1. Who we are
Funeral Order of Services (funeralordersofservices.com) is a trading name of POLICYANDPLAY LTD, a company registered in England and Wales (company number 17253846). Registered office: 7 Cosford Drive, Shortstown, Bedford MK42 0DQ, United Kingdom. ICO registration: ZC165321. We are not VAT registered.
Email: hello@funeralordersofservices.com
POLICYANDPLAY LTD is the data controller for the personal data described in this policy.
2. What we collect and why
| Data | Why we use it | Lawful basis | How long we keep it |
|---|---|---|---|
| Your email address | To save your design, send your watermarked preview and email your finished PDF | Contract (and steps you ask us to take before buying) | 6 years with the order record if you buy; unpaid drafts for up to 12 months |
| The content of your design: the name, dates and life details of the person who has died, the names of family members, readings, hymns and photos, and any other text you add | To show your preview and print your order of service | Contract | Kept with your order so you can download it again: 6 years if you buy; unpaid drafts for up to 12 months. Ask us to delete it sooner and we will |
| Photos you upload for the cover | To place them in your design | Contract | As above. Uploaded photos are stored at a long, random web address that is not listed anywhere |
| Purchase details: what you bought, the amount, the date and your Stripe payment reference. Card details go straight to Stripe; we never see them | To take payment, deliver your PDF and keep tax records | Contract; legal obligation | 6 years after the end of the financial year of the purchase |
| Your finished PDF | So you can download it from the link in your email | Contract | The download link works for 12 months. The file is kept for 6 years with your order unless you ask us to delete it |
| Text you send to the AI writing helper | To suggest wording | Contract | Not stored by us. See section 4 |
| Your draft saved in your browser | So you can come back to your design | Contract | Saved on your device only, until you pay or clear your browser storage |
| Emails you send us | To reply and keep a record of what was agreed | Legitimate interests | Up to 2 years after the conversation ends |
| Technical data: IP address, browser type and pages requested | To keep the site secure, limit uploads and fix faults | Legitimate interests | Server logs are kept for up to 30 days |
Details about a person who has died are not personal data under UK GDPR, but we treat everything you share with the same care. Details about living family members are personal data and are protected by this policy.
We do not make decisions about you using only automated processing that have legal or similarly significant effects.
3. Marketing
We do not send marketing emails. The emails we send are about your order: your preview, your PDF and replies to your questions. If we ever offer a newsletter, we will only send it if you ask for it, and every email will have an unsubscribe link.
4. The AI writing helper
When you click a suggestion button, we send the details from your design that the helper needs (such as the name and dates) to Google's Gemini AI service (US) to suggest wording. We do not send your email address. Google processes the text to produce the suggestion and may keep it for a limited time under its API terms, for example to detect abuse. We do not store the suggestions. Please read any suggestion before you use it.
5. Who we share it with
- Netlify (US): website hosting, server functions and PDF rendering
- Supabase: database and file storage for your design, photos and PDF
- Stripe (US and Ireland): payments
- Resend (US): emailing your preview and your PDF
- Google (US): the Gemini AI writing helper
- Replicate (US): generating design backgrounds and imagery used in our templates
We never sell personal data. We may share data if the law requires it, or with a buyer if the business is sold, in which case this policy continues to protect it.
6. International transfers
Some providers are in the US. We rely on the UK Extension to the EU-US Data Privacy Framework where the provider is certified, or the ICO's International Data Transfer Agreement / Addendum to the EU Standard Contractual Clauses.
7. How long we keep it
The table in section 2 sets out how long we keep each type of data. In short: orders and PDFs for 6 years for tax; unpaid drafts for up to 12 months; emails for up to 2 years; server logs for up to 30 days.
8. Your rights
You have the right to:
- access the personal data we hold about you
- have inaccurate data corrected
- have your data erased, including your design and PDF
- restrict how we use it
- receive it in a portable format
- object to how we use it, including to direct marketing at any time
- withdraw consent at any time, where we rely on consent
- not be subject to decisions based solely on automated processing that significantly affect you
Email [email protected] to use any of these rights. We reply within one month.
9. Complaints
If you're unhappy with how we've handled your data, email [email protected] with 'Data protection complaint' in the subject. We'll acknowledge within 30 days and tell you the outcome. You can also complain to the Information Commissioner's Office: ico.org.uk/make-a-complaint, 0303 123 1113.
10. Cookies
We do not use advertising or analytics cookies. See our cookie policy.
11. Children
Our service is not aimed at children under 13 and we do not knowingly collect their data.
12. Changes to this policy
We update this policy when the way we work changes. The date at the top shows the latest version. If a change materially affects how we use data you have already given us, we will email you before it takes effect.