Docklands Ancestors Limited is committed to user privacy.
Docklands Ancestors Limited may be referred to in this document as “we”, “us”, “our”, or the “Company”.
This document runs in conjunction with our Terms and Conditions. These can be found on our website at the address https://www.parishregister.com/terms-and-conditions
Docklands Ancestors Limited is a limited company registered in the UK (company number 04605232). We provide online and real-world genealogy services including selling physical goods through our online shop, and Membership services allowing access to hundreds of thousands of professionally transcribed genealogical records via our website www.ParishRegister.com.
We are dedicated to ensuring that your information is secure. To prevent unauthorised access or disclosure, we have put in place physical, electronic and managerial procedures to safeguard and secure the information that we collect. We treat all personal information that you have supplied to us with the utmost care and in accordance with current legislation. We will not pass any of your information to any outside organisation or individuals, unless we are compelled to do so for legal reasons.
We may store and process information that you voluntarily give us by either:
- Contacting us by email, or
- Signing up to our Newsletter, or
- Purchasing goods from us, or
- Becoming a Member of ParishRegister.com
Any contact information (e.g. email or postal address) that you give us is used exclusively by Docklands Ancestors Limited to provide you with essential and relevant information and help as per your request(s).
If you purchase goods and/or ParishRegister.com Membership, the personal details that you supply are treated in utmost confidence and are kept securely.
For further details about how we take care of your information, please see our full Data Protection Policy details below.
You have a right to know about the personal information that Docklands Ancestors Limited holds about you, and you have a right for any data to be corrected. We will respond to any requests pertaining to your personal information within one month. You also have the right to request that we erase any personal data, but please note that there may be circumstances where you ask us to erase your personal information, but we are legally entitled to retain it. Please address any requests and/or queries about our data protection policy to: Jonathan Legon, Docklands Ancestors Limited Managing Director & Administrator, Docklands Ancestors Ltd.,15 Honeycroft, Loughton, Essex, IG10 3PR, United Kingdom, or email: firstname.lastname@example.org
Links to other websites
ParishRegister.com contains links to other websites of interest and also some adverts which you may click to be taken to another, third-party, website. Please note that we do not have any control over any other (third-party) websites. If you click through to another website from ParishRegister.com then we cannot accept responsibility for the protection and privacy of any information that you provide whilst visiting these third-party sites; such sites are hence not governed by this privacy statement.
Use of images on the website
The images that we use on ParishRegister.com are mainly provided by us. Others shown are provided by a number of sources and are used with various agreements. All images are only used with permission.
DATA PROTECTION POLICY
Docklands Ancestors Limited aims to ensure that all personal data collected about staff, customers and other individuals is collected, stored and processed in accordance with the General Data Protection Regulation (GDPR), the expected provisions of the Data Protection Act 2018 (DPA 2018) as set out in the Data Protection Bill, and all and any other currently applicable legislation. This policy includes all personal data in any format.
Some common terms and definitions are used in this document. If you require further information then you may find the Information Commissioner’s Office (ICO, https://ico.org.uk/), https://ec.europa.eu, and https://www.eugdpr.org/glossary-of-terms.html of help. You may also contact us using the details provided at the end of this document and also found easily on our main website, www.ParishRegister.com.
i. Legislation and responsibilities
This policy meets the requirements of the GDPR and the expected provisions of the DPA 2018. It is based on guidance published by the Information Commissioner’s Office (ICO) on the GDPR and the ICO’s code of practice for subject access requests.
Those working on behalf of Docklands Ancestors Limited are responsible for:
- Collecting, storing and processing any personal data in accordance with this policy.
- Informing Docklands Ancestors Limited of any changes to their personal data, such as a change of address.
- Contacting the Docklands Ancestors Limited management and administrator in the following circumstances:
- With any questions about the operation of this policy, data protection law, retaining personal data or keeping personal data secure.
- If they have any concerns that this policy is not being followed.
- If they are unsure whether they have a lawful basis to use personal data in a particular way.
- If they need to rely on or capture consent, draft a privacy notice, deal with data protection rights invoked by an individual, or transfer personal data outside the European Economic Area.
- If there has been a data breach.
- Whenever they are engaging in a new activity that may affect the privacy rights of individuals.
ii. Data protection principles
Docklands Ancestors Limited aims to perpetually comply in full with the GDPR data protection principles and any and all other applicable legislation.
The principles state that personal data must be:
- Processed lawfully, fairly and in a transparent manner.
- Collected for specified, explicit and legitimate purposes.
- Adequate, relevant and limited to what is necessary to fulfil the purposes for which it is processed.
- Accurate and, where necessary, kept up to date.
- Kept for no longer than is necessary for the purposes for which it is processed.
- Processed in a way that ensures it is appropriately secure.
iii. Collection of personal data
a. Lawfulness, fairness and transparency
Docklands Ancestors Limited will only process personal data where we have one of the following legal reasons to do so under data protection law:
- If the data needs to be processed so that Docklands Ancestors Limited can fulfil a contract with the individual, including (but not limited to) Membership and purchases, or the individual has asked Docklands Ancestors Limited to take specific steps before entering into a contract.
- If the data needs to be processed so that Docklands Ancestors Limited can comply with a legal obligation.
- If the data needs to be processed to ensure the vital interests of the individual e.g. to protect someone’s life and/or wellbeing.
- If the data needs to be processed for the legitimate interests of Docklands Ancestors Limited or a third party (provided the individual’s rights and freedoms are not overridden).
- If the individual has freely given clear consent.
b. Limitation, minimisation and accuracy
If we want to use personal data for reasons other than those initially given, we will inform the individuals concerned before we do so and seek consent where necessary.
All individuals working on behalf Docklands Ancestors Limited will only process personal data where it is necessary to do their jobs.
When individuals working on behalf Docklands Ancestors Limited no longer need the personal data they hold, they will ensure it is deleted and/or anonymised in line with current legal requirements.
iv. Sharing personal data
Docklands Ancestors Limited will not normally share personal data with anyone else, but may need to do so in exceptional circumstances, for instance where:
- There is an issue with a client that puts the safety of somebody at risk.
- Docklands Ancestors Limited need to liaise with other agencies – we will seek full consent as necessary prior to doing this.
Docklands Ancestors Limited will also share personal data with law enforcement and government bodies where we are legally required to do so, including for:
- The prevention or detection of crime and/or fraud.
- The apprehension or prosecution of offenders.
- The assessment or collection of tax owed to HMRC.
- In connection with legal proceedings.
- Where the disclosure is required to satisfy our safeguarding obligations.
- Research and statistical purposes, if personal data is sufficiently anonymised and/or consent has been provided.
Docklands Ancestors Limited may also share personal data with emergency services and local authorities to help them to respond to an emergency that affects any of our stakeholders, customers, or staff.
To avoid unintentionally sharing personal data, group emails and communications sent to any of our stakeholders, including but not limited to, our customers and Members should be sent Blind Carbon Copy (BCC), unless all participants have given prior consent to share their contact details with others involved.
a. Subject access requests and other rights of individuals
Individuals have a right to make a ‘subject access request’ to gain access to personal information that Docklands Ancestors Limited holds about them. This includes requests concerning:
- Confirmation that their personal data is being processed.
- Access to a full copy of the data.
- The purpose(s) of the data processing.
- The categories of personal data involved.
- Who the data has been, or will be, shared with.
- How long the data will be stored for, or if this isn’t possible, the criteria used to determine this period.
- The source of the data, if not the individual.
- Whether any automated and/or AI decision-making is being applied to their data, and what the significance and consequences of this might be for the individual.
Subject access requests must be submitted in writing, either by letter or email to the Docklands Ancestors Limited Administrator. They should include:
- The name of individual.
- The correspondence address.
- The contact phone number and email address.
- The details of the information requested.
b. Responding to subject access requests
When responding to requests Docklands Ancestors Limited:
- May ask the individual to provide two forms of identification.
- May contact the individual via phone to confirm that the request was made.
- Will respond as soon as possible and within one month of receipt of the request. However this can be extended by a further two months if your request is complex or numerous. If proof of identity is required, the one month will commence when identity is confirmed.
- Will provide the information free of charge.
Docklands Ancestors Limited will not disclose information if it:
- Might cause harm to the physical or mental health of the client or another individual.
- If the request is unfounded or excessive, we may refuse to act on it, or charge a reasonable fee which considers administrative costs. A request will be deemed to be unfounded or excessive if it is repetitive or asks for further copies of the same information. When we refuse a request, we will tell the individual why, and tell them that they have the right to complain to the ICO.
c. Other data protection rights of the individual
In addition to the right to make a subject access request and to receive information when we are collecting data about how we use and process it, individuals also have the right to:
- Withdraw their consent to processing at any time.
- Ask us to rectify, erase or restrict processing of their personal data, or object to the processing of it (in certain circumstances).
- Prevent use of their personal data for direct marketing.
- Challenge processing which has been justified based on public interest.
- Request a copy of agreements under which their personal data is transferred outside of the European Economic Area.
- Prevent processing that is likely to cause damage or distress.
- Be notified of a data breach in certain circumstances.
- Make a complaint to the ICO.
- Ask for their personal data to be transferred to a third party in a structured, commonly used and machine-readable format (in certain circumstances). An administrative charge may be made for this.
Individuals should submit any request to exercise these rights to the Docklands Ancestors Limited Administrator using the contact details at the end of this document.
v. Photographs and videos
As part of our activities, we may take photographs and record images of individuals of relevance and interest to our ParishRegister.com website visitors.
Uses of these images and videos may include:
- In brochures, newsletters and other communications and marketing.
- Online on the ParishRegister.com website or social media pages.
vi. Data protection
Docklands Ancestors Limited will put measures in place to show that we have integrated data protection into all our data processing activities, including:
- Designating an individual who works on behalf of Docklands Ancestors Limited being responsible for Data Protection and ensuring they have the necessary resources to fulfil their duties and maintaining their specialist knowledge.
- Providing all individuals working on behalf of Docklands Ancestors Limited with data protection support and are required to read our Policies.
- Only processing personal data that is necessary for each specific purpose of processing, and always in line with the data protection principles set out in relevant data protection law.
- Integrating data protection into internal documents including this policy, any related policies and privacy notices.
- Providing training and support to individuals working on behalf of Docklands Ancestors Limited on data protection law, this policy, any related policies and any other data protection matters.
- Maintaining records of our processing activities, including:
- For the benefit of data subjects, making available the name and contact details of Docklands Ancestors Limited and our Administrator and all information we are required to share about how we use and process their personal data.
- For all personal data that we hold, undertaking an annual data audit, to review and record the type of data, data subject, how and why we are using the data, how and why we are storing the data, retention periods and how we are keeping the data secure.
vii. Data security and storage of records
Docklands Ancestors Limited protect personal data and keep it safe from unauthorised or unlawful or accidental access, loss, alteration, processing, disclosure, destruction, or damage. Anyone submitting personal data to Docklands Ancestors Limited for any reason can be confident that their data is kept securely, is not kept any length of time beyond and is disposed of and/or anonymised safely. Some of our protection measures include:
- Securely serving our entire ParishRegister.com website including storing all files and data on secure servers.
- Papers and electronic records containing confidential personal data are not shared or made viewable to anyone other than the person or people working with the data out of necessity to complete essential tasks for Docklands Ancestors Limited.
- Strong passwords are mandatory for all and any person working on behalf of Docklands Ancestors Limited.
- All Docklands Ancestors Limited staff who store personal information on their personal devices are requested to follow the same security procedures as above.
viii. Data breaches
Docklands Ancestors Limited aims to ensure that there are no personal data breaches.
In the unlikely event of a suspected data breach we will follow the procedure set out in https://ico.org.uk/for-organisations/report-a-breach/. When appropriate, we will report the data breach to the ICO within 72 hours (or the required legal time).
x. Your personal data
Docklands Ancestors Limited collects your personal data purely for what we deem essential tasks including but not limited to:
- Your name and address and contact information enabling the completion of an order you place on ParishRegister.com.
- Your name and address and contact information enabling you to function as a Member on ParishRegister.com.
- Your name and email address should you voluntarily and explicitly opt-in to receive our electronic Newsletter. An automated opt-out option is always available to you at any time.
- Data given to us by you, such as name and email address facilitating any other communication at your request.
Docklands Ancestors Limited does not store any bank account or credit or debit card details. These are handled by our chosen, trusted, and secure payment provider, Stripe. Stripe has been audited by a PCI-certified auditor and is certified to PCI Service Provider Level 1. This is the most stringent level of certification available in the payments industry. To accomplish this, Stripe make use of best-in-class security tools and practices to maintain a high level of security. Further information is available at their website, in particular this page may be of interest https://stripe.com/docs/security/stripe. Whilst Docklands Ancestors Limited does not hold these details in either paper or electronic format, as the provider of the service and/or product you purchase through our website, we will always help with any queries or concerns you have; all you have to do is ask and we will aim to go above and beyond any legal requirement(s) to help you if we can.
To make our website, ParishRegister.com, work properly, we sometimes place small data files called cookies on your device. It is common practice for websites to do this.
Cookies provided by any website you are visiting are named ‘First Party’ cookies and cookies provided by outside sources and services are named ‘Third Party’ cookies.
Each cookie expires after a certain period of time depending on what we use it for. ‘Session’ cookies expire at the end of your session (when you close your browser), whereas ‘Persistent’ cookies are allocated a lifespan so will be present on your device until either they expire, you delete the cookie individually, or you clear all your cookies.
We provide options for our visitors to change or withdraw their cookie consent. Please see the ‘How to delete and control cookies’ section below, and you can contact us regarding cookies and ask us for help to change your contact preferences at any time by contacting the administrator as detailed at the bottom of this policy. Please note that removing and/or not using cookies will likely mean that our site will not work as you would expect.
We inform our visitors in plain language about the purpose of the cookies we use on our website, ParishRegister.com, prior to setting anything other than strictly necessary cookies.
Please see below for details of the cookies we use on our website, ParishRegister.com.
i. Purpose of the cookies we use
- To help analyse website traffic and usage. Third party, Google Analytics cookies enable us to see data about visitor usage on our website, ParishRegister.com,. They allow us to count the number of visitors and to see how visitors move around the website. This helps us to provide content and services which are of most interest and benefit to our visitors and to identify ways which we can improve our visitor’s experience of our website. Visitors to our website logged by Google Analytics remain anonymous to us.
- We show a few adverts as you browse our site. These adverts are usually managed by a partner specialising in providing adverts for multiple sites. Invariably these partners place cookies to collect anonymous data about the websites you visit so they can personalise the adverts to you, ensure that you don’t see the same adverts too frequently and ultimately report to advertisers on which adverts are working. Our partners include the Ancestry.com affiliate program, and Google.
- To save your cookie consent.
- To make our shopping basket and checkout work.
- To determine if you are logged in or not.
- Collect any personally identifiable information (without your express permission).
- Collect any sensitive information (without your express permission).
- Pass personally identifiable data to third parties.
- Pay sales commissions.
ii. The Cookies we use
We keep these details up to date with regularity but please be aware that the names of the cookies used by third parties may change from time to time:
First party – Cookie consent
viewed_cookie_policy, expires after 1 year.
First party – WordPress
We use WordPress as our CMS. WordPress uses some essential cookies when you login. Further information is available at https://codex.wordpress.org/WordPress_Cookies.
First party – WooCommerce
We use WooCommerce for our online shop. WooCommerce sets essential cookies which enable you to browse and use the shop. To keep track of cart data, WooCommerce makes use of 3 cookies:
The first two cookies contain information about the cart as a whole and helps WooCommerce know when the cart data changes. The final cookie (wp_woocommerce_session_) contains a unique code for each customer so that it knows where to find the cart data in the database for each customer. No personal information is stored within these cookies. All expire after 48 hours.
Third party – Stripe
We use Stripe for our online shop payments and for our Membership payments. Stripe sets essential cookies which enable you to purchase from the shop and to pay for your Membership. Currently these are the cookies in use, together with their expiry times:
__stripe_mid, 1 year
checkout-live-session, 10 years
m, 10 years
Third party – Google Analytics and Advertising Cookies
Google Analytics cookies. Used as described above, Google sets some cookies to help us analyse visitor usage, so we can use the data to improve your browsing experience of our website. Currently these are the cookies in use, together with their expiry times:
_ga, 2 years
Our advertising partners mentioned above use the following cookies, together with their expiry times:
IDE, 1 year
iii. Further Information on the cookies we use
For further information on the cookies we use on our website, ParishRegister.com, please see the following links:
iv. How to delete and control cookies
To find out more about cookies, including how to see what cookies have been set, visit www.allaboutcookies.org or www.aboutcookies.org. You can delete any or all cookies that are already on your computer and you can set most browsers to prevent them from being placed. Please note that by deleting our first and third-party cookies or disabling future cookies you may not be able to access and/or use certain features of our website, ParishRegister.com,.
The following links may help you to manage cookies on popular browsers:
Information relating to other browsers should be available on the browser developer’s website.
For your convenience Google also offer a Google Analytics opt-out browser add-on, available from: https://tools.google.com/dlpage/gaoptout
Docklands Ancestors Limited Managing Director & Administrator
Docklands Ancestors Ltd.,
Docklands Ancestors Limited is a UK registered company, number 04605232