Privacy Notices - Kingsdown crematorium and cemetery Privacy Notice


You need to be aware of this Privacy Notice if you are an applicant for cremation, an applicant for a burial, a grave owner, or an applicant for a memorial.

What is a Privacy Notice?

A ‘privacy notice’ is a statement issued by an organisation which explains how personal and confidential data about individuals is collected, used and shared.

Who is collecting and using your personal data?

Swindon Borough Council is the data controller. This means it decides how your personal data is processed and for what purposes.

Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of data is governed by the General Data Protection Regulation 2016/679 (the “GDPR”).

What personal data do we collect?

Full Name, address, contact email and or telephone number.

Information on the applicant for either cremation or burial; lease holder or potential entitled graves and owners who renounce their entitlement. 

How do we process your personal data?

Data is stored on encrypted computers. Statutory paperwork is locked away on site and kept for the statutory requirement and then destroyed when required.

Why do we need your personal information?

To contact you regarding any cremations; burials or memorial applications, renewals or terminations.

For statistical analysis of any feedback that is required.

How the law allows us to use your information?

In accordance with article 6 of the GDPR, data processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the data controller.

Who do we share your information with?

We will not share your personal data outside of Swindon Borough Council except to prevent fraud or if required to do so by law.

We may contact you in the future as part of the analysis of feedback.

How do we protect your information?

We will do what we can to make sure we hold records about you (on paper and electronically) in a secure way, and we will only make them available to those who have a right to see them.

Examples of our security include:

  • controlling access to systems and networks allows us to stop people who are not allowed to view your personal information from getting access to it
  • training for our staff which allows us to make them aware of how to handle information and how and when to report when something goes wrong
  • regular testing of our technology and ways of working including keeping up to date on the latest security updates (commonly called patches).
How long do we keep your personal information?

Burials and graves

Applications for burial and other related documents, paper and electronic. -
In perpetuity – Best practice.

Application for Exhumation and licences granted by the MOJ  - England
15 years - Destroyed Best Practice. Recommended by the Institute of Cemetery and Crematorium Management and Audit.

Application for Grant of exclusive rights of burial and Register of grants – England. In perpetuity – Best practice.

Grave Memorial Permit requests by Memorial masons for installation of a stone on to a grave - 15 Years - Destroyed Best Practice Recommended by the Institute of Cemetery and Crematorium Management and Audit.

Burial, Grave and disinterment register’s - Perpetuity - Local Authority Cemeteries Order 1977.

Statutory Grave and or Memorial Deeds (grant of right to erect and
maintain a memorial) – Perpetuity - Local Authority Cemeteries Order, 1977.

Records/ paperwork relating to the transfer of the exclusive rights of burial,
In perpetuity – Best practice.


Applications for cremation, and other related documents 15 years (paper) 2 years (electronic copies) - Destroyed Best Practice - Recommended by the Institute of Cemetery and Crematorium Management and Audit.

Cremation Register, Perpetuity Cremation Regulations 2008 section 34.

Cremation memorial

Application / lease agreement for cremation memorials. For the period of
the lease unless this is renewed for a further period - Destroyed  - Contractual and Audit.

Application of Inscription in to the Book Of Remembrance - 6 years -  Destroyed - Contractual and Audit.


Enquiry relating to burial, cremation, memorial or grounds. Complaint relating to burial, cremation, memorial or grounds. 3 years - Destroyed Best Practice

Cameras installed in the car parks and front of Chapel, recording vehicles coming in and out. 28 days. Disc is over written.


What you can do with your information?

Unless subject to an exemption under GDPR, you have the following rights with respect to your personal data:

  • The right to request a copy of your personal data which Swindon Borough Council holds about you
  • The right to request that Swindon Borough Council corrects any personal data if it is found to be inaccurate or out of date
  • The right to request your personal data is erased where it is no longer necessary for Swindon Borough Council to retain such data
  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing
  • The right to object to the processing of personal data
  • The right to lodge a complaint with the Information Commissioners Office

For further details on how your information is used, how we maintain the security of your information, and your rights to access information we hold on you please contact

Your right to complain

Our complaints team can be contacted via the following address: Customer Services, Swindon Borough Council, Civic Offices, Euclid Street, Swindon SN1 2JH or email

We would prefer any complaints to be made to us initially so that we have the opportunity to see if we can put things right.  However, if you are unhappy with the way we have processed your information or how we have responded to your request to exercise any of your rights in relation to your data, you can raise your concerns directly with the Information Commissioner’s Office.

What if you do not provide personal data?

You do not have to provide your consent and you can withdraw your consent at any time.

How will we ensure compliance?

By completing and submitting your application you give your consent that all of the data and information you provide may be used for the purposes described in this Privacy Notice.

As a local authority we will ensure that we carry out consistent protocol checks.

Main privacy notice

You are viewing the Privacy Notice for Births, marriages and deaths.

Read the main Privacy Notice