1. Purpose of This Policy

This Privacy Policy explains how we collect, use, store, and share personal data when individuals register on our platform and participate in our family/community registry system.

We are committed to protecting your personal data in accordance with the UK GDPR and Data Protection Act 2018.

2. Data We Collect

When you register, we may collect:

  • Full name
  • Date of birth
  • Gender
  • Contact details (email, phone)
  • Town / location
  • Family relationships (e.g., spouse, parents, children)
  • Photos (if uploaded)
  • Any additional information you voluntarily provide

We only collect data necessary for operating the family registry and related services.

3. Legal Basis for Processing

We process personal data under one or more of the following legal bases:

  • Consent – When you voluntarily register and submit information.
  • Legitimate Interest – To maintain and operate a family/community registry system.
  • Legal Obligation – Where required by law.

By registering, you consent to the processing and controlled sharing of your information as described in this policy.

4. How We Use Your Information

Your information is used to:

  • Create and maintain a family profile
  • Display family relationships within the system
  • Communicate important updates
  • Administer and manage member approvals
  • Improve the platform

We do not sell personal data.

5. Sharing of Information

Because this is a family registry system, certain information may be visible to:

  • Approved members within the same family group
  • Platform administrators
  • Technical service providers hosting the system

Information displayed within the family tree may include:

  • Name
  • Family relationships
  • Town
  • Photo (if uploaded)

Sensitive data (such as contact details) will only be visible where necessary and controlled by system permissions.

We do not share personal data with third parties for marketing purposes.

6. Data Storage & Security

We implement appropriate technical and organisational measures to protect your data, including:

  • Secure servers
  • Access control restrictions
  • Role-based permissions
  • Encrypted connections (HTTPS)

Access to personal data is limited to authorised personnel only.

7. Data Retention

We retain personal data only as long as necessary for the purpose of maintaining the registry.

You may request deletion of your data at any time, subject to legal or operational requirements.

8. Your Rights Under GDPR

You have the right to:

  • Access your personal data
  • Correct inaccurate information
  • Request deletion (“Right to be Forgotten”)
  • Restrict processing
  • Object to processing
  • Request data portability
  • Withdraw consent at any time

To exercise your rights, contact:
info@ghstuk.org

We will respond within one month.

9. Children’s Data

If data relates to minors:

  • Registration must be submitted by a parent or legal guardian.
  • We process children’s data only where appropriate consent has been provided.

10. Withdrawal of Consent

You may withdraw your consent at any time by contacting us.
Upon withdrawal, we will remove your data unless legally required to retain it.

11. Complaints

If you believe your data has been handled improperly, you may contact:

Information Commissioner’s Office (ICO)
https://ico.org.uk

However, we encourage you to contact us first so we can resolve the issue.

12. Updates to This Policy

We may update this Privacy Policy from time to time.
The latest version will always be available on our website.