Data Protection Policy

Data Protection & Privacy Policy for MyFuneralManager

Effective Date: 16th May 2026

This Privacy and Data Protection Policy explains how MyFuneralManager collects, uses, stores, protects, and processes personal data through the use of our cloud-based funeral management platform and associated services.

By using MyFuneralManager, you agree to the practices described in this Policy.

1. Who We Are

MyFuneralManager is a UK-based provider of cloud-based funeral management software designed for funeral homes, mortuaries, crematoria, embalmers, transportation providers, and related funeral industry professionals.

2. Contact Information

Company Name: MyFuneralManager

Website:
MyFuneralManager Website

Email:
[email protected]

Postal Address:
7 The Close
Queens Walk
Thornton Cleveleys
Lancashire
FY5 1JX
United Kingdom

3. Scope of This Policy

This Policy applies to:

  • Visitors to our Website;
  • Customers using the Service;
  • Authorised Users of Customer accounts;
  • Personal data processed through our platform;
  • Funeral-related operational records stored within the Service.

4. Data We May Collect

We may collect and process the following categories of information:

4.1 Customer Account Information

  • Names
  • Email addresses
  • Telephone numbers
  • Business details
  • Billing information
  • Login credentials

4.2 Funeral and Operational Records

  • Deceased records
  • Funeral arrangement details
  • Transportation records
  • Mortuary care records
  • Cremation or burial documentation
  • Audit logs
  • Case notes
  • Internal operational records

4.3 Technical Information

  • IP addresses
  • Browser information
  • Device information
  • Access logs
  • Usage analytics
  • Security logs

4.4 Communication Data

  • Emails
  • Support requests
  • Contact form submissions
  • Customer service interactions

5. Special Category and Sensitive Data

Because MyFuneralManager operates within the funeral industry, the Service may process sensitive personal information and records relating to deceased individuals and associated family members.

Customers remain responsible for ensuring they have a lawful basis for processing all data entered into the Service.

6. How We Use Personal Data

We use personal data to:

  • Provide and operate the Service;
  • Manage Customer accounts;
  • Process subscriptions and payments;
  • Provide support and technical assistance;
  • Improve platform functionality;
  • Maintain security and system integrity;
  • Comply with legal obligations;
  • Monitor system performance and reliability.

7. Legal Basis for Processing

We process personal data under one or more of the following lawful bases:

  • Performance of a contract;
  • Legitimate business interests;
  • Compliance with legal obligations;
  • Consent where required.

8. Data Storage Locations

8.1
All operational data and backup data is stored and processed within secure infrastructure located in the United Kingdom and/or Ireland.

8.2
We use commercially reasonable technical and organisational safeguards to protect Customer data against unauthorised access, loss, misuse, or disclosure.

9. Backups and Disaster Recovery

9.1
MyFuneralManager performs routine backups to support disaster recovery and business continuity.

9.2
While reasonable efforts are made to maintain reliable backups, we do not guarantee that backups will always be available, complete, current, or capable of full restoration.

9.3
Customers remain responsible for maintaining their own exported copies of important records where necessary.

9.4
To the fullest extent permitted by law, MyFuneralManager shall not be liable for:

  • loss of backup data;
  • corruption of records;
  • incomplete restorations;
  • accidental deletion;
  • cyber incidents;
  • third-party infrastructure failures; or
  • consequential loss arising from data loss.

10. Data Retention

10.1
We retain personal data only for as long as reasonably necessary:

  • to provide the Service;
  • to comply with legal obligations;
  • for security purposes;
  • for dispute resolution;
  • for operational continuity.

10.2
Following account termination, certain records may be retained for a reasonable period for backup, legal, or compliance purposes.

11. Sharing of Data

We do not sell Customer data.

We may share data only:

  • with trusted hosting and infrastructure providers;
  • where legally required;
  • to protect legal rights;
  • to prevent fraud or security threats;
  • with authorised service providers assisting in operation of the Service.

All third-party providers are expected to maintain appropriate data protection standards.

12. Security Measures

We implement reasonable technical and organisational security measures including:

  • encrypted connections (SSL/TLS);
  • access controls;
  • authentication protections;
  • server security monitoring;
  • routine backups;
  • restricted administrative access.

However, no internet-based system can ever be guaranteed completely secure.

13. User Responsibilities

Customers and Users are responsible for:

  • maintaining secure passwords;
  • controlling user access permissions;
  • ensuring lawful processing of uploaded data;
  • protecting exported records;
  • reporting suspected unauthorised access promptly.

14. Cookies and Analytics

Our Website may use cookies and analytics technologies to:

  • improve user experience;
  • monitor Website performance;
  • understand visitor behaviour;
  • maintain security.

Users may control cookies through their browser settings.

15. Your Data Protection Rights

Subject to applicable law, individuals may have rights to:

  • access personal data;
  • request correction;
  • request deletion;
  • restrict processing;
  • object to processing;
  • request data portability;
  • lodge complaints with a supervisory authority.

Requests may be submitted to:
[email protected]

16. Data Breaches

In the event of a personal data breach, we will take appropriate steps in accordance with applicable UK GDPR and Data Protection laws.

17. Third-Party Services

Our Service may contain integrations or links to third-party services. We are not responsible for the privacy practices or content of third-party platforms.

18. Changes to This Policy

We may update this Privacy and Data Protection Policy periodically.

Updated versions will be published on the Website with a revised effective date.

Continued use of the Service after updates constitutes acceptance of the revised Policy.

19. Governing Law

This Policy is governed by the laws of England and Wales.

Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.