1. Who we are
FuneralBranch is a trading name of Ownleaf 2 Ltd, company number 15845475.
Our registered office is:
Ownleaf 2 Ltd
International House
46 The Priory Queensway
Birmingham
England
B4 7LR
For questions about this Privacy Policy or how we handle personal information, contact us at privacy@funeralbranch.com.
In this Privacy Policy, “FuneralBranch”, “we”, “us” and “our” mean Ownleaf 2 Ltd trading as FuneralBranch.
2. What this Privacy Policy covers
This Privacy Policy explains how we handle personal information through funeralbranch.com, funeralbranch.app, FuneralBranch customer accounts, our communications with prospective and existing customers, and integrations that customers choose to connect to FuneralBranch.
This is not the primary privacy notice for websites operated by funeral directors, even where those websites use technology provided by FuneralBranch. The relevant funeral director is responsible for providing appropriate privacy information to visitors, families and other users of its website.
We may nevertheless process information behind those websites on the funeral director’s behalf. When we process information solely in accordance with a funeral director’s instructions, we normally act as its data processor. The funeral director remains responsible for deciding why the information is used and for responding to individuals whose information is involved.
Ownleaf 2 Ltd generally acts as the data controller for information relating to FuneralBranch website visitors, prospective customers, customer account users and our own business administration.
3. Personal information we collect
The information we collect depends on how you interact with FuneralBranch.
Account and contact information
We may collect your name, work email address, telephone number, job title, funeral home or organisation name, branch or location details, billing address, account identifiers, preferences and service settings.
Some account and billing information is required so that we can create and administer your account or provide paid services. If this information is not provided, we may be unable to provide the relevant service.
Authentication and security information
We may collect records associated with password or magic-link authentication, together with login history, IP address, browser and device information, session information, account activity and security or audit logs.
Authentication credentials are handled through our authentication service provider.
Enquiries and communications
When you contact us, request a demonstration or communicate with us about the service, we may collect the information you provide through forms, emails, meetings and other correspondence.
This may include contact details, the content of your enquiry, support requests, meeting notes and call notes. Where a call is recorded, we will inform participants that recording is taking place.
Subscription and transaction information
We may collect information about your FuneralBranch subscription, invoices, amounts paid or payable, payment status, transaction references and related accounting records.
Where card details are collected directly by a payment provider, FuneralBranch does not need to receive the full card number or security code.
Usage and analytics information
We may collect limited information about how funeralbranch.com and funeralbranch.app are used. This may include the pages or features used, dates and times of activity, browser and device type, approximate location derived from an IP address and interactions with the service.
We use non-essential analytics technologies only where permitted by law and, where required, after the user has made an appropriate cookie or consent choice.
Google information
Where an authorised user chooses to connect Google to FuneralBranch, we may receive the Google account and service information described in section 6.
Connecting Google is optional. However, features that depend on Google information cannot operate unless the relevant permissions are granted.
4. Where we obtain information
We may obtain personal information directly from you, from the funeral director or organisation that creates or manages your account, or automatically from your browser or device.
We may also receive information from providers that help us deliver authentication, payments and communications, from Google after an authorised user connects a Google account, and from funeral directors when we process information on their behalf.
Where your employer or organisation creates an account for you, it is responsible for ensuring that it is entitled to provide your information to us.
5. How and why we use personal information
We use personal information only where we have an appropriate lawful basis.
Responding to enquiries
We use contact details and communications to respond to demo requests, answer questions and discuss FuneralBranch services.
Where relevant, this is necessary to take steps at your request before entering into a contract. In other cases, we rely on our legitimate interests in responding to business enquiries and developing relationships with prospective customers.
Creating and administering accounts
We use account, contact, authentication and organisation information to create accounts, provide access to FuneralBranch, manage authorised users and maintain account settings.
We rely on performance of a contract where applicable. Where the contract is with your organisation rather than with you personally, we rely on our legitimate interests in providing and administering the service for that organisation.
Providing FuneralBranch services
We use account information, service settings, customer content, Google information and relevant usage records to operate the services selected by the customer.
This includes providing dashboards, integrations, reports, review widgets, obituary functionality, payment-related functionality and other contracted services.
We rely on performance of a contract where applicable and on our legitimate interests in providing the services requested by our customer organisations.
Managing subscriptions and payments
We use billing, invoice and transaction information to administer subscriptions, collect or reconcile payments, maintain accounting records and deal with payment queries.
We rely on performance of a contract, compliance with our legal obligations and our legitimate interests in administering payments and contractual records.
Providing support and advice
We use account information, communications and relevant service-performance information to respond to support requests, prepare reports and provide SEO advice when requested by a funeral director.
We rely on performance of a contract where applicable and our legitimate interests in supporting customers and delivering requested professional assistance.
Maintaining security and preventing misuse
We use login, device, IP address, session, activity and audit information to protect FuneralBranch, investigate suspicious activity, prevent misuse and maintain the security and reliability of the service.
We rely on our legitimate interests in protecting FuneralBranch and its users, and on legal obligations where applicable.
Maintaining business and legal records
We use contractual, payment, account and communication records to manage our business, comply with accounting and legal obligations, and establish, exercise or defend legal claims.
Analytics
We use limited website and application analytics to understand how our services are used and to identify areas that may need improvement.
Where consent is required for analytics technologies, we rely on that consent. Consent can be changed or withdrawn using the available cookie controls.
We do not use customer content or Google information for unrelated advertising, lead generation, industry benchmarking or the training of artificial-intelligence models.
6. Google integrations
An authorised FuneralBranch customer may choose to connect its Google account to FuneralBranch.
Google information we access
Depending on the features enabled and permissions granted, we may access basic Google account information, including the Google account identifier, name, email address and profile image.
From Google Business Profile, we may access Business Profile accounts and locations, business and location information, reviews and ratings, publicly displayed reviewer names and profile images, performance information and monthly search-keyword impression information.
From Google Search Console, we may access authorised properties, search queries, clicks, impressions, click-through rate, average position, country, device and search appearance information.
We may also obtain PageSpeed Insights or Lighthouse results relating to a customer’s website.
How we use Google information
We use Google information to connect the authorised account to FuneralBranch, display information in the customer’s dashboard, notify customers about new reviews, display Google review widgets, monitor Business Profile and website-search performance, prepare reports and provide SEO advice when requested.
Reviews, ratings and publicly displayed reviewer information may be shown in review widgets on websites that we provide for funeral directors.
Our current integration does not use Google authorisation to publish review replies, edit Google Business Profile information, create Google posts or upload photographs or other media.
Human access to Google information
Our systems process connected Google information automatically to provide the requested features.
Human access is limited to authorised users of the relevant FuneralBranch customer account and authorised FuneralBranch personnel where access is needed to prepare a requested report or provide SEO advice requested by the funeral director.
We do not provide Google information to an artificial-intelligence provider.
How long Google information is stored
We store OAuth access and refresh tokens for as long as the customer’s Google connection remains active.
Google Business Profile reviews may be cached for no more than seven days so that review widgets can load efficiently.
Other content obtained from the Google Business Profile APIs is not retained for more than 30 days.
Search Console information and related performance reports may be retained while the Google connection remains active and the information continues to be required for the customer’s dashboard and reporting services.
Disconnecting Google
A customer can disconnect Google without closing its FuneralBranch account.
When Google is disconnected, we revoke and delete the relevant OAuth token from our live systems. Stored Google information, including reports containing imported Google information, is also removed from our live systems.
Residual copies may remain temporarily in routine backups but are removed through our normal backup cycle within no more than 30 days.
Sharing Google information
We do not sell, rent or use Google information for advertising.
Google information may be processed by our contracted cloud-hosting and application-infrastructure providers where this is necessary to operate FuneralBranch.
We do not send Google Business Profile or Search Console content to our customer relationship management, advertising, product-analytics or artificial-intelligence providers.
Our use and transfer of information received from Google APIs complies with the Google API Services User Data Policy, including its Limited Use requirements.
7. Information we process for funeral directors
FuneralBranch provides technology that funeral directors may use through the FuneralBranch application and on their own websites.
When providing these services, we may process information on the funeral director’s instructions.
Obituary information
This may include obituary text, photographs, details relating to a deceased person and information about living individuals included in the obituary content.
The funeral director is responsible for ensuring that it has the necessary authority to provide and publish the content.
Payment information
Funeral director websites may use Stripe Elements and Stripe Express accounts to accept payments from families and other customers.
Card details entered through Stripe Elements are provided directly to Stripe. Payments are made to the funeral director’s connected Stripe account and are not held by FuneralBranch.
FuneralBranch may receive and retain information needed to operate and support the payment feature. This may include payment status, amount, invoice details, transaction references and refund or reconciliation information.
For obituary and funeral-payment services, the funeral director generally decides why the information is collected, the appropriate lawful basis and how long it should be retained.
Individuals should normally direct questions or requests about this information to the relevant funeral director. We will assist the funeral director where required.
8. Who we share personal information with
Where necessary to provide and operate FuneralBranch, we may share personal information with the FuneralBranch customer organisation responsible for your account and with providers that support our cloud hosting, application infrastructure, databases, file storage, authentication, transactional email, payments, analytics and cookie-consent systems.
Information submitted through demo and sales enquiries may be processed through our customer relationship management and enquiry-management systems.
We may also share information with professional advisers such as accountants and legal advisers, or with courts, regulators, law-enforcement bodies and public authorities where disclosure is required or permitted by law.
We disclose only the information reasonably necessary for the relevant purpose. Providers acting on our behalf are subject to contractual restrictions. Some providers, such as payment providers, may also act as independent controllers with their own legal responsibilities.
The more specific restrictions that apply to Google information are explained in section 6.
We do not sell or rent personal information.
9. International transfers
Our primary application hosting and storage are configured in UK or European regions, including London for file storage.
Some of our providers operate global services and may process personal information, or permit access to it, outside the United Kingdom.
Where personal information is transferred outside the United Kingdom, we use a transfer mechanism permitted under UK data-protection law. Depending on the provider and destination, this may include UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to the European Commission’s Standard Contractual Clauses or another legally recognised safeguard.
Where required, we also consider whether additional protections are necessary.
You can contact privacy@funeralbranch.com for further information about safeguards relevant to your personal information.
10. How long we keep personal information
We retain personal information only for as long as it is needed for the purpose for which it was collected, including applicable contractual, accounting, security and legal requirements.
Demo requests and unsuccessful sales enquiries are normally retained for up to 24 months after the last meaningful contact.
Account, profile and service-configuration information is normally retained while the relevant account remains active. When an account is closed, information is normally removed from active systems within 30 days, except where limited information must be retained for financial, contractual, legal or security purposes.
Contracts, invoices, accounting information and payment records are normally retained for six years from the end of the relevant financial year.
General correspondence, support records and records of advice are normally retained for up to three years after the last relevant interaction. They may be retained for up to six years where necessary for a contractual dispute or legal claim.
Call recordings are normally retained for up to 12 months, unless they are required for an ongoing complaint, dispute or legal obligation.
Security, authentication and audit logs are normally retained for up to 12 months, unless longer retention is necessary to investigate a security incident or misuse.
Product-analytics information is normally retained for up to 12 months.
Records of cookie and consent choices are normally retained for up to three years.
OAuth tokens, Google Business Profile information and Search Console information are retained in accordance with the periods and deletion process described in section 6.
Information that we process as a data processor for a funeral director is retained in accordance with that funeral director’s instructions and our contract with them.
Deleted information may remain in routine backups for up to 30 days before being removed through the backup cycle.
We may delete or anonymise information sooner where it is no longer required. We may retain limited information for longer where this is required by law, an investigation, a security incident or an existing or anticipated legal claim.
11. Cookies and similar technologies
Funeralbranch.app uses strictly necessary technologies to keep users signed in, maintain secure sessions, provide requested application features and protect the application against misuse.
We may also use analytics technologies to understand how funeralbranch.com and funeralbranch.app are used.
Where consent is required, non-essential technologies are not used until the user has made the relevant choice.
Our separate Cookie Policy explains the technologies in use and how users can change their preferences.
12. Security
We use appropriate technical and organisational measures designed to protect personal information against unauthorised access, loss, misuse, alteration and disclosure.
These measures include access controls, secure cloud infrastructure, encrypted network connections, logging, backup procedures and restrictions on personnel access.
Access is limited to people and providers who need the information for an authorised purpose.
13. Your data-protection rights
Depending on the circumstances and the lawful basis being used, you may have the right to ask us for a copy of your personal information, correct inaccurate or incomplete information, delete information, restrict how information is used, or provide certain information in a portable format.
You may also have the right to object to particular uses of your information and to withdraw consent where processing is based on consent.
These rights are not absolute, and an exemption may apply in some circumstances.
You can withdraw consent for non-essential cookies or analytics using the available cookie settings.
To exercise a data-protection right, contact privacy@funeralbranch.com. We may need to request enough information to confirm your identity and locate the relevant records.
Where we process information solely on behalf of a funeral director, you should normally submit your request directly to that funeral director. We will assist the funeral director where required.
14. Your right to object
Where we rely on legitimate interests, you have the right to object to our use of your personal information.
We will stop the relevant processing unless we have compelling legitimate grounds to continue or the information is needed to establish, exercise or defend a legal claim.
You can object to the use of your personal information for direct marketing at any time. If you do so, we will stop using it for that purpose.
To object, contact privacy@funeralbranch.com.
15. Data-protection complaints
To make a complaint about how we have handled personal information, contact privacy@funeralbranch.com.
You may also write to:
Privacy
Ownleaf 2 Ltd
International House
46 The Priory Queensway
Birmingham
England
B4 7LR
