Full Privacy and Cookie Policy

 

This policy was last updated on 11th April 2018

 

Introduction

Family Quilt Ltd (the “Company”) respects individuals’ right to privacy and we are committed to ensuring that the rights of everyone who uses our Website are respected.

This Privacy and Cookie Notice (the “Notice”) outlines the types of personal data we collect and use, and how we may disclose that information.

This Notice applies to all personal data collected and used by the Company about its users, or about general visitors to its Website.

If, after reading this Notice, if you have any further questions about how your personal data may be used, you can contact us by emailing us at [email protected].

 

What is 'Personal Data’?

Where this Notice refers to ‘personal data’ it is referring to data about you (or other people) from which you could be identified – such as your name, your date of birth, and your contact details.

By law all organisations in the UK are obliged to process your personal data in certain ways and to ensure that you are given an appropriate amount of information about how they use it. You also have various rights to seek information from those organisations about how they are using your data, and to prevent them from processing it unlawfully. For more information about these rights, please see the ‘Your Rights’ section of this Notice.

 

What information we collect about you

Depending on how you interact with us, the Company may collect information about you from different sources. If you only visit the Website then we will collect very little personal information about you, which is likely to be limited to the bare minimum information required to enable you to access the site. If you register and set up a profile on our Website, then we will collect far more information, as it is likely that you will go on to voluntarily submit a large amount of data about your life to us. For example, we may collect information from you directly when you create a user name and profile on our website, or when you upload files, text or images to it. We may also hold information about you that we receive from other sources (such as where other users upload material that relates to you) where we have your permission or other legitimate interest to do so (for more information on legitimate interests, please see the explanation of this Notice which explains why we use your personal data).

Any information we collect about you will always be handled securely and in compliance with the relevant UK data protection legislation.

DATA WE COLLECT DIRECTLY FROM YOU

We will collect information from you when you choose to interact with us (for example, registering for an online account on our Website).

Below are some examples of the information we will collect from you if you provide it to us:

  • Your name
  • Your contact details (e.g. email address, address, telephone / mobile number)
  • Your date of birth
  • Details about your family background and experiences that you have shared

We collect this data in a number of ways, these include:

  • When you visit our Website, and especially where you upload material to it
  • When you contact us by telephone or email
  • When you respond to our posts and messages on social media (such as Facebook and Twitter)

DATA WE COLLECT WHEN YOU VISIT OUR SITE

We will collect information when you visit our sites through cookies and web logging technologies (e.g. web beacons). The following are examples of information we may collect:

  • Information about your device, browser or operating system
  • Your IP address
  • Details of links that you click and pages that you view on our site
  • Your username or social media ‘handle’ that you use when you ‘share’ or redistribute any material from our Website to a third party site or platform (e.g. a tweet, using the “Like” function on Facebook)

For more information on this kind of technology, please see the section of this Notice which deals with Cookies.

DATA WE COLLECT DIRECTLY FROM OTHER SOURCES

Other users may submit material which features data that relates to you. They will do this in the same way as described in the Data We Collect Directly From You section above.

You have rights to ensure that this data is accurate and that only data that you are comfortable having shared is featured on our site. If you object to the way that someone has used your data on our Website then you can report it to us so that appropriate action can be taken.

For further information, please see the Your Rights section below.

DATA WE COLLECT INDIRECTLY FROM OTHER SOURCES

We will use third party service providers to undertake processing operations on our behalf, and this may require us to share your personal data with them. These service providers provide us with a variety of administrative, statistical, and technical services (such as ‘cloud’ providers of hosting services that store data on our behalf). We will only provide service providers with the minimum amount of personal data they need to fulfil the services we request, and we stipulate that they protect this information and do not use it for any other purpose. We take these relationships seriously and oblige all of our data processors to sign contracts with us that clearly set out their commitment to respecting individual rights, and their commitments to assisting us to help you exercise your rights as a data subject.

Please note that some of our service providers may be based outside of the European Economic Area (the “EEA”). Where we transfer your data to a service provider that is outside of the EEA we seek to ensure that appropriate safeguards are in place to make sure that your personal data is held securely and that your rights as a data subject are upheld – in almost all cases we do this by ensuring that the agreements between us and our chosen service providers contain what are called the ‘model clauses’ that oblige them to treat your personal data as if they themselves were based in the EEA.

 

How we use/share your information

Where we collect your personal data we may use that information to:

  • Process the information about your family that you provide to us, such as by arranging the stories into an interactive Quilt or enabling you to download your stories.
  • Respond to queries that you send to us
  • Improve our sites and services
  • Tell you about changes to our Website
  • From time to time we may also use your information to contact you for market research purposes

Depending on how and why you provide us with your personal data it may be shared within the Company or with companies that provide services to the Company.

In addition, we may share your personal data with third parties when we are required to do so by law (for example, with the Police should they ever ask us to assist them with their investigations).

However, save for the limited circumstances noted above, we will never pass your personal data to any unrelated third parties unless you have given us your permission to do so, for example where you use your account settings on the Website to make data accessible to certain specified people.

 

Why is the Company allowed to use your information in this way?

The Company is a registered company in England and Wales; our service is designed to enable our users to document their family history and connect with family members to build a shared family narrative. We are entitled to use most of the personal data that you provide us with because we need to do so in order to ensure that we do the things that we have promised to do in our Terms of Use.

Where personal data about you is provided to us by someone who wishes to feature it as part of their family story we process it on the basis that we have a ‘legitimate interest’ in doing so, on the basis that we take individual users at their word (see our Terms of Use) that their submission of other peoples’ personal data to us is done in pursuit of enabling them to make personal, non-commercial use of it and to record their family history as part of the process of creating a shared archive of your life stories.

Where personal data that we use has not been uploaded by you (and/or where you are unable or unwilling to delete, or remove it yourself) you do have rights to ask us to stop processing your data for these purposes, please see the ‘Your rights’ section of this Notice.

Finally, where we have received your personal data in the various ways described above, we may continue to hold it as part of our records after the relevant processing has stopped (e.g. after you close your account with us). Again, we hold data in this way because we have a legitimate interest in doing so. Specifically, where you have been an account holder we have a legitimate interest in holding a limited your personal data to help us to monitor the numbers and the diversity of people who engage with us, as well as a legitimate interest in making sure that we can follow up any complaints which you may raise (or which people may raise about you) after you have left. We will also hold data about you after your membership lapses for a limited period of time in order to ensure that you can reactivate your profile should you choose to renew your membership at a later date. 

 

How to stop receiving communication from us

Where we contact you via e-mails, or text messages to tell you about our service (either because you have specifically asked us to or, where the law allows, because we reasonably believe that you will be interested to know about them) you can always opt-out of receiving similar communications in the future by letting us know that you would like us to stop contacting you in this way.

You can do this in several ways:

  • E-mails – whenever we send you e-mails designed to promote our work and campaigns those communications will include a clearly labelled 'hyperlink' which you can click to unsubscribe from receiving future e-mails of a similar kind.
    Please note that this does not apply to e-mails that we send to you that are a necessary part of us providing a service to you (such as responding to a query you raised in relation to your account) or us notifying you about how your personal data is being used.
  • SMS Text Messages - whenever we send you e-mails designed to promote our work those communications will include clear instructions about how you can unsubscribe from receiving future text messages of a similar kind by sending a text in return.
  • All communications – alternatively, if you would prefer, you can contact us at [email protected] to tell us that you no longer wish to receive communications of the kind described above from us. To help us deal with your request quickly and accurately, please remember to provide us with full details of the telephone numbers and e-mail addresses to which you wish us to stop sending communications to.

 

Data storage, cookies and other technologies

When you visit our site, we will place various ‘cookies’ on your machine (small files of information that are stored locally on your computer).

Our Website uses cookies to distinguish you from other users of our Website. This helps us to provide you with a good experience when you browse our site. These cookies cannot be used to identify you personally.

We use the following cookies:

  • Strictly necessary cookies. These are cookies that are required for the operation of the site, for example cookies that enable you to log in securely into secure areas of our Website.
  • Analytical/performance cookies. They allow us to recognise and count the number of visitors and to see how visitors move around our Website when they are using it. This helps us to improve the way our site works, for example, by ensuring that users find what they are looking for easily.
  • Functionality cookies. These are used to recognise you when you return to our Website. They enable us to personalise our content for you and to remember your preferences.
  • Advertising targeting cookies: These cookies are used to help us give you our most relevant adverts and offers.

Except for essential cookies, all cookies will expire after one month.

When you first visit our Website, you will be presented with a cookie notification pop up. If you click “Got it” you are agreeing to cookies being set up on your machine. The site will remember your preference and you will no longer be presented with a pop-up each time you visit our site.

By using our sites, you are consenting to our use of cookies in accordance with this Notice. If you do not agree to our use of cookies, then you should set your browser settings accordingly. You can block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser setting to block all cookies (including essential cookies) you may not be able to access all or parts of Family Quilt.

If you want more information about what cookies are, you may find the Information Commissioner’s website helpful: Information Commissioner’s Office

WEB BEACONS

Our site also uses web beacons (these are also referred to as ‘pixel tags’ or ‘clear gifs’) to provide us with statistical information about site traffic and how people navigate through our site. These will not capture any personal data about you. 

SOCIAL PLUGINS

We provide 'social plugins' on our Website to help you easily share articles or pages, through Facebook, Twitter or Google+.

For example, if you click the Facebook icon underneath a blog posted on our site, you will be transferred to Facebook and this information will be posted on your profile page if you are logged in. Facebook and other platforms may also capture more information about you, such as your IP address. We recommend that you consult their privacy policies to understand what information these sites collect about you and how they treat such information.  

 

Your Rights

As a data subject you have a number of rights in relation to your personal data. Below, we have described the various rights that you have, as well as how you can exercise them.

YOUR RIGHT OF ACCESS

You may, at any time, request access to the personal data that we hold which relates to you (you may have heard of this right being described as a "subject access request").

Please note that this right entitles you to receive a copy of the personal data that we hold about you in order to enable you to check that it is correct and to ensure that we are processing that personal data lawfully. It is not a right that allows you to request personal data about other people, or a right to request specific documents from us that do not relate to your personal data.

You can exercise this right at any time by writing to us using the contact details set out in the contact details at the end of this document and telling us that you are making a subject access request. You do not have to fill in a specific form to make this kind of request.

YOUR RIGHT TO RECTIFICATION AND ERASURE

You may, at any time, request that we correct personal data that we hold about you which you believe is incorrect or inaccurate. You may also ask us to erase personal data if you do not believe that we need to continue retaining it (you may have heard of this right described as the “right to be forgotten”).

Please note that we may ask you to verify any new data that you provide to us and may take our own steps to check that the new data you have supplied us with is right. Further, we are not always obliged to erase personal data when asked to do so; if for any reason we believe that we have a good legal reason to continue processing personal data that you ask us to erase we will tell you what that reason is at the time we respond to your request.

You can exercise this right at any time by writing to us using the contact details set out in the contact details at the end of this document and telling us that you are making a request to have your personal data rectified or erased and on what basis you are making that request. If you want us to replace inaccurate data with new data, you should tell us what that new data is. You do not have to fill in a specific form to make this kind of request.

YOUR RIGHT TO RESTRICT PROCESSING

Where we process your personal data on the basis of a legitimate interest (see the section of this Notice which explains why we use your personal data) you are entitled to ask us to stop processing it in that way if you feel that our continuing to do so impacts on your fundamental rights and freedoms or if you feel that those legitimate interests are not valid.

You may also ask us to stop processing your personal data (a) if you dispute the accuracy of that personal data and want us verify that data's accuracy; (b) where it has been established that our use of the data is unlawful but you do not want us to erase it; (c) where we no longer need to process your personal data (and would otherwise dispose of it) but you wish for us to continue storing it in order to enable you to establish, exercise or defend legal claims.

Please note that if for any reason we believe that we have a good legal reason to continue processing personal data that you ask us to stop processing, we will tell you what that reason is, either at the time we first respond to your request or after we have had the opportunity to consider and investigate it.

You can exercise this right at any time by writing to us using the contact details set out in the contact details at the end of this document and telling us that you are making a request to have us stop processing the relevant aspect of your personal data and describing which of the above conditions you believe is relevant to that request. You do not have to fill in a specific form to make this kind of request.

YOUR RIGHT TO PORTABILITY

Where you wish to transfer certain personal data that we hold about you, which is processed by automated means, to a third party you may write to us and ask us to provide it to you in a commonly used machine-readable format.

Because of the kind of work that we do and the systems that we use, we do not envisage this right being particularly relevant to the majority of individuals with whom we interact. However, if you wish to transfer your data from us to a third party we are happy to consider such requests.

YOUR RIGHT TO STOP RECEIVING COMMUNICATIONS

For details on your rights to ask us to stop sending you various kinds of communications, please see the ‘How to Stop Receiving Communication from Us’ section of this Notice.

EXERCISING YOUR RIGHTS

When you write to us making a request to exercise your rights we are entitled to ask you to prove that you are who you say you are. We may ask you to provide copies of relevant ID documents to help us to verify your identity.

It will help us to process your request if you clearly state which right you wish to exercise and, where relevant, why it is that you are exercising it. The clearer and more specific you can be the faster and more efficiently we can deal with your request. If you do not provide us with sufficient information then we may delay actioning your request until you have provided us with additional information (and where this is the case we will tell you).

 

Our contact details

Post: Family Quilt Ltd 

16 Claremont Road

Windsor SL4 3AX

E-mail: [email protected]