01395 513355 (24 Hour Service)

Potburys Funeral Service, 111 High Steet, Sidmouth, Devon, EX10 8LB

Privacy Policy

Who are we?

We are Grassby & Sons Limited of 16 Princes Street, Dorchester, Dorset, DT1 1TW, registered company number 0053231, ICO reference number ZA370306. We own the following businesses to which this Privacy Policy applies:

  • Grassby Funeral Service, 8 Princes Street, Dorchester, Dorset, DT1 1TW
  • Grassby & Stockting Funeral Service, 22 Crescent Street, Weymouth, Dorset, DT4 7BX
  • Rose Funeral Service, 23 Shrubbery Lane, Wyke Regis, Weymouth, Dorset, DT4 9LY
  • Colin J Close Funeral Service, Peel Close, Blandford Forum, Dorset, DT11 7JU
  • Grassby & Close Funeral Service, 4 Innes Court, Station Road, Sturminster Newton, Dorset, DT10 1BB
  • Potburys Funeral Service, 111 High Street, Sidmouth, Devon, EX10 8LB
  • Hansfords Funeral Service, Bay View, Trevelyan Road, Seaton, Devon, EX12 2NL
  • Grassby Stonemasons, Dorchester Road, Grimstone, Dorchester, DT2 9NA
  • Norton Memorials, Castle Hill, Axminster, Devon, EX13 5RL

Grassby & Sons Ltd respects your privacy and is committed to protecting your personal data. This privacy notice will let you know how we look after your personal data when you provide it to us, and what your privacy rights are in relation to that data.

What information do we collect from you?

We collect the following personal data:

Personal data type

Full name
Purpose: Funeral arrangements

Purpose: Funeral arrangements

Phone number(s)
Purpose: Funeral arrangements

Email address(es)
Purpose: Funeral arrangements

Relationship to the deceased
Purpose: Funeral arrangements

Video footage
Purpose: CCTV cameras

Why do we collect this information?

The personal data we collect is for the following purposes:

  • In order to reply to enquires about our services.
  • For the professional fulfilment of the funeral service as instructed by you including working with third parties on your behalf.
  • For the account, deposit and full payment of the funeral service.
  • For your pre-paid funeral plan instructed by you.
  • To keep details of funerals on file so that we have a record for future reference should we carry out a similar funeral for the same family.
  • CCTV for security purposes

Our legal basis for collecting the personal data are:

  • Taking steps at your request prior to entering into a contract with you.
  • Performing the contract to provide funeral services as instructed by you.
  • Ensuring all clients are able to pay for our services.
  • Providing a similar funeral on behalf of the same family and ensuring we have prior knowledge of previous family funerals in order to make arrangements easier for all parties.
  • Maintaining security at our premises.

What do we do with this information?

We process your personal data to achieve the above purposes as follows:

  • To share your data from your original enquiry made to us either by phone, email, letter or in person, or through a third party, with our colleagues in order to assist you with a funeral enquiry including removal of the deceased.
  • To contact you by phone, email or letter in order to make all necessary funeral arrangements on your behalf.
  • To visit you at your home or at a mutually convenient location, if instructed, in order to make funeral arrangements.
  • To pass on your details to third party suppliers as listed under “Who might we share your information with?”.
  • To pass on your details to Golden Charter or any other funeral planning company if you apply for a pre-paid plan or make a pre-paid funeral plan enquiry.
  • To keep the full details until the account has been paid in full, after which all paper details are destroyed and one copy client summary is kept securely.
  • To pass on details to debt collection agencies if payment terms are not met.
  • To contact you to make arrangements for the return of the deceased’s cremated remains to you or instructed elsewhere, and for the return of the deceased’s possessions.
  • To store your data for future historical information such as the provision of exhumation, repeat of family services or burial plot information.

We will only transfer your personal data outside the United Kingdom where we need to make funeral arrangements with third parties in another country e.g. where the deceased or remains are to be collected from abroad or where a funeral is arranged abroad.

We do not use your information for marketing purposes.

Who might we share this information with?

Grassby & Sons will not pass on your personal data to third parties without first obtaining your consent to us instructing them to provide the particular service required, or there is a legitimate interest to contact a third party on your behalf in order to provide a service. The third parties listed below may receive your personal data for the following purpose(s):

  • A crematorium for the purpose of arranging cremation of the deceased.
  • A cemetery for the purpose of arranging a burial of the deceased.
  • A nominated minister or celebrant for the purpose of arranging the funeral service.
  • An embalmer if hygienic treatment is required.
  • A florist for the purpose of arranging flowers for the funeral.
  • A printer or designer if creating funeral service sheets.
  • Doctor’s surgery and Doctor(s) if medical certification is required.
  • An online donation and tribute website if required for the funeral service.
  • An online notice website for the purpose of announcing details of the funeral service.
  • A newspaper notice for the purpose of announcing details of the funeral service.
  • A vehicle hire company or transportation agency for the purpose of transporting the deceased and/or the cortege at the funeral.
  • Golden Charter or another funeral plan provider if an application or enquiry of a pre-paid funeral plan is made.
  • A musician for the purpose of choosing and playing music at the funeral.
  • A caterer, hotel, pub, café or hall for the purpose of arranging a funeral reception.
  • A debt collection agency if payment terms are not met.
  • Memorial stone insurance companies for the purpose of arranging insurance for a memorial.
  • Churches and cemeteries for the purpose of making an application to erect or alter a memorial.

How long do we keep your information?

Grassby & Sons will process personal data for as long as necessary to allow us to fulfil your funeral services and will securely store the personal data indefinitely so we have a record of the funeral for future historical reference. CCTV footage is retained for five weeks before being recorded over, unless an incident is being investigated.

How can I access the information?

Your rights:

  • Right of access – you have the right to request a copy of the information we hold about you.
  • Right of rectification – you have a right to correct data that we hold about you which is inaccurate or incomplete.
  • Right to be forgotten – in certain circumstances you can ask for data we hold about you to be erased from our records.
  • Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.
  • Right of portability – you have the right to have the data we hold about you transferred to another organisation.
  • Right to object – you have the right to object to certain types of processing such as direct marketing.
  • Right to object to automated processing, including profiling – you have the right to object to the legal effects of automated processing or profiling. We do not carry out automated processing or profiling.
  • Right to judicial review – If Grassby & Sons refuses your request under rights of access, we will provide you with a reason as to why. You have the right to complain as outlined below.

All of the above requests will be forwarded on should there be a third party involved (see “Who might we share this information with?”) in the processing of your personal data.

Please note that the above legal rights apply to the personal data we hold about you, as a living person, rather than any data relating to the deceased.


In the event that you wish to make a complaint about how your personal data is being processed by Grassby & Sons (or third parties as described in “Who might we share your information with?”), or how your complaint has been handled, you have the right to lodge a complaint with us or directly with the supervisory authority.

The details for each of these contacts are:

Supervisory authority contact details     

Information Commissioner’s Office
Wycliffe House
Water Lane     

Email: www.ico.org.uk/concerns
Telephone: 0303 123 1113           

Grassby & Sons contact details


Nick Grassby
Data Protection Officer
8 Princes Street

Email: info@grassbyfuneral.co.uk
Telephone: 01305 262338


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Change Log

    19/05/2018 - Privacy Policy revised