardiff.gov.uk or by post:
Data Protection Officer
Information Governance Team
County Hall
Atlantic Wharf
Cardiff
CF10 4UW
How to contact the appropriate authority
Should you wish to report a complaint or if you feel that Bereavement Services has not addressed your concern in a satisfactory manner, you may contact the Information Commissioner’s Office via their website https://ico.org.uk/concerns/getting/ or by calling 0303 123 1113.