Our website address is: https://janealogy.co.uk
What personal information I collect and how long I keep it
When you fill in my contact form, the site securely processes and stores what you enter, and emails it to me. I use it to respond accordingly, archiving correspondence as you would expect any responsible company to do.
When you contact me in person, by phone, email or post, I’ll also use your contact details and personal information to respond appropriately and store and archive it securely. I keep correspondence from enquiries for one year.
When you ask me to do research for you, I’ll use your contact details and personal information to liaise with you and for billing purposes. Again, I’ll store and archive it securely.
If the research contract requires it, I’ll ask you for or research myself the names, addresses, birth, marriage or other relevant information on living relatives. I’ll archive this information securely and will not process it after the project is complete and delivered to you.
I’ll keep our emails or written correspondence for one year, in case of queries, and the project materials for 2 years in case you decide to have more work done. I may keep an electronic copy of the final report for longer but only if it relates entirely to people who are no longer living.
I keep invoices, receipts, contracts and financial databases with your name and contact details for five or six years for Janealogy’s tax purposes.*
When you visit this site, the server and site security software may process and store your computer’s IP address (which contains approximate location information) within the scope of the law, to prevent unauthorised access and ensure the site works as intended. The server deletes these logs after 4 weeks.
How and where your data is stored
The site uses a securely encrypted connection to transfer any information you submit, and stores it in a database on the server, which is based in the UK. My website provider takes backups regularly which are stored, encrypted, on his Dropbox for up to 4 weeks. They use secure passwords to protect the data and do not share access with anyone except companies like the server host who are directly responsible for providing the services the site relies on.
Other data: Emails are hosted through a Google account using a secure password to protect the data. Google is GDPR compliant. Other information you provide for research and administration purposes is held in my Dropbox (GDPR compliant) or hardcopy files while the work is ongoing. Once the work is complete, that information is transferred to my Google drive or lockable filing cabinet and retained for two years. (Most of the information you provide for relates to people who are dead so data protection does not apply to them.)
Disclosing your information
I do not sell personal data to anyone. I only share personal information when it’s necessary to do what you have asked me to do and with your permission, or if I am legally obliged to.
Visitor comments on Janealogy’s blog are checked through an automated spam detection service.
Access to your personal information
You have the right to know what information I hold about you. If you contact me and ask, I’ll be happy to:
- tell you what information I hold;
- tell you why I am holding it;
- tell you who it could be disclosed to;
- update it if it’s inaccurate;
- remove it (unless there’s a legitimate reason why I need to keep it); and
- let you have a copy of the information in an intelligible form.
Links to other websites
This privacy notice does not cover other sites that this site may link to. Please read the privacy statements on the other websites you visit.
Changes to this policy
Making a complaint
I am registered with the Information Commissioner’s Office to process personal data. My registration number is Z3616272.
*(Self employed people have to keep their records for at least 5 years after the 31 January following the end of the relevant tax year. HM Revenue and Customs (HMRC ) may check the records to make sure I am paying the right amount of tax. https://www.gov.uk/self-employed-records/how-long-to-keep-your-records)