This privacy policy explains how Glacier Field Historical Research collects, uses, stores, and protects your personal information when you use our website and services. We are committed to safeguarding your privacy and ensuring transparency in our data practices.
Information We Collect
We collect information that you provide directly to us when using our services:
- Contact information including your name and email address
- Details of your research enquiry and project requirements
- Correspondence and communications with our team
- Information relevant to genealogical or heritage research projects
We also collect certain information automatically when you visit our website, including browser type, pages visited, and time spent on the site. This information is collected through cookies and similar technologies as described in our Cookies Policy.
How We Use Your Information
We use the information we collect for the following purposes:
- To respond to your enquiries and provide requested services
- To conduct historical research on your behalf
- To communicate about your project progress and findings
- To improve our website and services
- To comply with legal obligations
Legal Basis for Processing
Under UK data protection law, we must have a legal basis for processing your personal information. Our legal bases include:
- Contract: Processing necessary to fulfil our contractual obligations to you
- Legitimate interests: Processing necessary for our legitimate business interests, provided these do not override your rights
- Consent: Where you have given explicit consent for specific processing activities
- Legal obligation: Processing required to comply with applicable laws
Data Sharing
We do not sell, rent, or trade your personal information. We may share your information only in the following circumstances:
- With archives, libraries, and research institutions when necessary to conduct research on your behalf
- With professional advisers where required for legal, accounting, or insurance purposes
- Where required by law or to protect our legal rights
- With your explicit consent
Data Security
We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. These measures include secure storage systems, encrypted communications, and restricted access to personal data on a need-to-know basis.
Data Retention
We retain your personal information only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, or reporting requirements. Research project files are typically retained for seven years following project completion, after which they are securely destroyed unless you request otherwise.
Your Rights
Under UK data protection law, you have the following rights regarding your personal information:
- Access: You may request a copy of the personal information we hold about you
- Rectification: You may request correction of inaccurate or incomplete information
- Erasure: You may request deletion of your personal information in certain circumstances
- Restriction: You may request that we restrict processing of your information
- Portability: You may request transfer of your information to another organisation
- Objection: You may object to processing based on legitimate interests
To exercise any of these rights, please contact us using the details provided below.
International Transfers
Your personal information is primarily stored and processed within the United Kingdom. Where we transfer data internationally for research purposes, we ensure appropriate safeguards are in place to protect your information in compliance with applicable data protection laws.
Changes to This Policy
We may update this privacy policy from time to time to reflect changes in our practices or applicable laws. We will notify you of any material changes by posting the updated policy on our website with a revised effective date.
Contact Us
If you have questions about this privacy policy or wish to exercise your data protection rights, please contact us:
Glacier Field Historical Research
47 Cathedral Close
Winchester
Hampshire SO23 9LT
United Kingdom
Email: [email protected]
Supervisory Authority
If you are not satisfied with our response to any data protection concerns, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues.
Last updated: January 2024