Bradfield Parish Council is committed to protecting and respecting your privacy. For the purpose of the 2018 General Data Protection Regulation, the Data Controller is Bradfield Parish Council, PO Box 13233, Manningtree, Essex, CO11 2BD (clerk@bradfieldparishcouncil.org.uk). When you contact the Parish Council by phone, email or post, in order to deal with any cemetery related matter, we will ask you for certain personal information in order to be able to assist with your enquiry or comment. This information will need to be recorded and stored on our systems for a predefined period.

This Privacy Notice aims to explain:
1. The different kinds of personal data we process
2. How we use your data
3. How we store your data
4. Why we process your data
5. When and why we share your information
6. What are the legal grounds for processing your information.

1. The kind of personal data we process
The information we collect includes the information collected on Notice of Internment and Memorial Application forms; including name, address, Exclusive Right of Burial Holder details (EROB), and the parent's name and address details for a stillborn child.

2. How we use your data

• The data collected is used to administer the Cemetery Service, which includes the purchase/transfer of EROBs, memorial applications, and general and cemetery maintenance enquiries to maintain a safe and welcoming condition.
  
• The data may be used to send you relevant information regarding your enquiry.
  
• We WILL NOT share your information with any external party for marketing or promotional purposes.
  

3. How we store your data
All information you provide to us is stored on our secure servers. We take every precaution to ensure data is safe and secure, however we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we use strict procedures and security features to try to prevent unauthorised access. Personal Data relating to Exclusive Right of Burials, memorials and internments will be held indefinitely in accordance with Burial Law. Personal Data relating to general enquires will be retained for 36 months after the matter has been concluded.

4. Why we process your data
We need to process your data in order to provide you with the cemetery related services that you are requesting, examples include processing EROB purchases and transfers and memorial applications. Unless you provide all the necessary information that we request we will not be able to process your application or request.

5. When and why we share your information
We will not share your information outside of Bradfield Parish Council without your prior permission when we rely on consent as the legal ground for processing, unless a lawful request is made (such as Police, Ministry of Justice etc).

6. What are the legal grounds for processing your information

• With your consent
  
• Where it is in the public interest to do so, for example, to ensure the safe management of our cemetery as public open space
  
• In order to comply with a legal obligation, for example, obligations placed on us in accordance with the applicable health and safety and burial legislation
  
• Where it is in the legitimate interest of Bradfield Parish Council
  
• With your explicit consent or where there is a substantial public interest, for example, when dealing with sensitive issues, such as health or disability issues
  

Further Information
For further information, plus information on access, portability, withdrawal of consent, correction etc. please see: Bradfield Parish Council General Data Protection Regulations.

We work hard to ensure we only gather information we need to process your enquiry and deliver the services in which you are entitled in the best way possible. However, if you have any concerns relating to this or your Privacy in general, please contact the Parish Council Clerk at clerk@bradfieldparishcouncil.org.uk

For more information on Data Protection in general, or if you wish to make a complaint relating to how your personal data has been used, please contact the Information Commissioner Office:

Website: https://ico.org.uk/
Phone helpline: 0303 123 1113
Email: casework@ico.org.uk

This policy has been adopted by the Parish Council at the meeting held on 7th February 2023 under minute reference 177/22 b)