Who we are
Everlay is operated by Hinzen Ltd, United Kingdom. We are responsible for deciding how and why personal information is used. For privacy questions or requests, email info@everlay.co.uk.
Information used by the Everlay app
The information processed depends on the features you use and the access given to your account. It may include:
- account and profile details, such as name, email address, telephone number, role and sign-in information;
- client and family contact details, addresses, relationships and communication preferences;
- case, funeral and ceremony records, jobs, appointments, tasks, staff availability and calendar entries;
- documents, photographs, notes and other content uploaded by authorised users;
- inventory, barcode, transaction, invoice and business records;
- religious, cultural, health or other sensitive information where an authorised user records it because it is relevant to an arrangement;
- basic device, security, synchronisation and diagnostic information needed to provide and protect the service.
Users must only add personal information that they are authorised to manage and should avoid recording information that is not needed.
Device permissions and optional features
The app asks for camera access only when you open a feature that needs it, such as scanning an inventory barcode or adding a photograph or document. Camera images are not collected continuously.
If you enable Face ID, Touch ID or Android biometric sign-in, biometric matching is performed by your device. Everlay does not receive or store your fingerprint, face image or biometric template.
If you choose to import a calendar, the app processes the calendar information you select so it can be copied into Everlay. The app may also open your device's maps, email or other services when you choose those actions.
Website and enquiries
When you visit our website or contact us, we may receive your name, email address, telephone number, enquiry, correspondence and basic technical or security information. If you ask us to help with arrangements, we may also receive relevant information about your loved one, family wishes, service choices and payments.
Please do not send passwords, payment-card details or unnecessary sensitive information by email.
How and why we use information
We use personal information to create and secure accounts; provide app features and cloud synchronisation; organise cases, ceremonies, schedules, contacts, inventory and business records; respond to support requests; arrange and deliver services; manage payments and records; prevent misuse; meet legal obligations; and maintain and improve the service.
Our lawful bases may include performing a contract or taking steps requested before a contract, complying with legal obligations, legitimate interests in operating and protecting our service and business, consent where appropriate, and vital interests in exceptional circumstances. Where special-category information is required, we also rely on an appropriate condition under applicable data-protection law.
Who we share information with
Access within Everlay is limited according to authorised user roles and the sharing choices made by the account administrator. Where necessary, relevant information may be shared with organisations involved in an arrangement, such as Hinzen and its ministers, crematoria, cemeteries, officiants, faith organisations, florists, transport providers, doctors, coroners, registrars, local authorities and chosen suppliers.
We use trusted service providers to host and secure app data, authenticate users, deliver the website and email, and support business operations. These providers process information under contractual and security obligations. We may also disclose information where required by law. We do not sell personal information or use it for third-party advertising.
Storage, international transfers and security
App records are stored using secure cloud services, including Supabase. Some technology providers may process information outside the United Kingdom. Where this occurs, we use providers and safeguards permitted by UK data-protection law.
We use reasonable organisational and technical measures such as authenticated access, role-based permissions and encrypted network connections. No internet or storage service can be guaranteed completely secure, so users should protect their devices and sign-in details.
How long we keep information
We keep information only for as long as reasonably needed to provide the app and services, maintain business and legal records, meet tax, accounting, regulatory and insurance requirements, protect legal rights and resolve disputes. Retention depends on the record and the reason it is held. Information no longer required is deleted or anonymised where appropriate.
Your choices and rights
You may ask to access, correct or delete your personal information, restrict or object to its use, receive certain information in a portable format, or withdraw consent where consent is relied upon. These rights are subject to legal limits.
To request account or data deletion, or to exercise another privacy right, email info@everlay.co.uk from the address associated with your account. We may need to verify your identity or authority before acting.
Your right to object: where we rely on legitimate interests, you may object to our use of your information. You can always object to direct marketing.
Children
The Everlay app is a professional and authorised family workspace and is not directed to children. Accounts should only be created by authorised adults or business administrators.
Complaints and updates
Please contact us first so we can try to resolve your concern. You may also complain to the Information Commissioner's Office, the UK data-protection regulator.
We may update this policy when our app, services, suppliers or legal obligations change. The latest version will always appear on this page.