Privacy Policy


Who are we?

 We are E. Gill & Sons Ltd, 55 Albert Street, Newark, Nottinghamshire, NG24 4BQ.
Registered Company: 03614653
 We are registered as a data controller with the Information Commissioner with
registration number. ZA306206

What information do we collect from you?

 We collect name and contact details from enquirers and clients.


Why do we collect this information?

 To reply to your enquiry and/or provide funeral services and plans to our clients.


What do we do with this information?

 We contact you to assist with funeral enquiries and arrange the funeral.
 We make funeral arrangements with third party suppliers.
 We arrange funeral plans on your behalf with Ecclesiastical Planning Services.


Who might we share your information with?

 Our third party suppliers; e.g. the crematorium or cemetery, minister or celebrant,
doctors, florist, musician, venues, newspaper for obituary, E. Gill & Sons
(Memorials) Ltd, online memorial site, chosen charities, vehicle hire company,
catering venues, etc.
 Ecclesiastical Planning Services to arrange a funeral plan.

How long do we keep your information?

 We keep records of funerals indefinitely in case the family contact us again in the
future.



How can I access the information you hold about me?

Upon receipt of your written request and enough information to permit us to identify your
Personal Data, we will (subject to the exceptions to the requirement to disclose under the
DPA) disclose to you the Personal Data we hold about you within a maximum of 30 days.
Requests to delete Personal Data are subject to any applicable legal and regulatory
requirements or document retention obligations and any of our current contracts which are
still in force.
Our contact details are:
E. Gill & Sons Ltd
55 Albert Street
Newark
Nottinghamshire
NG24 4BQ

or you can email iangill@egillandsons.co.uk

Does your website use cookies?
Our website does not collect cookies.

What information do we collect from you?

The information we collect from you is
Personal data type Source

Name and surname Enquiry/funeral arrangement
Address Enquiry/funeral arrangement
Phone number(s) Enquiry/funeral arrangement
Email(s) Enquiry/funeral arrangement
Relationship to deceased Enquiry/funeral arrangement
Video footage of vehicle storage area CCTV cameras

Why do we collect this information?

The personal data we collect will be used for the following purposes:

 To reply to enquiries about our services.
 For the professional fulfilment of the funeral service as instructed by you including
working with third parties on your behalf.
 For the account and full payment of the funeral service.
 For your pre-paid funeral plan if applicable and instructed by you.
 We keep details of funerals on file so we have a record for future reference; e.g. if the
family gets in touch in the future and asks for a similar funeral.
 We use Closed Circuit TV for security purposes in our vehicle storage area.

Our legal bases for processing for the personal data are:

 Taking steps at your request prior to entering into a contract with you.
 Performance of the contract to provide funeral services as instructed by you.
 Our legitimate interests in being able to provide a similar funeral to a previous one on
request by the family without having to ask too many questions at a difficult time for
the family.
 Our legitimate interests in maintaining security at our premises.

What do we do with this information?

We will process your personal data to achieve the above purposes as follows:

 To share your data from your original enquiry made to us either by phone, online
website form, email, paper letter or in person, or a third party source, with our

colleagues in order to assist you with a funeral enquiry including the removal of the
deceased
 To store your data along with the deceased information on our CRM system
indefinitely in case of future historical reference to funeral details is required such as
the provision of exhumation, repeat of family services, plot information etc.
 To contact you by phone, email and paper communications to be able to make all the
necessary funeral arrangements on your behalf
 To visit you if you instruct us to your home address or mutually convenient place in
order to make the funeral arrangements
 To pass on your details to our third party suppliers; including if applicable the
crematorium or cemetery, minister or celebrant, doctors, florist, musician, venues,
newspaper in the case of an obituary, online memorial site in the case of an online
memorial being set up, E. Gill & Sons (Memorials) Ltd in the event a memorial is to
be ordered, vehicle hire company, hired in bearing and temporary staff or freelancers,
catering venues, etc.
 To pass on your details to Ecclesiastical Planning Services if you apply for a pre-paid
Funeral Plan or make a pre-paid funeral plan enquiry
 To keep the full details until the account has been paid in full. Thereafter, or 3 months
after the funeral (whichever is later), all paper details are destroyed and one copy
summary client record is kept securely in a locked place and in electronic copy in our
CRM system on our secure server.
 To pass on your details to our debt collection agency if the payment terms are not
met.
 To contact you to make arrangements for return of the deceased’s cremated remains
to you or as instructed by you elsewhere.

We do not use your information for marketing purposes.

We will only transfer your personal data outside the United Kingdom to the extent we need to
make funeral arrangements with third parties in another country; e.g. where the deceased or
remains are to be collected from abroad or where a funeral is arranged abroad.

Who might we share your information with?

E. Gill & Sons Ltd will not pass on your personal data to third parties without first obtaining
your consent to our instructing them to provide the particular service required. The following
third parties may receive your personal data for the following purpose(s):

 Doctor(s) if medical certification is required/applicable
 An embalmer for the deceased if required/applicable
 Local crematorium for the purpose of organising cremation of the deceased
 Local cemetery/crematorium for the purpose of organising burial/cremation of the
deceased

 A nominated minister or celebrant for the purpose of arranging details of the funeral
service
 A local musician for the purpose of liaising with you for your musical choices for the
funeral service
 A florist(s) for the purpose of arranging the flowers for the funeral service
 A venue(s) for the purpose of holding the reception as part of the funeral service
 A caterer for the purpose of arranging the details of the funeral reception
 A vehicle hire company or transportation agency including the provision of horses for
the purpose of transport of the deceased and cortege at the funeral
 A printer or designer if creating the funeral service sheets externally to E. Gill & Sons
Ltd
 MuchLoved memorial site if providing an online tribute page for the deceased
 To your chosen charity/charities for the purpose of acknowledging receipt of
donations
 Ecclesiastical Planning Services if an application or enquiry for a pre-paid funeral
plan is made

How long do we keep your information?

E. Gill & Sons Ltd will process personal data for up to three months after you contact us or
the date of the funeral/for as long as is necessary to allow us to fulfil your funeral services
and will securely store the personal data indefinitely so we have a record of the funeral for
the purposes stated above.

How can I access the information you hold about me?

Your rights as a data subject

 Right of access – you have the right to request a copy of the information that we hold
about you.
 Right of rectification – you have a right to correct data that we hold about you that is
inaccurate or incomplete.
 Right to be forgotten – in certain circumstances you can ask for the data we hold
about you to be erased from our records.
 Right to restriction of processing – where certain conditions apply to have a right to
restrict the processing.
 Right of portability – you have the right to have the data we hold about you
transferred to another organisation.
 Right to object – you have the right to object to certain types of processing such as
direct marketing.
 Right to object to automated processing, including profiling – you also have the right
to object to the legal effects of automated processing or profiling. We do not carry
out automated processing or profiling.

 Right to judicial review: in the event that E. Gill & Sons Ltd refuses your request
under rights of access, we will provide you with a reason as to why. You have the
right to complain as outlined below.

All of the above requests will be forwarded on should there be a third party involved in the
processing of your personal data.
Please note that the above legal rights apply to the personal data we hold about you, as a
living person, rather than any data relating to the deceased.

Complaints

In the event that you wish to make a complaint about how your personal data is being
processed by E. Gill & Sons Ltd (or third parties as described in ‘who might we share your
data with”), or how your complaint has been handled, you have the right to lodge a complaint
with us or directly with the supervisory authority.

The details for each of these contacts are:
​Supervisory authority contact details

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Email: https://ico.org.uk/concerns/ (for Live Chat via internet)
Telephone: 0303 123 1113
Ian Gill
E. Gill & Sons Ltd
55 Albert Street
Newark
Notts
NG24 4BQ
iangill@egillandsons.co.uk
Telephone – 01636 677461