Data Protection Policy

Information Audit

Debrett Ancestry Research Ltd records names, addresses, email addresses and telephone numbers from individuals who contact the company directly to request information and for those who become clients. This can be removed from company records on request. Some of these individuals also send personal information about family members and this is all regarded as highly confidential. None of this information is ever passed on to any third party for marketing purposes.

The results of our genealogical research are presented in a bound report which may also be supplied electronically. The report is issued to the client, who may request that copies are also sent to family members. If anyone requests a copy other than the client we seek the client’s permission before providing such a copy. This might be waived in cases where the client is deceased, or cannot be contacted, and the research was carried out more than ten years previously.

Lawful basis for processing personal data

The individuals concerned have given clear consent for us to process their personal data for the specific purpose of sending them information about our services or researching their family history.

Consent (email contact)

Enquiries

Follow-up emails/letters may be sent to enquirers, a few months after initial contact. In order to obtain consent to do this, there is an opt-in box on the website contact form.

Clients

Follow-up emails/letters may be sent to clients, a few months after a report has been sent, and again approximately a year later. We may send further communications when reviewing storage or destruction of older files, in case further work might be required.

Legitimate interest

We believe that clients benefit from our keeping copies of reports and some correspondence for up to 25 years, because we have had numerous cases where clients return for continued research after many years. Many clients also ask for duplicate copies of their reports after many years. We usually retain copies of reports for up to 25 years. After that files may be destroyed.

Right of access

Access to personal data held by Debrett Ancestry Research Ltd will always be provided within at least one calendar month of receiving a request. Such information will be freely given. In the case of copies of genealogical research reports, however, a fee will be charged.

Right to rectification and data quality

Personal data will always be updated or corrected immediately on request.

Right to restrict processing

All requests to restrict the processing of personal data will be responded to immediately.

Retention and storage of personal information

1. Enquiries

2. Clients

Copies of reports and some correspondence may be retained for up to 25 years. After that files may be destroyed.

Requests to destroy personal data will be responded to immediately.

Care of client files

Client files containing all information except credit/debit card details are held by default in the office, and after a number of years may be sent to a GDPR-compliant storage facility.

Clients are encouraged to send copies, not originals, of family documents. Any original documents received may be copied and are then returned to the client.

Active files may be taken to record offices by genealogists when necessary and returned as soon as possible. This does incur a low-level risk of files being lost but this risk is considered low and great care is taken to ensure that files are not at risk of being lost or viewed by others.

While working on a file in a record office, files not in immediate use are secured in lockers.

Debrett Ancestry Research

November 2020