Privacy Policy

Funeral Directors Service, LLC ("FDS," "we," "our," or "us") operates the FDS Partner Portal at fds-portal.com. This Privacy Policy explains how we collect, use, store, and protect information submitted through our platform by partner funeral homes, family members, and authorized users.

1. Information We Collect

We collect the following categories of information:

• Decedent information — name, date of birth, date of death, place of death, Social Security Number (for death certificate filing only), weight, and other information required by Colorado vital statistics law
• Account information — name, email address, phone number, and facility/funeral home affiliation
• Authorization signatures — electronic signatures and printed names collected for cremation and embalming authorizations
• Case documents — death certificate worksheets, chain of custody records, and uploaded documents
• Billing information — invoice and payment records associated with services rendered

2. How We Use Information

We use collected information solely to:

• Provide cremation, embalming, and preparation services
• File death certificates and obtain burial/cremation permits as directed
• Maintain required chain of custody documentation
• Generate and deliver invoices to partner funeral homes
• Communicate with authorized partners and family members about case status

We do not sell, rent, or share personal information with third parties for marketing purposes.

3. Data Storage and Security

All data is stored in a secured cloud database (Supabase) with row-level access controls, meaning each user can only access records associated with their account and facility. All data in transit is encrypted via TLS/SSL. Access to administrative functions is restricted to authorized FDS personnel.

Electronic signatures collected through this platform comply with the Colorado Uniform Electronic Transactions Act (CRS 24-71.3-101 et seq.) and are stored permanently with timestamps.

4. HIPAA Notice

Funeral homes and funeral service providers are generally not "covered entities" under the Health Insurance Portability and Accountability Act (HIPAA). However, FDS handles decedent information with the same level of care and discretion expected of entities subject to HIPAA. If your facility requires a Business Associate Agreement (BAA) as a condition of your relationship with FDS, please contact us at the information below and we will accommodate that request.

5. Data Retention

Case records, signed authorization forms, and death certificate documents are retained for a minimum of seven (7) years in accordance with Colorado mortuary science regulations (6 CCR 1011-1). Billing records are retained for a minimum of five (5) years.

6. Access and Corrections

Partner accounts may access their case records and submitted forms through the portal at any time. To request correction of inaccurate information or deletion of an account, contact us directly.

7. Changes to This Policy

We may update this Privacy Policy periodically. Material changes will be communicated to active partner accounts via email. Continued use of the portal after notification constitutes acceptance of the updated policy.