Privacy policy - Cardiff Bereavement Services

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 other departments within Cardiff Council who may request your data 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 administration system and which is hosted by them.

Bereavement Services will keep your personal information as described above for the period of the lease and in line with statutory requirements for burials, cremations and exhumations. Once this time has expired, we will delete your data by either securely destroying the paper record or archiving the online record by using the term cancelled next to the lease information for the leased memorial’s position. 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

Cookies

Cookies are text files placed on your computer to collect standard Internet log information and visitor behavior information. When you visit our website www.cardiffbereavement.co.uk, we may collect information from you automatically through cookies or similar technology

For further information, visit allaboutcookies.org.

How do we use cookies?

Our Company uses cookies in a range of ways to improve your experience on our website, including:

Keeping you signed in
Understanding how you use our website

What types of cookies do we use?

There are several different types of cookies, however, our website uses:

Functionality – Our Company uses these cookies so that we recognize you on our website and remember your previously selected preferences. These could include what language you prefer and location you are in. A mix of first-party and third-party cookies are used.

Advertising – Our Company uses these cookies to collect information about your visit to our website, the content you viewed, the links you followed and information about your browser, device, and your IP address. Our Company sometimes shares some limited aspects of this data with third parties for advertising purposes. We may also share online data collected through cookies with our advertising partners. This means that when you visit another website, you may be shown advertising based on your browsing patterns on our website.

How to manage cookies

You can set your browser not to accept cookies, and the above website tells you how to remove cookies from your browser. However, in a few cases, some of our website features may not function as a result.

Privacy policies of other websites

The Our Company website contains links to other websites. Our privacy policy applies only to our website, so if you click on a link to another website, you should read their privacy policy.

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.

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