Bereavement Services Privacy Notice

Bereavement Services gather process and store a wide range of information, including some personal details, in order to deliver our service 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 fairly, correctly and safely in line with the legal requirements set out by the General Data Protection Regulations (GDPR). Any company we provide information to, to undertake services such as production of memorials, is also under a legal duty to do the same and has a set of data protection clauses included in their contract. Remember, funeral directors are working directly for you – speak to them directly if you want to know how they will be using the information you provide. Any personal details taken over the telephone will only be used to send information requested – 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. We keep our privacy notices under regular review. This privacy notice was last updated on 17th May 2018

A burial or cremation will not be permitted to proceed if the information requested is not provided

Your rights under the General Data Protection Regulations (GDPR)

Under the GDPR you, as the Data Subject, have the following rights. Each request received will be reviewed and actioned wherever possible. However, you should be aware that The City of Bradford Metropolitan District Council Bereavement Services may not be able to comply with some requests if we have a legal obligation to process or retain your information.

You have the right to:

  • access the information we hold about you;
  • request that we rectify any information about you that is incorrect;
  • request that records we hold about you are erased;
  • restrict processing of the information we hold about you if you have an objection to that processing, whilst your objection is investigated;
  • request that any information that you have provided to us is given back to you in a format that you can give to another service provider if required;
  • object to processing of your personal information including automated decision making and profiling;
  • make a complaint to a supervisory authority if you are not satisfied with how the information held about you has been handled.

Prevention and detection of fraud

The City of Bradford Metropolitan District 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.

How to get a copy of the information we hold about you

You have the right to request a copy of the information that we hold about you. If you would like to do so, please contact us by email or by post giving us as much detail as possible about the information you require. We will need to confirm your identity before any information can be provided.

You will receive a copy of the information held about you along with an explanation of any codes used or other clarification that may be necessary.

Requesting that someone else look at your information on your behalf

You can request that someone else looks at your records on your behalf. To do this you will need to give us consent in writing informing us of who you want to look at the information for you. If a relative or someone else wishes to look at the records of a person who is not able to give their consent, this will only be allowed where it can be shown to be in the best interest of the person concerned.

How to contact us

To exercise any of your rights under the General Data Protection Regulations (GDPR) please contact the Information Governance Officer or Bereavement Services

By email:  Info.assurance@bradford.gov.uk or bereavement.services@bradford.gov.uk

By telephone: 01274 43 1322 or 01274 433900 or 01535 618245

By post: Miss Dani Mistry Data Protection Officer City of Bradford Metropolitan District Council – Department of Corporate Resources

1st Floor Britannia House, Hall Ings, Bradford BD1 1HX or Bereavement Services (Bradford), Unit 7/8 Mitre Court, Cutler Heights Lane Bradford, West Yorkshire BD4 9JY or Bereavement Services (Keighley) The Library Annexe, Spencer Street, Keighley, West Yorkshire BD21 2BN

If you are not happy with the response you receive from us you have the right to make a complaint to a supervisory authority: The Information Commissioner Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF Telephone: 0303 123 1113

Use of CCTV

CCTV cameras are used to monitor the car parks, buildings internal and external at Scholemoor, Nab Wood and Oakworth crematoria. Recordings are kept for one month and then securely destroyed.

The tables below contains details of the forms used by the Bereavement Service team along with details about the reasons for collecting personal information,

Who we may share information with and how long we will keep it for

Details Time of use Legal basis for collection Who the Information is shared with or can be shared with How long the information is kept Information collected or provided to a third party

Burial of an Adult

Prior to burial

Local Authorities Cemeteries Order 1977

Some of the information provided may be shared with the Council’s Parks Service or external grave digging contractors for the preparation of a grave

The Notice of Interment Form is kept for 15 years from the date of burial.

Burial records are held both in paper and digital format in perpetuity

Completed by the funeral director who will provide the form to the Council.

Burial of an Child

Prior to burial

Local Authorities Cemeteries Order 1977

Some of the information provided may be shared with the Council’s Parks Service or external grave digging contractors for the preparation of a grave

The Notice of Interment Form is kept for 15 years from the date of burial.

Burial records are held both in paper and digital format in perpetuity

Completed by the funeral director who will provide the form to the Council.

Burial of Cremated Remains

Prior to burial

Local Authorities Cemeteries Order 1977

Some of the information provided may be shared with the Council’s Parks Service or external grave digging contractors for the preparation of a grave

The Notice of Interment Form is kept for 15 years from the date of burial.

Burial records are held both in paper and digital format in perpetuity

Completed by the funeral director who will provide the form to the Council.

Pre Purchase of a Grave Space

Prior to burial

Local Authorities Cemeteries Order 1977

Some of the information provided may be shared with the Council’s Parks Service or external grave digging contractors for the preparation of a grave

The Application Form is kept for 15 years from the date of burial.

Burial records are held both in paper and digital format in perpetuity

This information will not be collected by or provided to any third party

CR1 – Application for cremation of the body of a person who has died

Prior to cremation

Cremation (England and Wales) Regulations 2008

Medical Referee, Coroner, Secretary of State (or appointed person) A chief officer of police (within the meaning given in section 101(1) of the Police Act 1996(12)

Completed forms are held for 15 years 

Some information provided on these forms will be held in perpetuity in the Register for Cremations

Completed by the family of the deceased or the funeral director who will provide the form to the Council.

CR2 - Application for cremation of body parts

Prior to cremation

Cremation (England and Wales) Regulations 2008

Medical Referee, Coroner, Secretary of State (or appointed person) A chief officer of police (within the meaning given in section 101(1) of the Police Act 1996(12)

Completed forms are held for 15 years

Some information provided on these forms will be held in perpetuity in the Register for Cremations

Completed by the family of the deceased or the funeral director who will provide the form to the Council.

CR3 - Application for cremation of a stillborn baby

Prior to cremation

Cremation (England and Wales) Regulations 2008

Medical Referee, Coroner, Secretary of State (or appointed person) A chief officer of police (within the meaning given in section 101(1) of the Police Act 1996(12)

Completed forms are held for 15 years

Some information provided on these forms will be held in perpetuity in the Register for Cremations

Completed by the family of the deceased or the funeral director who will provide the form to the Council.

CR4 - Medical certificate

Prior to cremation

Cremation (England and Wales) Regulations 2008

Medical Referee, Coroner, Secretary of State (or appointed person) A chief officer of police (within the meaning given in section 101(1) of the Police Act 1996(12)

Completed forms are held for 15 years

Some information provided on these forms will be held in perpetuity in the Register for Cremations

Completed by the Medical Referee and proved to the family of the deceased or the funeral director who will provide the form to the Council

CR5 - Confirmatory medical certificate

Prior to cremation

Cremation (England and Wales) Regulations 2008

Medical Referee, Coroner, Secretary of State (or appointed person) A chief officer of police (within the meaning given in section 101(1) of the Police Act 1996(12)

Completed forms are held for 15 years

Some information provided on these forms will be held in perpetuity in the Register for Cremations

Completed by the Medical Referee and proved to the family of the deceased or the funeral director who will provide the form to the Council

CR6 - Certificate releasing the body of a person who has died for cremation

Prior to cremation

Cremation (England and Wales) Regulations 2008

Medical Referee, Coroner, Secretary of State (or appointed person) A chief officer of police (within the meaning given in section 101(1) of the Police Act 1996(12)

Completed forms are held for 15 years

Some information provided on these forms will be held in perpetuity in the Register for Cremations

Completed by the Coroner.

CR7 - Certificate following Anatomical examination

Prior to cremation

Cremation (England and Wales) Regulations 2008

Medical Referee, Coroner, Secretary of State (or appointed person) A chief officer of police (within the meaning given in section 101(1) of the Police Act 1996(12)

Completed forms are held for 15 years

Some information provided on these forms will be held in perpetuity in the Register for Cremations

Completed by the Appropriate person at the School of Anatomy and  proved to the family of the deceased or the funeral director who will provide the form to the Council.

CR8 - Certificate releasing body parts for cremation

Prior to cremation

Cremation (England and Wales) Regulations 2008

Medical Referee, Coroner, Secretary of State (or appointed person) A chief officer of police (within the meaning given in section 101(1) of the Police Act 1996(12)

Completed forms are held for 15 years

Some information provided on these forms will be held in perpetuity in the Register for Cremations

Completed by the Medical Referee and proved to the family of the deceased or the funeral director who will provide the form to the Council

CR9 - Certificate of stillbirth

Prior to cremation

Cremation (England and Wales) Regulations 2008

Medical Referee and in some cases the Coroner

Completed forms are held for 15 years

Some information provided on these forms will be held in perpetuity in the Register for Cremations

Completed by the Medical

Practitioner and proved to the family of the deceased or the funeral director who will provide the form to the Council

CR10 - Authorisation of cremation of deceased person by medical referee

Prior to cremation

Cremation (England and Wales) Regulations 2008

Medical Referee, Coroner, Secretary of State (or appointed person) A chief officer of police (within the meaning given in section 101(1) of the Police Act 1996(12)

Completed forms are held for 15 years

Some information provided on these forms will be held in perpetuity in the Register for Cremations

Completed by the Medical Referee

CR11 - Certificate after post-mortem examination

Prior to cremation

Cremation (England and Wales) Regulations 2008

Medical Referee, Coroner, Secretary of State (or appointed person) A chief officer of police (within the meaning given in section 101(1) of the Police Act 1996(12)

Completed forms are held for 15 years

Some information provided on these forms will be held in perpetuity in the Register for Cremations

Completed by the Pathologist

CR12 - Authorisation of cremation of body parts by medical referee

Prior to cremation

Cremation (England and Wales) Regulations 2008

Medical Referee, Coroner, Secretary of State (or appointed person) A chief officer of police (within the meaning given in section 101(1) of the Police Act 1996(12)

Completed forms are held for 15 years

Some information provided on these forms will be held in perpetuity in the Register for Cremations

Completed by the Medical Referee

CR13 - Authorisation of cremation of stillborn child by medical referee

Prior to cremation

Cremation (England and Wales) Regulations 2008

Medical Referee, Coroner, Secretary of State (or appointed person) A chief officer of police (within the meaning given in section 101(1) of the Police Act 1996(12)

Completed forms are held for 15 years

Some information provided on these forms will be held in perpetuity in the Register for Cremations

Completed by the Medical Referee

Instruction for Cremation

The information on this form is used to enable the council to provide the service.

Prior to cremation

GDPR Article 6 1(b) necessary for the performance of a contract

This information will not be shared

Forms are held for 15 years from the date of the cremation service.

Completed by the family of the deceased or the funeral director who will provide the form to the Council.

Change of instruction form

The information on this form is used to enable the council to provide the service or memorial that has been requested

Prior to and following cremation

GDPR Article 6 1(b) necessary for the performance of a contract

This information will not be shared

Forms are held for 15 years from the date of the cremation service.

Completed by the family of the deceased or the funeral director who will provide the form to the Council.

Assignment of Exclusive Right of Burial

Prior to and following burial

Local Authorities Cemeteries Order 1977

A letter giving information about the transfer is sent to the named person taking on the EROB.

Burial records are held in perpetuity in physical and digital format.

Completed by the family of the deceased and returned to the Council.

Statutory Declaration

Prior to and following burial

Local Authorities Cemeteries Order 1977

This information will not be shared

A letter giving information about the transfer is sent to the named person taking on the EROB.

Kept with the appropriate grave record in perpetuity

Completed by the family of the deceased and returned to the Council.

Transfer as per Probate

Prior to and following burial

Local Authorities Cemeteries Order 1977

This information will not be shared

A letter giving information about the transfer is sent to the named person taking on the EROB.

Kept with the appropriate grave record in perpetuity

Completed by the family of the deceased and returned to the Council.

Statutory Declaration - Executor

Prior to and following burial

Local Authorities Cemeteries Order 1977

This information will not be shared

A letter giving information about the transfer is sent to the named person taking on the EROB.

Kept with the appropriate grave record in perpetuity

Completed by the family of the deceased and returned to the Council.

Following burial or cremation

Details Time of use Legal basis for collection Who the information is shared with or can be shared with How long the information is kept Information collected or provided to a third party

Change of Address Letter (of the person responsible for a grave/cremation plot)

Following burial or cremation

Local Authorities Cemeteries Order 1977

This information will not be shared

Kept with the appropriate grave record in perpetuity

Completed by the family of the deceased and returned to the Council.

Application for approval to fix a memorial, or to make an additional inscription

Following burial

Local Authorities Cemeteries Order 1977

This information is not shared

Forms are held for 5 years. Some information contained in these forms is held in the burial register in perpetuity.

Completed by the family of the deceased or the funeral director and returned to the Council.

Entry in the Book of Remembrance

The information on this form is used to enable the council to provide the service or memorial that has been requested

Following cremation

GDPR Article 6 1(b) necessary for the performance of a contract.

Some information is shared with the contractor who will inscribe the Book of Remembrance

Forms are kept for 5 years after the last action.

Completed by the family of the deceased and returned to the Council. The Council will send the required information to the contractor.

Application form for a Memorial Booklet/Card The information on this form is used to enable the council to provide the service or memorial that has been requested

Following cremation

GDPR Article 6 1(b) necessary for the performance of a contract.

Some information is shared with the contractor who will inscribe Memorial Booklet/Card.

Memorial Booklets and Cards are sent straight to the family by the contractor

Forms are kept for 5 years after the last action.

Completed by the family of the deceased and returned to the Council. The Council will send the required information to the contractor.

Application form for a Pedestal Plaque

Following cremation

GDPR Article 6 1(b) necessary for the performance of a contract.

Information is shared with the contractor creating the memorial

Forms are held for a minimum of 10 years or until the applicant chooses not to renew the lease

Completed by the family of the deceased or the funeral director and returned to the Council. The Council will send the required information to the contractor.

Application form for a Memorial Kerb Plaque

Following cremation

GDPR Article 6 1(b) necessary for the performance of a contract.

Information is shared with the contractor creating the memorial

Forms are held for a minimum of 10 years or until the applicant chooses not to renew the lease

Completed by the family of the deceased or the funeral director and returned to the Council. The Council will send the required information to the contractor.

Application form for a Tower Plaque

Following cremation

GDPR Article 6 1(b) necessary for the performance of a contract.

Information is shared with the contractor creating the memorial

Forms are held for a minimum of 10 years or until the applicant chooses not to renew the lease

Completed by the family of the deceased or the funeral director and returned to the Council. The Council will send the required

information to the contractor.

Application form for a Granite Bench Plaque

Following cremation

GDPR Article 6 1(b) necessary for the performance of a contract.

Information is shared with the contractor creating the memorial

Forms are held for a minimum of 10 years or until the applicant chooses not to renew the lease

Completed by the family of the deceased or the funeral director and returned to the Council. The Council will send the required information to the contractor.

Application form for a Granite Bench with up to Three Plaque Inserts

Following cremation

GDPR Article 6 1(b) necessary for the performance of a contract.

Information is shared with the contractor creating the memorial

Forms are held for a minimum of 10 years or until the applicant chooses not to renew the lease

Completed by the family of the deceased or the funeral director and returned to the Council. The Council will send the required information to the contractor.

Application form for a Cremated Remains Memorial Vault & Inscribed Plaque

Following cremation

GDPR Article 6 1(b) necessary for the performance of a contract.

Information is shared with the contractor creating the memorial

Forms are held for a minimum of 25 years or until the applicant chooses not to renew the lease

Completed by the family of the deceased or the funeral director and returned to the Council. The Council will send the required information to the contractor.

Application for Above Ground Cremated Remains Niche

Following cremation

GDPR Article 6 1(b) necessary for the performance of a contract.

Information is shared with the contractor creating the memorial

Forms are held for a minimum of 25 years or until the applicant chooses not to renew the lease

Completed by the family of the deceased or the funeral director and returned to the Council. The Council will send the required information to the contractor.

Disclosure

The City of Bradford Metropolitan District Council, without notice, only if required to do so by law or in the good faith belief that such action is necessary to conform to the acts of law or in compliance with legal process served on the City of Bradford Metropolitan District Council.

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