Your Privacy. Our Responsibility.
This Privacy Policy explains how EternalTrace collects, uses, shares, and protects personal data. It applies to our website, forms, and services offered to funeral agencies and families.
Last updated: 26 September 2025
Contents
1. Who We Are (Controller)
EternalTrace (“we”, “us”, “our”) is the controller of your personal data when you visit our website, submit forms, or use our services via a funeral agency partner.
Controller: EternalTrace
Email: eternaltrace.org@gmail.com
2. Data We Collect
- Agency registration data: company/agency name, city, contact email, and any information you provide in free-text fields.
- Operational data (via agency dashboard/forms): memorial content provided by families (photos, biography, tributes, stories), plus agency identifiers to brand pages.
- Technical data: IP address, device/browser info, pages viewed, referral source, and timestamps (collected via standard web logs or analytics, where enabled).
- Communication data: emails and messages you send to us.
- Payment/activation metadata (agency side only): activation status, timestamps, and internal references. We do not process card data on our site unless explicitly stated.
Providing certain data may be necessary to register your agency or to activate memorial pages.
3. How We Use Your Data (Purposes & Legal Bases)
-
Service delivery & account management — to register agencies,
provide dashboard access,
generate memorial pages and QR codes, and support branded presentation.
Legal basis: performance of a contract (Art. 6(1)(b) GDPR) and/or legitimate interests (Art. 6(1)(f)). -
Customer support & communications — to respond to inquiries and
provide updates.
Legal basis: legitimate interests (Art. 6(1)(f)) and/or performance of a contract (Art. 6(1)(b)). -
Security & fraud prevention — to protect services and users,
and maintain integrity of memorial content.
Legal basis: legitimate interests (Art. 6(1)(f)) and legal obligations (Art. 6(1)(c)). -
Analytics & improvement — to understand usage and improve UX
(where enabled and lawfully obtained).
Legal basis: consent (Art. 6(1)(a)) where required, otherwise legitimate interests (Art. 6(1)(f)). -
Legal compliance — to comply with applicable laws and respond
to lawful requests.
Legal basis: legal obligation (Art. 6(1)(c)).
5. International Transfers
If data is transferred outside the EEA/UK, we implement appropriate safeguards such as Standard Contractual Clauses (SCCs) or rely on adequacy decisions where applicable.
6. Data Retention
- Memorial pages: intended to remain online indefinitely once activated, unless removal is requested by authorized parties or required by law.
- Agency records: retained while the agency relationship exists and for a reasonable period thereafter to meet legal, accounting, or operational requirements.
- Support emails/logs: retained as necessary to resolve issues and maintain service integrity.
7. Security
We use industry-standard safeguards, including TLS 1.3 in transit and AES-256 encryption at rest (for applicable storage), hardened infrastructure, access controls, and backups across multiple regions.
No system is 100% secure; if you suspect unauthorized access, contact us immediately at eternaltrace.org@gmail.com.
9. Your Rights (GDPR)
If you are in the EEA/UK, you have the right to request access, rectification, erasure, restriction of processing, portability, and to object to processing. Where processing is based on consent, you may withdraw consent at any time without affecting the lawfulness of processing prior to withdrawal.
You also have the right to lodge a complaint with your local supervisory authority.
To exercise your rights, contact us at eternaltrace.org@gmail.com. We may need to verify your identity before fulfilling your request.
10. Children’s Data
Our services are directed to agencies and adult family members. We do not knowingly collect personal data directly from children. If you believe a child has provided personal data to us, please contact us so we can take appropriate steps.
11. Changes to This Policy
We may update this Policy from time to time. The “Last updated” date at the top indicates the latest version. Substantive changes will be communicated where required by law.