Rounce Funeral Services Limited

Privacy Policy

Effective date: 20/10/2026
Last reviewed: 20/10/2026

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1. About this Privacy Policy

Rounce Funeral Services Limited is an independent, family-run funeral director based in Worthing, West Sussex. We respect the privacy of the families and individuals who contact us and are committed to handling personal information responsibly, confidentially and securely.

This Privacy Policy explains what personal information we may collect, why we use it, who we may share it with, how we protect it and what rights individuals have under applicable data-protection law.

We aim to collect and use only the information reasonably necessary for the relevant purpose.

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2. Who is responsible for your personal information?

The data controller is:

Rounce Funeral Services Limited

3 Half Moon Parade
Half Moon Lane
Worthing
West Sussex
BN13 2EL

Telephone: 01903 692626
Email: rounce@outlook.com
Website: https://rounce.co.uk

Please contact us using the details above if you have a question about this policy or how we handle personal information.

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3. What information do we collect?

The information we handle depends on the services requested and the circumstances. It may include:

Families and individuals

• Names, addresses, telephone numbers and email addresses.

• Information about family relationships and the person responsible for making funeral arrangements.

• Funeral instructions, preferences, correspondence and details needed to arrange the service.

• Information needed to prepare estimates, invoices, payments and accounts.

• Information supplied by families for funeral tributes, photographs, music, videos, keepsakes or other requested services.

The deceased

• Name, address and relevant identifying details.

• Information necessary to arrange collection, care, funeral services, cremation, burial or other requested arrangements.

• Relevant instructions, documentation and details supplied by families or other appropriate sources.

Website visitors

• Technical information that may be processed when visiting our website, such as information needed for website operation, security and essential functionality.

Enquiries and correspondence

• Information provided through telephone calls, email, in-person conversations and Facebook Messenger.

• Information necessary to respond to enquiries and maintain appropriate records.

Staff, applicants and suppliers

• Relevant contact, employment, recruitment, contractual, financial and administrative information.

CCTV and audio

• Images and, where applicable, audio captured by our security and Chapel of Rest systems. Further information is provided in section 8.

We do not routinely seek additional medical or health information about deceased people or family members beyond what is necessary for funeral arrangements. If sensitive information about a living person is provided or becomes necessary, we will handle it in accordance with applicable data-protection law.

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4. Where does information come from?

We may obtain personal information directly from individuals, including through funeral arrangements, telephone calls, emails, in-person discussions and Facebook Messenger.

We may also receive relevant information from family representatives, hospitals, care homes, medical professionals, registrars, crematoria, burial grounds, funeral-plan providers, other funeral service providers and public authorities where appropriate.

We will take reasonable steps to ensure that information is relevant to the purpose for which it is used.

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5. Why do we use personal information?

We use personal information where reasonably necessary to:

• Respond to enquiries and provide information about our services.

• Prepare estimates and arrange, conduct and administer funerals.

• Communicate with families and relevant service providers.

• Arrange cremation, burial, transport, flowers, tributes, keepsakes and other requested services.

• Prepare invoices, administer payments and maintain appropriate accounting records.

• Meet legal, regulatory and other applicable obligations.

• Maintain appropriate business records and respond to historic enquiries.

• Investigate complaints, resolve disputes and establish, exercise or defend legal claims.

• Protect our premises, investigate security incidents and operate relevant Chapel of Rest services.

• Maintain the security and proper functioning of our website and business systems.

• Recruit and manage staff and administer relevant supplier relationships.

We do not send promotional marketing emails or newsletters to families.

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6. Our lawful bases for processing

Data-protection law requires us to have an appropriate lawful basis for processing personal information. Depending on the purpose and circumstances, these may include:

Contract and pre-contract steps

Processing information necessary to take steps requested before entering into an agreement or to provide and administer funeral services.

Legal obligation

Processing information where necessary to comply with a legal requirement, including applicable accounting, tax or regulatory obligations.

Legitimate interests

Processing information where necessary for legitimate business purposes, provided those interests are not overridden by the rights and freedoms of the individuals concerned. These purposes may include maintaining appropriate business records, responding to historic enquiries, managing complaints, protecting our premises and systems, and dealing with potential legal claims.

Consent

Where consent is the appropriate legal basis, we will seek it and respect an individual's right to withdraw it. We do not rely on consent as a blanket basis for ordinary funeral administration.

The appropriate basis depends on the particular activity and the person whose information is being processed. We are documenting these decisions internally and will review them as necessary.

Where special-category personal data about a living person is processed, an additional legal condition may be required. We do not routinely seek such information beyond what is necessary for the relevant service.

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7. Who may receive personal information?

We share information only where reasonably necessary for the relevant purpose, subject to applicable law and appropriate safeguards.

Recipients may include:

• Crematoria, cemeteries, burial grounds and natural burial grounds.

• Pallbearers, funeral vehicle providers and other transport or collection providers.

• Ministers, celebrants, faith representatives, florists, printers and tribute suppliers.

• Hospitals, care homes, registrars, medical professionals and public authorities where appropriate.

• Funeral-plan providers, payment providers, banks and accounting professionals.

• Suppliers of requested keepsakes and memorial products, including Ashes Into Glass, Laalie Jewellery and Tiller & Co, where relevant to the service requested.

• Our website, email, document, accounting and other business-service providers.

• Professional advisers and other organisations where necessary to meet legal obligations or handle complaints and claims.

Examples of our business-service providers include Wix, Microsoft Outlook, Canva and Xero. We also use Lloyds Bank and Takepayments for relevant banking and payment services, and Kreston Reeves for accountancy.

Different organisations may act as independent data controllers or process information on our behalf, depending on their role. We will not assume that every recipient is a processor.

We aim to share only the information necessary for the relevant service. For example, where we send funeral-file information to our accountants, we seek to limit it to the pages or details needed for the accounting purpose.

We do not sell personal information.

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8. CCTV and audio recording

Our premises include CCTV equipment, including a system used in connection with the Chapel of Rest.

The system may capture images and audio when activated by its configured recording triggers. Its purposes include premises security, investigating incidents or complaints, and supporting the operation of Chapel of Rest services, including the coordination of music and tribute presentations where applicable.

CCTV and audio may capture information about visitors and conversations. We recognise that the Chapel of Rest is a particularly private setting and that people may reasonably expect a high degree of sensitivity and discretion.

Access to footage is restricted. Our current arrangement provides access to the Managing Director. We may preserve and review relevant footage when necessary to investigate an incident, respond to a complaint or deal with a legal claim.

We display signage advising visitors that audio may be recorded.

We are reviewing the necessity and proportionality of audio recording, the technical configuration, retention arrangements and available less intrusive alternatives. The lawful basis and safeguards for these activities must be assessed and documented separately from ordinary funeral administration.

Footage is automatically overwritten by the system, but the exact retention period has not yet been verified. Where specific footage is preserved for an incident, complaint or legal claim, it may be retained for as long as reasonably necessary for that purpose.

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9. How long do we keep personal information?

We retain personal information for as long as reasonably necessary for the purpose for which it was collected, taking account of applicable legal requirements, the nature of the information, the circumstances and the need to maintain appropriate records.

Our current practices include the following:

Completed funeral files

We retain completed funeral files indefinitely for the time being. Families may return many years or decades later for historic information, copies of bills or details of previous arrangements. We recognise the importance of continuity of service and appropriate record-keeping.

This practice will be reviewed periodically to ensure it remains justified and proportionate.

Emails and correspondence

Our email correspondence is generally retained for extended periods because families may need historic information. We will review retention arrangements and preserve information where necessary for a relevant complaint, dispute or legal claim.

Facebook Messenger enquiries

We delete Messenger conversations when an enquiry has clearly finished, unless relevant information needs to be transferred to an appropriate business record or retained for another justified purpose.

CCTV and audio

The system automatically overwrites older recordings. The exact overwrite period remains subject to verification. Footage retained separately for a specific incident, complaint or legal claim may be kept for as long as reasonably necessary.

Accounting, staff and other records

These records are retained in accordance with their purposes and applicable legal or business requirements. Specific retention periods are being documented internally.

We may retain encrypted backup copies for recovery and continuity purposes. Information deleted from our live systems may remain in older backups until those backups are retired and securely erased. We are documenting the arrangements for managing older backups and handling justified deletion requests.

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10. How do we protect personal information?

We take reasonable organisational and technical measures to protect personal information against unauthorised access, loss, alteration or disclosure.

Our current arrangements include restricted access to relevant records, password-protected computers, individual accounts for certain business applications, encrypted offline backups and controlled access to archived records.

We aim to limit access to information to those who need it for their work and to share information only where appropriate.

No system can guarantee absolute security. If a personal-data incident occurs, we will assess it, take appropriate steps to limit its effects, keep a record of the incident and make any notifications required by law.

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11. International transfers and service providers

Some of our service providers may use infrastructure, support services or other arrangements involving organisations outside the United Kingdom.

We are reviewing the relevant provider terms, processing arrangements and international-transfer provisions. Where a restricted international transfer occurs, we will ensure that an appropriate transfer mechanism and safeguards are in place as required by applicable law.

We will not assume that all information remains in the UK without verifying the relevant arrangements.

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12. Your data-protection rights

Depending on the circumstances and applicable law, you may have the right to:

• Request access to personal information about you.

• Ask us to correct inaccurate or incomplete information.

• Request erasure of personal information where the legal conditions are met.

• Request restriction of processing in certain circumstances.

• Object to processing based on legitimate interests.

• Request data portability where the legal conditions apply.

• Withdraw consent where we rely on consent.

These rights are subject to legal conditions and exceptions. For example, we may need to retain certain information to meet legal obligations or establish, exercise or defend legal claims.

To exercise a right, please contact us using the details in section 2. We may need to verify your identity and clarify the information or request involved.

Information about another person will not automatically be disclosed simply because someone is a relative or has an interest in the funeral. We will assess requests in accordance with applicable data-protection law, confidentiality obligations and any relevant authority to act on another person's behalf.

Where someone asks for information about a funeral arranged by another person, we may refer them to the original organiser as an appropriate practical safeguard. This does not replace our obligation to assess any formal data-protection rights request on its own merits.

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13. Complaints

If you have concerns about how we have handled your personal information, please contact us first so that we can consider and respond to your concerns.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent data-protection regulator.

Website: https://ico.org.uk/
Telephone: 0303 123 1113

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14. Cookies and website technologies

Our website is hosted using Wix. Websites may use cookies or similar technologies for essential functionality, security and other purposes.

We have decided to disable Google Analytics 4 because website analytics are not currently a priority for our business. Our intention is to use only essential cookies and similar technologies unless we make a further decision to introduce additional functionality.

Essential technologies are those strictly necessary to provide a service requested by a visitor or to enable the website to function. Where applicable law requires consent for non-essential cookies or similar technologies, we will obtain consent before using them.

The current live website configuration should be checked periodically, particularly after installing applications, adding embedded content or changing website settings, to ensure that it continues to reflect this policy.

For further information about cookies and your browser's cookie controls, please consult your browser provider's guidance.

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15. Children and vulnerable individuals

Our services may involve information about children or individuals who need additional support. We aim to handle such information sensitively and only use it where reasonably necessary for the relevant service or another lawful purpose.

Where appropriate, we may communicate with a parent, guardian, authorised representative or other appropriate person. We will consider confidentiality, authority to act and the circumstances before disclosing information.

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16. Automated decision-making

We do not currently intend to use personal information to make solely automated decisions that produce legal or similarly significant effects on individuals.

If our practices change, we will review the relevant legal requirements and update this policy where necessary.

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17. Changes to this Privacy Policy

We may update this Privacy Policy when our business practices, service providers, technology or legal obligations change.

The current version will be made available on our website, with the effective date and last-reviewed date shown at the beginning of the policy.

We will review the policy periodically and amend it where necessary to keep it accurate and useful.

Rounce Funeral Services Limited
3 Half Moon Parade, Half Moon Lane, Worthing, West Sussex BN13 2EL
Telephone: 01903 692626
Email: rounce@outlook.com
Website: https://rounce.co.uk