Privacy
Privacy Notice
Last updated: April 2026
This Privacy Notice explains how Vivedia Limited (“Vivedia”, “we”, “us”, or “our”) collects, uses, and protects personal information when you interact with our services. Where this Privacy Notice refers to “Vivedia”, “we”, “us”, or “our”, it refers to Vivedia Limited and services provided under the Obitus brand.
Vivedia provides media services used in funeral, memorial, wedding and celebration services, including tribute media creation, live streaming, service recordings, and related technology used by funeral directors, crematoria and register office venues.
We are committed to protecting personal information and complying with applicable data protection laws including the UK GDPR and the Data Protection Act 2018.
1. Who We Are
Vivedia Limited Unit 29 President Buildings Savile Street East Sheffield S4 7UQ United Kingdom
Company number: 05750459
We are registered with the Information Commissioner's Office under registration number ZA110884.
Data Protection Officer:
Email: privacy@vivedia.net
Phone: 0203 009 0700
2. Our Role: Controller and Processor
Depending on the circumstances, Vivedia may act as either a data controller or a data processor.
When we act as a Data Controller
We act as a data controller when we determine the purposes and means of processing personal information. This includes processing related to:
visitors to our websites
individuals contacting us
users with accounts directly with us
marketing communications
suppliers and business contacts
job applicants, employees, and contractors
In these situations we determine how and why personal information is processed.
When we act as a Data Processor
For many of our media services, we process personal information on behalf of our customers, such as:
funeral directors
crematoria and cemeteries
local authorities
register offices
memorial venues
other organisations providing our services
In these cases:
our customer is the data controller
Vivedia acts as a data processor
we process personal information only on the instructions of the controller
If you have questions about personal information processed as part of a funeral, wedding or memorial service, you may also need to contact the organisation arranging the service.
3. Personal Information We Collect
The personal information we collect depends on how you interact with our services.
Information you provide directly
This may include:
names
addresses
email addresses
telephone numbers
usernames and passwords
account information
support enquiries
For media services, this may also include:
photographs
video recordings
audio recordings or music
captions and messages
service details such as dates and venues
Media content used for services
Photos, videos, and audio recordings uploaded to our platforms may contain identifiable individuals, including family members or friends of the deceased.
These materials are used to create tribute videos, webcasts, recordings, and related media services.
Uploaded media may incidentally contain information that reveals characteristics such as ethnicity, religion, health conditions, or other sensitive attributes. We do not process special category data for profiling or analytical purposes; it is processed solely to deliver the requested service.
Information collected automatically
When you use our websites or platforms we may collect technical information such as:
IP address
browser type
device information
operating system
usage data
location data derived from IP address
This information helps us maintain security and improve our services.
Information from third parties
Personal information may be provided by organisations arranging services, such as funeral directors, crematoria, register offices or by individuals uploading media content:
names
delivery information such as recipient names and addresses for physical products we post on behalf of organisations arranging the service
photographs, video and audio
captions and messages
We do not intentionally collect or analyse special category data and we process uploaded media solely to deliver the requested service.
4. How We Use Personal Information
We process personal information for the following purposes:
delivering tribute and memorial media services
enabling livestreaming and recording of services
fulfilling and delivering physical keepsakes such as DVDs or USB recordings of services
managing user accounts
providing customer support
maintaining and securing our systems
improving our services
communicating with customers
complying with legal obligations
managing recruitment and employment processes
5. Legal Bases for Processing
We process personal information under the following lawful bases.
Performance of a contract
Where processing is necessary to provide requested services.
Examples include:
creating tribute videos
delivering livestream services
managing customer accounts
fulfilling orders for physical media products associated with services
Legitimate interests
We may process personal information where it is necessary for our legitimate interests, provided these do not override individuals’ rights.
Examples include:
maintaining service reliability
detecting misuse or unlawful content
improving system performance
providing customer support
Consent
In some situations we rely on consent, such as:
certain marketing communications
optional features where consent is required
Consent can be withdrawn at any time.
Legal obligations
We may process personal information where required to comply with legal or regulatory requirements.
6. Automated Processing of Uploaded Media
To support the preparation and delivery of tribute media, uploaded photos and videos may be analysed using automated tools.
These tools may help:
detect image orientation and apply rotation
assess image quality (such as blur or resolution)
identify duplicate or corrupted files
prepare images for use in tribute videos
anti-virus scanning
assist in detecting content that may breach service guidelines
Where automated systems identify potential issues, media may be reviewed by a trained member of staff.
These processes assist with media preparation and do not involve automated decision-making that produces legal or similarly significant effects on individuals.
7. Human Review of Media
Media uploaded to our systems may be reviewed by authorised staff to:
prepare tribute videos
resolve technical issues
ensure media meets service guidelines
investigate technical problems
provide customer support
Access to media content is restricted to authorised personnel with a legitimate operational need.
8. Sharing Personal Information
We may share personal information with:
funeral directors, register offices or venues responsible for a service
officiants who conduct services, such as celebrants
technology providers supporting our infrastructure
professional advisers
law enforcement or regulators where required
postal or courier services
All service providers processing data on our behalf must implement appropriate security measures.
9. International Transfers
Where personal information is transferred outside the United Kingdom, we ensure appropriate safeguards are in place.
These may include:
transfers to countries with recognised adequacy decisions
standard contractual clauses or equivalent safeguards
10. Data Retention
We retain personal information only for as long as necessary for the purposes described in this notice.
Typical retention periods include:
account information - for the duration of the account and a limited period afterwards
media content - for the period agreed with the organisation responsible for the service
service recordings - for the period agreed with the organisation responsible for the service
Postal addresses - for the period agreed with the organisation responsible for the service
technical logs - for the period necessary to investigate security incidents
Backup copies may be retained temporarily as part of disaster recovery processes.
11. Security
We implement appropriate technical and organisational security measures including:
Role-based access controls
encryption where appropriate
system monitoring and logging
secure infrastructure hosting
staff access controls
Despite these measures, no internet transmission can be guaranteed completely secure.
12. Your Rights
Under UK data protection law individuals may have the right to:
access their personal information
correct inaccurate information
request deletion
restrict processing
object to processing
request data portability
Individuals may exercise their rights by contacting privacy@vivedia.net.
Where Vivedia acts as a processor, requests may need to be directed to the organisation responsible for the service.
We will respond within one month unless the request is complex or onerous.
If you are not satisfied with how we handle your request, you have the right to lodge a complaint with:
Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF
13. Children and Young People
Our services are intended for adults arranging funeral, memorial, wedding or celebration services.
However, personal information relating to children or young people may be included in media content uploaded to our services, such as photographs or videos used in tribute media or recordings of services.
In some cases the deceased person may also be a child.
Where such information is processed, it is done only for the purpose of delivering the requested funeral or memorial media services.
We do not knowingly collect personal information directly from children through our websites or services.
14. Cookies
Our websites use cookies and similar technologies to:
maintain website functionality
analyse website usage
improve user experience
Further details are provided in our Cookie Notice.
15. Updates to this Notice
We may update this Privacy Notice from time to time to reflect changes in our services or legal requirements.
Updated versions will be published on our website.
16. Contact Us
If you have questions about this Privacy Notice or how your personal information is processed, please contact:
Data Protection Officer Vivedia Limited Unit 29 President Buildings Savile Street East Sheffield S4 7UQ
Email: privacy@vivedia.net