Data Subject Access Request (SAR) Policy

 

Rounce Funeral Services Limited

 

Effective date: 22 October 2026
Last reviewed: 22 October 2026

 

1. Our commitment to your data rights

At Rounce Funeral Services Limited, we respect your right to understand how your personal information is used and to access the information we hold about you.

 

This policy explains how you can request a copy of your personal information, how we handle requests and what you can expect from us.

 

We handle all requests with care, confidentiality and in accordance with applicable UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, as amended.

 

2. What is a Subject Access Request?

A Subject Access Request (SAR) allows you to ask whether we hold or use personal information about you and, where applicable, to obtain a copy of that information and supplementary details about how it is processed.

 

Your request may relate to specific information or to the personal information we hold about you more generally.

The right of access applies to your own personal information. It does not automatically give you the right to access another person's information, even if that person is a relative or has received services from us.

 

3. How to make a request

You can make a request verbally or in writing. You do not need to use the term “Subject Access Request” or complete a special form.

 

To help us deal with your request efficiently, please provide enough information for us to understand what you are seeking. Where possible, include your full name, contact details and any relevant information that will help us locate the records.

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You can contact us using either of the following methods:

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Email: rounce@outlook.com

 

Post or in person:
Rounce Funeral Services Limited
3 Half Moon Parade
Half Moon Lane
Worthing
West Sussex
BN13 2EL

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We will record requests received verbally and ensure they are passed to the appropriate person for handling.

 

4. Verifying your identity and authority

To protect your personal information, we may need to verify your identity before providing a response. We will only request identification where reasonably necessary and will aim to keep this process proportionate.

 

If you are making a request on behalf of another person, we will need to establish that you have the appropriate authority to act for them. This may include checking written authorisation or other relevant evidence, depending on the circumstances.

 

We will explain if further information is needed to process your request.

 

5. How we handle your request

When we receive a request, we will:

• Establish what information is being requested and whether we need any clarification.

• Carry out reasonable and proportionate searches of relevant records and systems.

• Review the information to determine what can be disclosed and whether any legal restrictions or exemptions apply.

• Take appropriate steps to protect the personal information of other individuals.

• Provide our response securely and in an accessible format.

 

In some circumstances, information may need to be withheld or redacted, for example where disclosure would adversely affect another person's rights or where a legal exemption applies. If we cannot provide some or all of the information requested, we will explain the position where we are legally required to do so.

 

6. How long will it take?

We will respond without undue delay and normally within one month of receiving your request.

 

If a request is complex or we receive a number of requests from you, the applicable time limit may be extended by up to a further two months where permitted by law. If an extension is necessary, we will inform you within the initial response period and explain the reason.

 

If we reasonably need further information to identify you, establish authority or clarify the scope of your request, we will contact you as soon as possible. Any effect on the response deadline will be handled in accordance with applicable data protection requirements.

 

7. Is there a charge?

We will normally deal with a Subject Access Request free of charge.

 

In limited circumstances permitted by law, we may charge a reasonable fee or refuse to act on a request that is manifestly unfounded or excessive. Any such decision will be considered on its individual circumstances, and we will explain the reasons and relevant options to you.

 

8. What if you are unhappy with our response?

If you have concerns about how we have handled your request, please contact us using the details in section 3 so that we can review the matter.

 

You also have the right to raise a concern with the Information Commissioner's Office (ICO), the UK's independent data protection regulator.

 

You can find guidance and information about making a complaint on the ICO website:

www.ico.org.uk

 

9. Further information

For more information about how Rounce Funeral Services Limited collects, uses, stores and protects personal information, please read our Privacy Policy.

 

We aim to handle every request fairly, securely and respectfully, while protecting the privacy and rights of everyone concerned.