Privacy Policy

Overview

BereaveGuide ("we", "our", or "us") is committed to protecting your privacy. This policy explains how we collect, use, and safeguard your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Information We Collect

We collect information that you provide directly to us:

• Account information (name, email) via secure authentication
• Case details (deceased's name, date of death, preferences)
• Task progress and notes
• Team member information
• Venue and planning information
• Counsellor enquiries (your name, email, preferred counsellor, and any optional phone number or message you provide)

Counsellor enquiries

If you ask us to help you work with a counsellor, we use the details you provide to respond to you and handle the introduction. Your enquiry is sent to the BereaveGuide team at info@orbitalglobalgroup.com using our email service provider; it is not sent directly to the selected counsellor. Please avoid including sensitive health details in the optional message.

Special Category Data

Some information you provide may be considered special category data under UK GDPR, including religious beliefs (for funeral planning). We process this data with your explicit consent to provide our services.

Lawful Basis for Processing

We process your personal data under the following lawful bases:

• Contract: To provide the services you've requested
• Consent: For special category data (religious preferences)
• Legitimate interests: To improve our services and communicate with you

Data Storage and Security

Your data is stored securely on cloud servers with industry-standard security measures including encryption in transit and at rest.

We retain your data for as long as your account is active or as needed to provide services. You can request deletion at any time.

Your Rights

Under UK GDPR, you have the following rights:

• Access: Request a copy of your personal data
• Rectification: Correct inaccurate data
• Erasure: Request deletion of your data ("right to be forgotten")
• Portability: Receive your data in a portable format
• Objection: Object to certain processing activities
• Restriction: Request limitation of processing

To exercise these rights, please contact us using the details below. We will respond within 30 days.

AI Assistant & Automated Features

BereaveGuide includes an AI assistant to help answer questions about bereavement processes. Here's how we handle AI interactions:

• What we send to AI: Your questions and relevant case context to provide helpful responses
• What we don't share: We don't share your full personal details or sensitive information with AI providers
• AI response storage: Conversations are stored to improve your experience and can be deleted upon request
• AI provider: We use OpenAI's services, processed according to their privacy policy

Important: AI responses are for general guidance only and should not be considered professional legal, medical, or financial advice. Always verify important information with qualified professionals.

Contact Us & Data Deletion

If you have questions about this privacy policy or wish to exercise your rights, please contact us:

To delete your data, email info@orbitalglobalgroup.com with the subject "Data Deletion Request" including the email address associated with your account. We will confirm deletion within 30 days.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data has been handled unlawfully.