Wealden Crematorium forms part of the Governance & Corporate Services Directorate and this document explains how information will be held about you and processed.
This notice should be read in conjunction with our Privacy Policy.
How do we get your information?
Most of the personal information we process is provided to us directly by you. We may also receive personal information from the following sources:
- Your Funeral Director or Arranger
- CCTV cameras in the buildings and around the grounds of the crematorium
CCTV cameras are used to monitor the car parks, buildings internal and external at Wealden Crematorium. Recordings are kept for one month and then securely destroyed.
What personal data do we process and why
The information we process about you will vary depending on the service being provided, but will fall within the following categories:
- Name
- Address
- Email addresses
- Telephone numbers
- Relationship to the
- Doctors details
- CCTV footage within the buildings and areas of the grounds
- Webcasting within the ceremony hall when this has been requested by the funeral applicant
Why we collect personal information about you.
Wealden District Council will collect and hold personal information relating to cremation services, ashes scattering and memorial purchases. We use this information for the following purposes:
- deliver and manage the cremation, ashes strewing and memorial services we provide
- allow us to meet the legal requirements for the provision of cremations and to manage, regulate and control memorials and the crematorium grounds
- train and manage our workers who deliver those services
- investigate your queries or complaints you may have about our services
- check the quality of our services
A cremation cannot be permitted to proceed if the information requested is not provided.
The table at the end of this Privacy Notice contains details of the forms used by the Wealden Crematorium team, including details about the reasons for collecting your personal data, who we share your data with and how long we hold it for. The information we process about you will vary depending on the service being provided.
Lawful basis for processing your personal data
Most of the personal information we process is provided to us directly by you, under the Data Protection Act 2018, the lawful bases we rely on for using your personal information are:
- Article 6(1)(a) Consent: the individual has given clear consent for the council to process their personal data for a specific purpose
- Article 6(1)(b) Contract: the processing is necessary for a contract the council has with the individual, or because they have asked the council to take specific steps before entering into a contract
- Article 6(1)(c) Legal obligation: the processing is necessary for the council to comply with the law (not including contractual obligations)
- Article 6(1)(e) Public task: the processing is necessary for the council to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law
The legislation we rely on when using your personal information to meet our legal obligations or public tasks may include but is not limited to:
- The Cremation Act 1902, the Cremation Act 1952
- The Cremation (England & Wales) Regulations 2008
- The Local Authorities Cemeteries Order 1977
- The Public Health (Control of Diseases) Act 1984
Who do we share your data with?
The data you provide may be disclosed with other departments of the Council or external organisations for related purposes or as required by law. We will only share information where it is necessary or required by law and we will only share the minimum information for each circumstance.
We may share information with the following types of organisations:
- Chief Officer of Police to inspect the Cremation Register
- A Medical Referee who authorises the cremation
- Coroners Office
- Chief Officer of the Police
- Appointed contractor if you have requested a memorial
In some circumstances, such as under a court order, we are legally obliged to share information, and we may also share information with the Police and other enforcement agencies for the purposes of the prevention, investigation, detection, or prosecution of criminal offences.
We may also share information internally, to verify or confirm your personal details, to ensure our records are accurate and up to date. Data held by this service will only be used by other internal departments or services when we are satisfied there is a lawful basis for doing so and is considered fair.
Webcasting
Wealden Crematorium is able to provide a live ‘webcast’ of services being held to allow those who would not otherwise have been able to attend a service to view the service.
This is an optional service and individuals are under no requirement to have any part of a cremation service broadcast. Where a webcast does take place, this will only be at the request of a member of the family and a service is only viewable to those who are issued with a username and password which is provided before the service.
The service is recorded from a fixed point in the crematorium and will avoid unnecessarily recording attendees. No personal data of those attending or those viewing the webcast online is collected.
The footage is held by our audio/visual providers Obitus and a copy of the service can be requested by family members via their funeral director. Where no request for a copy is made, any recording will be deleted after 30 days.
Do we use data processors?
Data processors are third parties who provide certain parts of our services for us. We have contracts in place with them and they cannot do anything with your personal information unless we have instructed them to do so. Our current data processors for this service are listed below.
Data Processor | Purpose | |
Medical Referee | To view paperwork and authorise the cremation | |
Contracted memorial provider | To produce the memorial that has been purchased |
Software we use
The following software is used by us:
- Microsoft Outlook
- BACAS database (Clearskies Software)
Transfer of personal data
No data is transferred overseas as part of this service.
Automated decision making
We do not use automated decision making in respect of your personal data.
Retention period
We process your personal data for the above purposes for no longer than necessary and in accordance with current legislation and the Councils Retention Schedule.
Only in exceptional circumstances will we hold your information for longer, for example a pending court case. All information will be held securely and disposed of confidentially.
Anonymising your data
Your personal information may be converted into statistical or aggregated data that ensures that you cannot be identified from it. Anonymised data means it cannot be linked back to you as an individual and may be used to conduct research and analysis. This includes the preparations of statistics for use in our reports.
Your rights
Your rights are set out in the Data Protection legislation and include:
- the right to access your personal information, to request rectification or erasure of certain personal
- information and to object to processing in certain circumstances
- the right to withdraw any consent you may have given to process your personal information
- the right to complain to the Information Commissioner (opens new window) if you feel we are processing your personal information unlawfully
- the right to restrict processing activity in certain circumstances
- the right to object to certain types of processing activity
If you wish to exercise any of these rights please contact our Information Governance team on informationgovernance@wealden.gov.uk in writing or by completing our online form.
If you are dissatisfied with how we have used your personal data, you have a right to complain to the Information Commissioner Office
Data Protection Officer
If you have any questions or concerns about how your personal data is handled, you can contact our Data Protection Officer (DPO), Sarah Evans at dataprotection@wealden.gov.uk