1) Who this policy covers
This policy covers W.S. Ingham & Son Ltd only. We are not responsible for third party organisations we share your data with – they will have their own Document Retention Policy.
2) Retaining your personal data
To provide a tailored service now and in the future (we regularly use archived records for reference purposes at the request of next of kin), and also for any future requests to exhume the remains of a deceased person, including cremated remains we collect personal information and customer data from families.
This information will be used for the purposes of completing statutory application forms for Cremation / Burial to fulfil the contract. We will retain all data for indefinite period unless you specify differently.
Electronic records are archived within the database as soon as all action is completed following the funeral service date (usually within 1 month). Records are retained indefinitely unless you specify differently.
Paper records are archived after 3 months in a secure location (onsite) where they will remain for an indefinite period unless you specify differently.
4) Destruction of documents
If you have asked us not to retain personal data indefinitely, all paper records will be destroyed by shredding with a cross-cutter shredder 12 months following the funeral, (except those records we are legally obliged to keep for HMRC which will be retained for 7 years). An entry will be made in the Destruction Log of when these files were destroyed. We will also ensure that any electronic archived files are also deleted permanently from our systems at the same time.
5) Any concerns
If you have any concerns about the management of documentation, please write to us by email to firstname.lastname@example.org or by post to W.S. Ingham & Son Ltd, 11 Poplar Grove, Forest Town, Mansfield, Notts NG19 0HW