Book of condolence privacy notice

Coventry City Council complies with the Data Protection Act and the UK GDPR and is registered with the Information Commissioner’s Office (ICO) as a Data Controller.

This privacy notice explains how personal information is going to be used, what for, who it will be shared with and why.

Why we collect and use personal data about you 

We collect and hold personal information relating to the book of condolence. 

We use this information when we display your message of condolence and to contact you if we would like further information about your message.

We process personal data under the lawful basis of consent.

What information do we collect about you?  

  • Name
  • Email address
  • Your message of condolence

Who we share your personal data with  

We will share data with: 

  • Your name and message of condolence will be displayed publicly on
  • Your email address may be shared with other internal Coventry City Council departments
  • Jadu - as a processer, for the purposes of administration and as the suppliers of the book of condolence system

How long will we keep your information? 

We will only keep your information until 30 April 2022, unless we must keep it for legal reasons. 

Your rights 

You have the right to: 

  1. Ask to see the personal information we hold about you
  2. Withdraw consent
  3. Ask us to change the information we hold about you if it is wrong 
  4. Ask us to delete the information we hold about you 
  5. Ask us to limit the way we use your personal Information  
  6. Ask for human intervention regarding decisions made about you by a computer 
  7. Data portability (have your data transferred to another Authority) 
  8. Complain to the Information Commissioner’s Office  

To exercise any of these rights please contact the Communications team and/or email [email protected].

Withdrawal of consent 

Where personal data is processed on the basis of consent, you will have the right to withdraw that consent. However, Coventry City Council processes personal data that it is necessary to do so in order to comply with our legal obligations and to enable us to perform tasks carried out in the public interest.  


You have the right to submit a complaint if you are unhappy with the way your request is handled or disagree with a decision made by the council regarding your data. In these circumstances, you can contact the Data Protection Team (DPO) and request a review of the decision. 

If you are not satisfied with any outcome from the DPO you may wish to apply to the Information Commissioner’s Office at: 

The Information Commissioner’s Office,
Wycliffe House,
Water Lane,
SK9 5AF.  

Date of last review: April 2021

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