The term “Personal Data” refers to personally identifiable information such as name, address, date of birth and telephone number. The term “Special Category Data” refers to more sensitive data such as information regarding religion, race, ethnic origin, genetics, politics, trade union membership, health, etc. We will process personal data, which may include Special Category Data, in accordance with the applicable data protection law and on the legal basis that is necessary to set-up, administer and carry out the funeral plan, and for business management purposes.
We will also share your data with the whole of life assurance policy provider to which your plan is linked (Royal London, Reliance Mutual or Ecclesiastical Life Limited) and your selected funeral director in order that they can carry out the plan.
We will share your data with an alternative funeral director of your choosing if you move to a different area.
In addition, if you purchase a funeral plan from one of our carefully selected affinity partners, the partner firm will hold and process your data also. We do not share, sell nor distribute Personal Data to unrelated third parties for marketing purposes.
You may provide us with your Personal Data in order to receive information, advice, products or services from us. We may request personal information about you such as your name, address, date of birth, email address, telephone number and we may ask for information which enables us to provide a personalised service to you. We may also capture the following information if it is provided it as part of the funeral plan application:
We sometimes supplement the information that you provide with information that is received from third parties. For instance, if inaccurate postcodes are received, we will use third party software to fix them.
If we receive a funeral plan application form that includes the Personal Data of a third party for example, relating to a power of attorney, next of kin or planholder (where someone buys a funeral plan on behalf of someone else), we may process such Personal Data in order to provide the funeral plan. In addition, we may hold information about your position as attorney for the purpose of administering products or services to the third party for whom you act as attorney.
We process your Personal Data only for specific and limited purposes. We ask only for data that is adequate, relevant and not excessive for those purposes. Some of these purposes may include the following:
When you sign your application form, you give us consent to process your data which may include Special Category Data. We hold Personal Data which may include Special Category Data for funeral plans that have been claimed upon for a period of seven years in case of queries, fraudulent claims and complaints. Information is then securely deleted.
We may combine data for analysis purposes in order to make business decisions. We will always aim to anonymise this information, for example, using postcode rather than full address.
You can cancel your plan in writing or via email and we will update our records and process the cancellation in line with our terms and conditions. We will retain your records for a period seven years in case of queries, fraudulent cancellations and complaints. Records will then be securely deleted after this time.
In addition to the information we collect as described above, we use technology to collect anonymous information about the use of our website. For example, we use technology to track which pages of our website our visitors view. We also use technology to determine which Web browsers our visitors use. This technology does not identify you personally; it simply enables us to compile statistics about our visitors and their use of our website.
We use this anonymous data to improve the content and functionality of our website and our e-mail updates, to better understand our customers and visitors, and to improve the services we offer.
In order to collect the anonymous data described in the preceding paragraph, we may use temporary “cookies” that remain in the cookies file of your browser until the browser is closed. We consider none of them to be intrusive to you; in fact some will enhance your experience on our website. The cookies that we collect are:
Cookies by themselves cannot be used to discover the identity of the user. A cookie is a small piece of information which is sent to your browser and stored on your computer’s hard drive. Cookies do not damage your computer. You can set your browser to notify you when you receive a cookie. This enables you to decide if you want to accept it or not.
We also use your IP address to help diagnose problems with our server and to administer our website. An IP address is a numeric code that identifies your computer on a network, or in this case, the Internet. Your IP address is also used to gather broad demographic information, such as determining how many of our visitors are from outside of the UK. We may also perform IP lookups to determine which domain you are coming from (i.e. aol.com, yourcompany.com) to more accurately gauge our users' demographics. If you choose to accept these cookies, we believe that it will only enhance your experience on our website. If you choose to accept these cookies, we can’t change that choice for you in the future. We may add further cookies which we consider to be no intrusive in the future. By agreeing to the cookies today, you are also agreeing to cookies which we may choose to use in the future.
We do not share with, nor sell nor distribute your Personal Data to unrelated third parties for marketing purposes.
We may share various details about you with our partners, and other agents in order to provide you with the specific service you require or to look after products you have with us, or in connection with your funeral plan, and in the processing of funeral plan claims.
We may share or transfer the information in our databases to comply with a legal or regulatory requirement, for the administration of justice (for example law enforcement agencies), interacting with anti-fraud databases, to protect your vital interests, the Unclaimed Assets Register (for example in connection with the possible recovery by you of unclaimed distribution payments) to protect the security or integrity of our databases or this website, to take precautions against legal liability, or in the event of our sale, merger, reorganisation, transfer of business, dissolution or similar event.
If false or inaccurate information is provided and fraud is identified, details will be passed to fraud prevention agencies. Law enforcement agencies may access and use this information. We and other organisations may also access and use this information to prevent fraud and money laundering, for example, when:
We and other organisations may access and use information provided by fraud prevention agencies.
If we sell or buy any business or assets, in which case we may disclose your Personal Data to the prospective seller or buyer of such business or assets. Where appropriate, before disclosing Personal Data to a third party, we contractually require the third party to take adequate precautions to protect that data and to comply with applicable law.
Please contact the Data Protection Officer at the address below if you would like to receive details of the relevant fraud prevention agencies.
We strive to maintain the reliability, accuracy, completeness and currency of Personal Data in our databases and to protect the privacy and security of our databases. The security measures in place on our website and computer systems, aim to protect the loss, misuse or alteration of the information you provide to us. We keep your Personal Data only for as long as reasonably necessary for the purposes for which it was collected or to comply with any applicable legal or regulatory requirements, or our data retention policy.
We implement and maintain appropriate technical and organisational measures to ensure the ongoing confidentiality, integrity, availability and resilience of information processing systems and services. This includes, but is not limited to, conducting due diligence on our suppliers, testing effectiveness of information security, operating a framework of information security controls and documenting our policies which are regularly reviewed.
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 GDPR) disclose to you the Personal Data we hold about you, for example if you wish to see a copy. We will respond to your request within one calendar month of receiving it. We may ask you to provide further information and/or validation of your identity. We will store details of subject access requests indefinitely. If we receive multiple requests, we reserve the right to make a small charge.
If you wish to make a subject access request, relating to Personal Data held about you by the Ecclesiastical Group of companies, please write to The Data Protection Officer, Ecclesiastical Planning Services, Benefact House, 2000 Pioneer Avenue, Gloucester Business Park, Brockworth, Gloucester, GL3 4AW or call us on 0800 633 5626.
You can withdraw your consent for us to hold your data including Special Category Data but this may mean we are unable to carry out your funeral plan which will be cancelled in line with our Funeral Plan Terms and Conditions.
You can ask us to remove or delete your Personal Data from our records if there is no compelling reason for us to hold it and subject to specific circumstances under the General Data Protection Regulation. 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.
Upon your written request, you can ask us to transfer your machine-readable Personal Data held in our systems to an alternative provider for example. The data would be restricted to your Personal Data, your funeral plan name and value. Alternatively we can provide information to you in order that you can pass it to third parties. We will respond within one calendar month of receiving your request.
From time to time we issue anonymous customer satisfaction surveys which you can choose to complete or ignore. The purpose of the survey is to find out why you took out a funeral plan and to ensure you received appropriate information during the process. Our surveys can be completed anonymously. We collate the results and use these for business decision making and for monitoring and quality control purposes. We may also share the overall results with funeral directing firms.
If you provide your Personal Data as part of this process and provide consent for us to share your views with your funeral director, we will do so but we will not share your Personal Data. This information will not be used for marketing purposes. We will anonymise surveys results within three months of the survey closing date.
Our website contains hyperlinks to other pages on our website. We may use technology to track how often these links are used and which pages on our website our visitors choose to view. Again this technology does not identify you personally – it simply enables us to compile statistics about the use of these hyperlinks.
Ecclesiastical Planning Services does not transfer data outside of the EEA. If data processing takes place outside the European Economic Area, we will make suitable arrangements for your personal information to be protected.
We will not send you information about other products and services.
Please refer to our complaints policy in your funeral plan terms and conditions. If you need more information on how we handle complaints, we can send you a copy of our complaints procedure. If we cannot resolve your complaint, you may refer it to the Funeral Planning Authority by calling 0345 601 9619.
If you are unhappy with the way in which your data has been handled, you can write to the Information Commissioner’s Office (ICO) if you believe we have breached data protection laws. For more information visit www.ico.org.uk. Making a complaint with the ICO will not affect any other legal rights.
Our group of companies includes Ecclesiastical Insurance Group plc (EIG) Reg No 1718196. Ecclesiastical Insurance Office plc (EIO) Reg No 24869. Ecclesiastical Life Ltd (ELL) Reg No 243111. Ecclesiastical Financial Advisory Services Ltd (EFAS) Reg No 2046087. Ecclesiastical Underwriting Management Ltd (EUML) Reg No 2368571. E.I.O. Trustees Ltd Reg No 941199. EdenTree Investment Management Ltd (EIM) Reg No 2519319. All companies are registered in England at Benefact House, 2000 Pioneer Avenue, Gloucester Business Park, Brockworth, Gloucester, GL3 4AW. EIO and ELL are authorised by the Prudential Regulation Authority and regulated by the Financial Conduct Authority and the Prudential Regulation Authority. Firm Reference Number 113848 (EIO) and 110318 (ELL). EFAS and EIM are authorised and regulated by the Financial Conduct Authority. Firm Reference Number 126123 (EFAS) and 527473 (EIM). EUML is an appointed representative of EIO who is authorised by the Prudential Regulation Authority and regulated by the Financial Conduct Authority and the Prudential Regulation Authority. Firm Reference Number 402228.