Privacy Policy

1. Who We Are

Keepsake Family History is an early-stage family history business based in the United Kingdom. We are registered in England and Wales as a limited company under company number 16998920.

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

2. Overview of How We Use Personal Data

We use personal data in two distinct contexts:

1. Email subscriptions – to share updates about Keepsake Family History
2. Product trials – where participants choose to upload family history information while trialling the Keepsake application, whether at a facilitated workshop or remotely

These uses are separate and are explained clearly below.

3. Email Subscriptions

What data we collect

When you sign up for updates, we collect your email address. We may also collect your first name and last name if you choose to provide them.

We use analytics and tracking technologies that may collect additional information such as your IP address, device information, and how you interact with our website. This helps us understand how people find and use Keepsake Family History.

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 and related subscriber information are stored and processed by a reputable third-party service provider that acts as a data processor on our behalf. This provider is selected for its 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.

4. Product Trials

Participants may trial the Keepsake application either at a facilitated workshop or remotely (for example, by using the app in their own time as part of an early-access trial).

What data may be processed

During a trial, 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 meaningfully trialling the application involves doing so.

Please note that participants are responsible for ensuring they have the relevant permissions and legal rights to use any material that they upload.

Legal basis

Our legal basis for processing trial data is explicit consent. For workshops, consent is provided via a stand-alone written consent form on the day. For remote trials, consent is captured before the participant begins using the app.

How the data is used

Trial data is processed to:

• Enable participants to use and trial the Keepsake application
• Allow participants to view, edit, and download their own content
• Help us understand how the application is used, so that we can improve it and shape decisions such as features and pricing

The content that participants upload (such as names, stories, images, and documents) is not used for marketing or shared with third parties for their own purposes. Where we use information to understand how the application is used, this is limited to aggregated or de-identified usage data and is not used to build profiles of individual participants.

Access

Only the participant can access their uploaded data. Keepsake team members do not access participant content unless given explicit consent to do so to resolve technical issues.

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

Trial participants have the right to request deletion of their data at any time. The option will be given for participants to either:

• Have their data and user account fully deleted after the trial
• Keep their data and user account on the Keepsake platform to enable continuation of progress when the app goes live. If this is selected, participants can contact us at any time to request deletion.

We do not retain copies after deletion.

Photography during workshops

Where photographs are taken during in-person 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.

5. Guidance on Uploading Information About Others

Participants decide what information to upload when trialling the app. 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.

6. Data Processors

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

7. Your Data Protection Rights

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

8. Cookies and Website Analytics

Our website uses cookies and similar technologies to understand how visitors find and use Keepsake Family History, so we can improve the site and the way we communicate with people who have asked to hear from us.

No analytics or tracking cookies are set until you click "Accept" on the cookie banner shown on your first visit. If you click "Decline", no analytics cookies are set. You can change your decision at any time by clearing your browser's site data for keepsakefamilyhistory.com, or by managing cookies through your browser settings.

Our legal basis for setting analytics cookies is your consent, which you can withdraw at any time.

9. Changes to This Privacy Policy

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.