Cemeteries, crematoria and mortuary service privacy notice

New General Data Protection Regulations (GDPR) came into effect in May 2018. This placed data protection obligations upon organisations, making them more accountable and transparent about how they use your personal information.

The Cemeteries, Crematoria and Mortuary Service holds certain ‘sensitive’ information relating to:

• Deceased persons.
• Applicants for burial, cremation and grave rights.
• Applicants for memorialisation.
• Applications for headstones.
• People making enquiries via the call centre, letter or email.

Much of this information is retained as part of the legal Statutory Registration for burials and cremations under the Cremation Act 2008 and the Local Authorities Cemeteries Order 1977. Information relating to a particular deceased person does not fall under the remit of Data Protection or Information Security, as neither of these subjects apply to a deceased person. Other information is retained for contractual and operational reasons to ensure that contact can be made with the applicant when memorialisation display periods expire. The service retains as little hard copy paperwork containing sensitive information as possible. The only paperwork stored is for contractual or statutory reasons.

Who is the data controller?

The data controller in this instance is Liverpool City Council.

Responsibilities and third party contractual obligations

Liverpool City Council, Cemeteries, Crematoria and Mortuary Service collect, process and store a wide range of information, including some personal details, in order to deliver our services efficiently. We are responsible for managing the information we hold and we recognise that this information is important to you. We take our responsibilities seriously and use personal information correctly and safely in line with the legal requirements set out by GDPR.

It is important to remember that funeral directors and memorial masons are working directly for you – speak to them directly if you want to know how they will be using the information you provide. A contract arrangement is in place between the City Council and funeral directors/memorial masons to ensure that they make applicants aware of the Cemeteries and Crematoria Service Privacy Notice.

Any personal details taken over the telephone will only be used to send information requested, after which these details are then shredded. Where we need to share sensitive or confidential information we will do so only with your consent or where we are legally required to do so.

Prevention and detection of fraud

Liverpool City Council is required by law to protect the public funds it administers. Therefore, we may use any of the information you provide to us for the prevention and detection of fraud or to comply with the law.

Sharing of information

The service does NOT share or sell information to third parties, does not transfer data outside the EU and does not use third parties to store information. If there was a particular need to share your personal information, you would be contacted in order to obtain your consent.

Use of CCTV

CCTV cameras are used on the car park at Allerton Cemetery Lodge, Anfield and Springwood Crematoriums. Recordings are kept for one month and then securely destroyed. Non-recording cameras cover the reception and chapels at Anfield and Springwood Crematorium and are used to monitor access to the buildings.

What rights do I have when it comes to my data?

You have a number of rights that are set out on the How to access your data page of this section.

Where can I get advice?

View our Help and advice page for more information.

The forms we use

The table below contains details of the forms used by the Cemeteries, Crematoria and Mortuary Service along with the type of information held, details about the legal reasons for collecting personal information, how it is stored, how long it is stored for and the source of the information. 

• Forms used by the Cemeteries, Crematoria and Mortuary Service.

What if I fail to provide personal contact details?

• If you fail to give contact details for an application for a burial, cremation, headstone (fix or re-fix), or to purchase a Right of Burial to a grave, we will not be able to process your application.
• If you fail to give us contact details for an application for memorialisation we will not be able to proceed as we cannot enter into a contract, remain in contact or send out renewal letters.
• If you fail to give us contact details for any enquiry we will not be able to respond.
• We need personal details to process cheques, although chip and PIN is available as an alternative.

Training

Senior staff have attended Data Protection/information security briefings. Every member of the team has completed a Data Protection/information security online training module and all new starters complete this module as part of their induction.

Disposal of sensitive information

Any hard copy information that contains sensitive information is disposed of in a controlled way.  A formal contract arrangement is in place with a mobile shredding company to visit each of the service area locations (Allerton Lodge, Springwood Crematorium, Anfield Crematorium and City Mortuary) on a monthly basis to dispose of any paperwork or forms that contain sensitive information. Between collections, such paperwork is contained in a controlled way. Annually, statutory forms that can be disposed of are shredded by contractual arrangement. Certificates of disposal are retained.

Information retained temporarily

Due to operational reasons, some paperwork containing sensitive information has to be retained for a short period of time within the office environment. Primarily, this is because the burial, cremation or application is being processed. This is unavoidable and is covered by an office protocol.