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Privacy Statement

Portchester Crematorium is a service controlled by a Joint Committee of Councillors representing the City of Portsmouth, the Boroughs of Fareham, Havant and Gosport. This privacy statement describes how Portchester Crematorium will use the personal information collected. We are also committed to protecting and respecting your privacy.

This is a public authority under the Freedom of Information Act 2000 or a Scottish public authority under the Freedom of Information (Scotland) Act 2002

Any information you provide will be held securely and in accordance with the General Data Protection Regulations 2018.

Reasons / purposes for processing information

We process personal information to enable us to maintain our statutory records, accounts and services provided, and to support and manage our staff.

Statutory records will be retained indefinitely as defined by the Cremation Acts. Non-statutory records are retained for an extended period for reference and research purposes.

Who the information is processed about

We process personal information about or:

• Employees
• Customers and clients
• Supplier and services providers
• Advisers, consultants and other professional experts
• Complainants and enquirers

Type / Classes of information processed

We process information relevant to the above reasons/purposes. This may include:

• Personal details
• Financial details
• Employment and education details
• Goods or services provided

Type of data held

• Contact details of Applicants to cremation (names, addresses, telephone numbers)
• Contact details of Staff (names, addresses, telephone numbers and emails)
• Contact details of contractors and suppliers (names, addresses, telephone numbers and emails)

Sharing of data

We will not share or sell your data to third parties, unless required to do so by law. This might be the result of:

• A Court Order
• Legislative duty
• An order by a body that detects crime and fraud

Your personal details will not normally be disclosed to third parties (an exception being bodies responsible for auditing and administering public funds, in order to prevent and detect fraud). In some circumstances however we may need to disclose your personal details to a third party so that they can provide a service you have requested, or fulfil a request for information. Any information about you that we pass to a third party will be held securely by that party, in accordance with the General Data Protection Regulations 2018 and used only to provide the services or information you have requested.

Your rights concerning the data we hold

The legislation gives you the right to:

• Know what information we hold about you and why
• Access the information held
• Change the information if it is incorrect
• Ask that the information be deleted, unless we are required to retain it by law
• Restrict the use of the information
• Request that the data be transferred to a different body
• Object to the way the data is being used

Last updated May 2018