Privacy Policy

1. About this policy

CemeteryIQ is cemetery management software used by cemetery operators in Ontario. This policy describes how personal information is handled in the CemeteryIQ application and on these pages. It does not cover a cemetery operator’s own website or how an operator handles information outside CemeteryIQ.

2. Cemetery records

Cemetery operators use CemeteryIQ to keep their records, which may include:

• names and contact details of interment rights holders, purchasers and family contacts
• names, dates and burial locations of deceased persons
• contracts, sales, payments and transfers
• documents and photographs uploaded by the operator

These records belong to the cemetery operator, which decides what they contain and is responsible for them under the privacy law that applies to it. CemeteryIQ holds and processes them on the operator’s behalf, only to provide and support the service.

If you want to see, correct or ask about a record concerning you or a family member, please contact the cemetery operator directly. We will assist the operator in responding.

3. Public register

Ontario law requires every cemetery operator to keep a register that the public may inspect.

A cemetery operator shall maintain a register in which the operator shall enter, (a) the name and address of each interment rights holder or scattering rights holder and the location of the lot or scattering ground to which the rights pertain ... (c) the name of each person whose remains are interred or scattered in the cemetery, the location where the remains were interred or scattered and the date ... A cemetery or crematorium operator, as the case may be, shall make a register mentioned in subsection (1) or (2) available for inspection by the public without charge.

O. Reg. 30/11, s. 110 (1) and (4), under the Funeral, Burial and Cremation Services Act, 2002

Some information held in CemeteryIQ is therefore public by law. The operator decides how its register is made available and which information appears on any public search page.

4. Account information

For people who sign in to CemeteryIQ, we collect their name, email address, password (stored in a form that cannot be read back), sign-in activity, and a record of actions taken in the application. We also briefly record failed sign-in attempts, including the network address they came from, to protect accounts from password guessing.

We use this information to operate and secure accounts and to provide support.

5. Enquiries through our website

If you contact us through the form on cemeteryiq.com, we collect the details you enter: your name, email address, organization and location, and, if you choose to give them, a phone number and a message. We use them only to reply to you and follow up on your enquiry. We do not add you to a mailing list.

The form sends your message by email, through Amazon Web Services’ email service in Canada, to our business mailbox, which is hosted by Google Workspace. We keep enquiries only as long as they are useful for that conversation, and you can ask us to delete yours at any time by writing to support@cemeteryiq.com.

6. Use and disclosure

We do not sell, rent or trade personal information, and we do not use it for advertising or marketing.

Personal information is disclosed only to the service providers listed on the sub-processors page, which host and process it on our behalf and may use it only for that purpose. Authorized CemeteryIQ personnel may access it only as needed to set up, support, secure and operate the service.

We may disclose information where required by law, such as in response to a court order, and will tell the affected operator first where we are permitted to. If CemeteryIQ is sold or reorganized, information may be transferred to a successor that will be bound by this policy.

7. Where information is stored

Cemetery records, uploaded files, account information and application logs are hosted in Canada. The sub-processors page lists each provider and its region.

Where the application displays a map background, the imagery is loaded by your browser directly from OpenStreetMap or Esri. Those services receive the map area being viewed and your network address, but no cemetery records.

8. Cookies

CemeteryIQ uses only the cookies needed to sign in and stay signed in. It uses no analytics, advertising or tracking cookies. Some display preferences, such as table sorting, are saved in your own browser and are not sent to us.

9. Retention

We keep an operator’s records for as long as it uses CemeteryIQ. An operator can export its records at any time. After an operator stops using CemeteryIQ, its records are deleted from the application once it has had the opportunity to export them.

Backup copies are kept on a fixed schedule, of up to seven years, solely to recover from data loss. They are not used for any other purpose and are deleted when their retention period ends.

Cemetery operators have their own record-keeping obligations under Ontario law, and remain responsible for meeting them.

10. Security

We use reasonable safeguards appropriate to the sensitivity of the information, including encryption of information in transit and separation of each operator’s records. No system is completely secure.

If personal information in our care is lost or accessed without authorization, we will notify the affected operator promptly and meet our obligations under applicable law.

11. Changes to this policy

We may update this policy. The date at the top of this page shows when it last changed. We will notify operators of significant changes.

12. Contact

Questions, requests and complaints about privacy may be sent to our Privacy Officer at support@cemeteryiq.com. We will respond within 30 days.

If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada or, for records held by a municipality, the Information and Privacy Commissioner of Ontario.