Privacy notice

Draft for approval. Last updated 20 October 2026.

This notice explains what personal information Fondly Remembered collects, why, how long we keep it and what your rights are. We have written it to be read, not to be skimmed past; if anything is unclear, please contact us.

Who we are

Fondly Remembered is run by Fondly Remembered Ltd, registered in England and Wales [company number to be added], of Unit 15 Scottow Enterprise Park, Lamas Road, Scottow, Norfolk, NR10 5FB. We are the controller of the personal information described here, which means we decide how it is used and we are responsible for it.

You can contact us about privacy at support@fondlyremembered.co.uk or by post at the address above.

Notices about people who have died

Funeral notices are about people who have died. UK data protection law protects living people, so most of the information in a notice is not personal data. A notice can still mention living people, such as family members named in a tribute, or the funeral arrangements. Funeral directors publish notices with the family's agreement, and anyone can ask us to correct or remove a notice using the "Report a problem" link on it.

What we collect and why

If you leave a message in a book of condolence, we keep your name and message, which are shown on the notice. If you give your email address, we use it only to contact you about your message and, if you ask us to, to send you an anniversary reminder. We do not show your email address.
Lawful basis: legitimate interests (publishing the condolences you choose to share); consent for anniversary reminders, which you can withdraw at any time.

If you sign up for alerts about a surname or a county, we keep your email address and what you asked to be told about, and email you when a matching notice is published.
Lawful basis: consent. Every alert email has a link to stop them.

If you report a problem, we keep your report and your email address so we can confirm the report came from you, look into it and tell you the outcome.
Lawful basis: legitimate interests (keeping the site accurate and safe) and our legal duties under the Online Safety Act 2023.

If you work for a funeral director with an account, we keep your name, email address, phone number if given, sign-in details (your password is stored only in a scrambled form we cannot reverse), two-step sign-in settings, and a record of the notices you create and change. For the business we keep its name, registration details, office, the area it covers and the details it chooses to show on its page.
Lawful basis: contract (providing the service your business signed up to) and legitimate interests (security and keeping records of changes).

If you post a single notice yourself (when that service opens), we keep your name, contact details and what we need to check the notice before it is published. Payment is handled by our payment provider; we never see or keep your full card details.
Lawful basis: contract.

When anyone uses the site, we do not store your IP address with what you do. To stop spam and abuse, we keep a scrambled stand-in for it (a keyed hash) alongside messages, reports and applications, which cannot be turned back into the address. Our servers keep short technical logs for security, which are deleted after [30] days.
Lawful basis: legitimate interests (preventing abuse and keeping the service secure).

We do not sell personal information, we do not use it for advertising, and we do not make decisions about you by automated means.

Who we share it with

We use a small number of trusted suppliers who process information on our behalf, under contracts that require them to keep it safe and use it only for us:

[Hosting provider: Ventive (Toby Russell)], which runs our servers and backups in the United Kingdom.
[Email provider, for example Postmark], which sends our emails.
Stripe, which takes payments from funeral directors and people posting a notice.
Google, only if you choose to sign in with your Google account.

Some suppliers may process information outside the UK. Where they do, we make sure there are safeguards the law approves of, such as the UK International Data Transfer Agreement.

We will share information with the police or other authorities only where the law requires it.

How long we keep it

Notices are permanent pages, unless they are removed.
Condolence messages stay with their notice. An email address given with a message is deleted two years after the message, unless you asked for anniversary reminders, in which case it is kept until you stop them.
Alert sign-ups are kept until you unsubscribe. Sign-ups never confirmed are deleted after 7 days.
Accounts never confirmed are deleted after 7 days.
Reports are kept as a record of how we dealt with them. The reporter's email address is removed 12 months after the report is closed, and reports never confirmed are deleted after 7 days.
Records of the emails we send are kept for 12 months.
Funeral director accounts are kept while the business uses the service and for [six years] after, for our legal and tax records. Business records of payments and invoices are kept for six years.

Your rights

You have the right to:

ask for a copy of the personal information we hold about you;
ask us to correct it if it is wrong;
ask us to delete it, or to stop or limit using it, in some circumstances;
object to us using it on the basis of legitimate interests;
withdraw consent at any time, where we rely on consent;
ask for information you gave us in a format you can take elsewhere.

To use any of these rights, email support@fondlyremembered.co.uk. We will reply within one month. We may need to check who you are first.

If you are unhappy with how we have handled your information, please tell us so we can put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

Cookies

We use only cookies the site needs to work. See our cookie statement.

Changes to this notice

If we change this notice, we will publish the new version here with the date it changed.