Keepsake Family History is an early-stage family history business operated by individuals based in the United Kingdom. We are currently in the process of building the Keepsake Family History product and intend to incorporate as a UK limited company in the future.

If you have any questions about this Privacy Policy or how your personal data is handled, you can contact us at: privacy@keepsakefamilyhistory.com

We use personal data in two distinct contexts:

1. Email subscriptions - to share updates about Keepsake Family History
2. Workshop and product trials - where participants choose to upload family history information during a facilitated session

These uses are separate and are explained clearly below.

What data we collect

When you sign up for updates, we collect your email address only.

We do not collect names, IP addresses, device information, or behavioural data.

How we use it

We use your email address to:

• Share product updates and development news
• Notify you about launch plans
• Offer early access opportunities
• Share occasional family-history-related content connected to the Keepsake project

We do not sell, rent, or trade email addresses.

Legal basis

Our legal basis for processing email addresses is your consent, which you provide when you sign up.

Storage and processing

Email addresses are stored securely using password-protected systems. At this early stage, this may include manual storage. As the project grows, we may use reputable third-party email service providers to manage subscriber communications.

Any such providers will act as data processors on our behalf and will be selected for their compliance with UK and EU data protection law.

Retention

We retain your email address until you unsubscribe or ask us to delete it.

Unsubscribing

You can unsubscribe at any time using the link in our emails or by contacting us directly.

What data may be processed

During workshops, participants may choose to upload family history information into the Keepsake application. This may include, at the participant’s discretion:

• Names of relatives (living or deceased)
• Dates and life events
• Written stories
• Images or scanned documents

We do not require participants to upload personal data, but participation in the workshop involves doing so.

Legal basis

Our legal basis for processing workshop data is explicit consent, which is provided via a stand-alone written consent form on the day of the workshop.

How the data is used

Workshop data is processed solely to:

• Enable participants to use and trial the Keepsake application during the workshop
• Allow participants to view, edit, and download their own content

We do not use this data for research, analytics, marketing, or product development.

Access

Only the participant can access their uploaded data during the workshop. Keepsake team members do not access participant content.

Storage and location

Data is processed using secure cloud infrastructure. Service providers will be selected for their compliance with applicable data protection requirements. Data may be processed in the UK, the EEA, or other jurisdictions with appropriate safeguards.

Deletion

Workshop data is deleted from our servers:

• After the participant confirms they have downloaded their content, or
• No later than one month after the workshop, if no confirmation is received

We do not retain copies after deletion.

Photography during workshops

Where photographs are taken during workshops, this will be done only with the explicit consent of participants. Photographs will be used solely for Keepsake Family History communications and promotional purposes.

Participants decide what information to upload during a workshop. Some family history stories may involve sensitive or deeply personal details.

We encourage participants to consider carefully whether they wish to include such information, particularly where it relates to living individuals.

Examples of information you may wish to think carefully about before uploading include:

• Health or medical details
• Religious or political beliefs
• Criminal history
• Financial information
• Detailed information about children

We recognise that some of this information may be meaningful or important to a family story. The choice of what to include is always yours.

Where your story includes information about other living people, please ensure that you have the right to share that information and that doing so feels appropriate.

We may use trusted third-party service providers to support website operation, email communications, and workshop infrastructure. These providers process personal data only on our instructions and are subject to appropriate contractual safeguards.

Under UK GDPR and EU GDPR, you have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your personal data
• Withdraw your consent at any time
• Object to or restrict how your data is processed
• Lodge a complaint with the UK Information Commissioner’s Office (ICO)

To exercise any of these rights, please contact us at privacy@keepsakefamilyhistory.com

We may update this Privacy Policy from time to time to reflect changes in how the project operates. Where changes are minor or operational, we will update this page only. If we make material changes that affect how personal data is used, we will take appropriate steps to inform affected individuals.