PRIVACY POLICY / TERMS & CONDITIONS

N J NEWBURY & SONS

14 HIGH STREET

BILLINGBOROUGH

SLEAFORD NG34 0QA

Information about you that we collect and use includes:
• Information about who you are e.g. your name, and your contact details
• Information about your deceased relative or friend e.g. their name, age, religion, doctor, occupation, next of kin etc.
• Information about your contact with us e.g. meetings, phone calls, emails / letters
• Information classified as ‘sensitive’ personal information e.g. relating to your deceased relative or friend e.g. health, marital or civil partnership status. This information will only be collected and used where it’s needed to provide the service that you have requested or to comply with our legal obligations
• Information you may provide us about other people e.g. joint applicants or beneficiaries for products you have with us, such as funeral plans

Where we collect your information

We may collect your personal information directly from you, from a variety of sources, including:
• an application form for a product or service
• phone conversations with us
• emails or letters you send to us
• meetings with one of our Funeral Directors or administration staff
If your deceased relative/friend has a funeral plan, the information we collect, and use will most likely have been provided by them.
 We use 24 hour Closed Circuit TV for security purposes in our reception and store front, rear delivery access and Chapel of Rest. This for the security of our clients and customers, including their personal belongings. All CCTV recordings are deleted automatically after two months. This information is only visible to the Funeral Director, unless footage is required to be seen by the law.

Any photographs that are sent to us in any format ( e.g. scanned, emailed, or lent to us in original format ) for the purpose of order of service etc. will returned to you and deleted from our files after the completion of the funeral service.

What we collect and use your information for

We take your privacy seriously and we will only ever collect and use information which is personal to you where it is necessary, fair and lawful to do so. We will collect and use your information only where:
• you have given us your permission to send you information about products and services and / or selected third parties we have chosen to work with which we believe may be of interest and benefit to you
• it’s necessary to provide the product or service you have requested e.g. if you want to apply for a funeral plan, we will require some personal information including your name, address, date of birth, bank account details
• it’s in the legitimate interests of a third party e.g. sharing information with Hospital, Mortuary, Cemetery Office, Funeral Celebrant, etc.
If you do not wish us to collect and use your personal information in these ways, it may mean that we will be unable to provide you with our products or services.
Who we may share your information with

We may share your information with third parties for the reasons outlined in ‘What we collect and use your information for’.
These third parties include:
• Cemetery/Crematorium office
• Coroners
• Church Minister or Celebrants
• Donation recipients
• Nursing Homes/Hospices
• Companies that you chose to support us in the delivery of the funeral services such as, newspapers, organists, florists, refreshment providers, vehicle providers, embalmers etc.
• Our data regulator, the Information Commissioner’s Office for the UK (the ICO)
We will never sell your details to someone else. Whenever we share your personal information, we will do so in line with our obligations to keep your information safe and secure.

Where your information is processed

All of your information is processed in the UK or EEA.
Where your information is being processed outside of the EEA, we take additional steps to ensure that your information is protected to at least an equivalent level as would be applied by UK / EEA data privacy laws e.g. we will put in place legal agreements with our third-party suppliers to ensure they meet these obligations.

How we protect your information

We take information and system security very seriously and we strive to comply with our obligations at all times. Any personal information which is collected, recorded or used in any way, whether on paper, online or any other media, will have appropriate safeguards applied in line with our data protection obligations.
Your information is protected by controls designed to minimise loss or damage through accident, negligence or deliberate actions. Our employees also protect sensitive or confidential information when storing or transmitting information electronically and must undertake annual training on this.
Our security controls are aligned to industry standards and good practice; providing a control environment that effectively manages risks to the confidentiality, integrity and availability of your information.

How long we keep your information

We will keep your personal information only where it is necessary to provide you with our services while you are a customer.
We may also keep your information after this period but only where required to meet our legal or regulatory obligations. The length of time we keep your information for these purposes will vary depending on the obligations we need to meet.

Your individual rights

You have several rights in relation to how Newbury & Sons Funeral Directors uses your information. They are:

• Right to be informed
You have a right to receive clear and easy to understand information on what personal information we have, why and who we share it with – we do this in our Privacy Policy and privacy notices.
• Right of access
You have the right of access to your personal information. If you wish to receive a copy of the personal information we hold on you, you may make a data subject access request (DSAR).
• Right to request that your personal information be rectified
If your personal information is inaccurate or incomplete, you can request that it is corrected.
• Right to request erasure
You can ask for your information to be deleted or removed if there is not a compelling reason for Newbury & Sons Funeral Directors to continue to have it.
• Right to restrict processing
You can ask that we block or suppress the processing of your personal information for certain reasons. This means that we are still permitted to keep your information – but only to ensure we don’t use it in the future for those reasons you have restricted.
• Right to data portability
You can ask for a copy of your personal information. In certain circumstances, you may move, copy or transfer the personal information we hold to another company in a safe and secure way. For example, if you were moving your funeral plan to another provider.
• Right to object
You can object to Newbury & Sons Funeral Directors processing your personal information where: it’s based on our legitimate interests; for direct marketing; and if we were using it for scientific/historical research and statistics.

How to make a complaint

We will always strive to collect, use and safeguard your personal information in line with data protection laws. In the event that you wish to make a complaint about how your personal data is being processed by Newbury & Sons Funeral Directors (or third parties described above), or how your complaint has been handled, you have the right to lodge a complaint directly with the Information Commissioner's Office

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

Telephone: 0303 123 1113
Email: casework@ico.org.uk
Web: https://ico.org.uk/

Terms and Conditions

These terms set out the conditions on which N.J. Newbury & Sons (the company) conducts business.

They are designed to safeguard the interest of the company and its clients and to provide the basis of mutual co-operation and trust

Within these terms “funeral “shall mean the undertaking of the necessary arrangements to bury, cremate or repatriate the deceased.

The Company has no means of independently establishing who has the legal right to arrange a particular funeral and it will therefore contract with any person that purports to have the authority to arrange the funeral by virtue of being the next of kin, an executor of the estate or acting on the instructions of those persons or in the absence of the existence of any executor or family. Hereinafter called the “Client”.

During the initial planning the Company representative may not be aware of all the individual family circumstances and as these are disclosed it may transpire that certain requests cannot be met. In these circumstances the Company will assist in making alternative arrangements but it will not accept any liability for additional costs or losses that may arise as a result.

Third party supplies. The Company is only responsible for those parts of the funeral arrangement that it performs itself. The Company, as a matter of course, makes all other necessary arrangements with third parties on behalf of its clients (such as with Ministers, Cemeteries, Crematoria, Organists, Gravediggers etc.) and it does so as a declared agent. Accordingly the third parties involved (and not the Company) are responsible to the client for the provision of those services.
In most cases the third parties charge the Company for their services and the Company charges its client for those services and shows these as disbursements on the final invoice. The charge by the Company to its clients will be the third party's normal gross price which will not necessarily be exactly the same as the suppliers' net rate payable by the Company. Some third party suppliers offer to invoice the client directly for their services rather than invoicing the Company. N J Newbury & Sons  offers no guarantees of service from third parties. Please refer to the third party terms and conditions.
When this option is available the Company always selects it on the client's behalf. In practice most crematoria ensure that every cremation takes place on the day the deceased person is received by them but there is no guarantee of this. The
“Code of Practice for Cremation” states that the cremation must take place within 72 hours of receipt of the deceased and clients should take note of this that certain crematoria follow this guidance rather than always cremating on the day received.
Some places of worship including cemetery and crematorium chapels are now restricted by fire regulations with regard to the number of people who may enter the building. The Company does not accept any liability if some mourners are declined entry to the building for the funeral service.

 Fees

Fees quoted are exclusive of any relevant duties and taxes and are for completion of the funeral. The Company will forward its final invoice to another person when so instructed by the client. The client is however personally liable for making payment in full of all Company charges and disbursements and simply forwarding the final invoice to another person will not discharge that liability. The client remains liable to the Company until full payment is received by  them. 

Any payment given, donated by anyone else  towards the cost of the funeral  does not  constitute them becoming a 'client'  and therefore has no control  of, or decision making in regards to the funeral that has not been agreed by the client. The company only allows one person to be the signatory and client.

Terms of payment

 A deposit equal to 50% of the total applicable to the funeral shall become due and payable when the client makes the initial arrangements.

The remaining balance to be settled in full prior to the funeral date.

In the case of repatriation full payment is required at the time of booking the funeral.

Refunds to clients of cheques involving DWP payments will incur a £20.00 administrative charge.

 

 Performance

The company undertakes to use all reasonable skill and care to undertake the funeral as requested by the client.

 Governing Law

In the event of a dispute over these terms, or their interpretation, then the jurisdiction of the English Courts shall be final and binding.

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