About us: This website www.censusrecords.com is owned and operated by Findmypast Limited (FMP), a company registered in England and Wales no. 04369607, having its registered offices at The Glebe, 6 Chapel Place, Rivington Street, London, EC2A 3DQ. FMP is committed to protecting your privacy and maintaining the security of any personal information received from you. We strictly adhere to the requirements of the data protection legislation in the UK and we are registered on the Data Protection Public Register number Z6639808. Our Data Protection Officer will be happy to deal with any queries or requests regarding the data we hold about you. They can be contacted at firstname.lastname@example.org or by post to Data Protection Officer, The Glebe, 6 Chapel Place, Rivington Street, London, EC2A 3DQ.
We do collect some information from cookies, pixels and similar software which allows us to understand how you arrive on our websites, how you use and navigate around them, and how you interact with our email. This information is used to improve our services and communication. We obtain some information from Google Analytics and Facebook. The Facebook information provided is limited to your email address and only that which you have previously agreed with Facebook that they can share. In order to register with us you must be over 18 years old. More information about our age restrictions can be found in our terms and conditions.
We don’t store your payment card information: When we take a payment from you, we use a secure third party service to process the payment and do not keep a record of your credit or debit card details in our systems. This means that even if (in the very unlikely event) someone broke into our systems, your payment details would not be available for them to steal.
What we use this information for: We won’t keep your personal information for longer than is necessary and will only use the personal information that we gather to:
- manage the website (including your account);
- provide advanced website features to you and others;
- understand your needs to help us improve the website;
- improve search results;v
- understand website usage to allow us to improve our marketing or the way we do business;
- send you emails (more details below)
Who in our company sees your information: Only specific people within our Group Companies (meaning Findmypast), and any subsidiary and/or parent company of Findmypast that might exist in the future have access to your information. We restrict this as much as we can. We aim to make sure that people only have as much access to your information as they need to carry out their job of providing you with services and records.
Using third parties to process your information: We occasionally use third party companies to manage information that you provide us with. When we do, we keep the amount of personal information they hold to an absolute minimum, have contracts in place to stop them using your information except on our behalf and obviously use reasonable efforts to make sure they are as careful with your information as we are.
When we can delete your information: If your account is inactive for five or more years and you are not paying for a service, we reserve the right to delete your information (including information in your family tree), although we’ll try to contact you first. Of course, if you have an active subscription or PayAsYouGo credits, we won’t do this.
Information stored in your family tree: Information stored in your family tree will, in almost all cases, include personal information about other people that are still alive. As with all information in your family tree, your information may be searchable by Census Records users (together with users of other websites) and may appear on internet searches, but all of the information will not be viewable unless you explicitly give them permission to view your tree.
You should always seek permission from people who are living before you make their personal information available in your tree, or anywhere else online. We have provided you with privacy controls to manage your family tree and control who can see the information in it. You should familiarise yourself with how they work as you’re responsible for using them to protect the information you have provided. We reserve the right (at our own discretion) to remove any personal data which you have included in your family tree about people who are living if we are alerted to the fact that this personal data was used without that person’s permission. If you become aware that your personal information has been included in somebody else's tree without your permission or is being misused in any other way on the Census Records site, please send an email to our Customer Support team with details and we will investigate and, if necessary, remove this information.
What grounds (legal basis) are we processing the data under: There are a number of grounds we process your data under. These are:
- Contractual – we need the information to perform the contract for goods or services you have requested/ordered including payment, delivery etc.
- Legal – should we be legally required to contact you concerning a purchase or service.
- Legitimate interest – this means the processing is in Findmypast’s interest. It allows us to manage the customer relationship effectively and efficiently and improve the goods and/or services we provide by better understanding how our online provisions are used and which goods are popular with which groups of individuals.
- Consent – where you have given us consent to market to you.
Emails we send you: We try only to send you emails which are relevant and help you with your family history or tell you important things about the website. There are some emails which we send you only if we have your permission (marketing emails) and you can notify us at any time if you no longer wish to receive these marketing emails (see below). There are some emails which we send you even if we don’t have your permission (service emails) - we send these to administer the service. Both types are explained below.
- Marketing emails: These emails include our regular newsletter, emails which help you with your family history, special offers and market research emails. They also include product updates: announcements of new features or historical records on the website.
- Unsubscribing from marketing emails: There are several ways to do this and we aim to make it as easy as possible for you. The easiest way is to change the settings in the “my account” area of the website. There are also instructions on every email we send and you can usually unsubscribe directly from the email without visiting the website.
- Service emails: We send these out to administer the service. Service emails include registration and payment confirmations, warnings that we are about to charge you or that your subscription or credits are about to expire, and welcome emails that provide useful information about how to use a service or feature when you sign up or start using it. Also, if we make a fundamental change to the website or our Terms & Conditions that we think we need to make you aware of (for legal or simply for courtesy reasons), we will send you a service email.
- Unsubscribing from service emails: Because of the nature of these emails, we don’t allow you to unsubscribe, but we can switch off your account if you are no longer interested in using the website. Contact our Customer Support team to do this.
We won’t sell your information to third parties: We won’t ever sell your information to third parties, full stop. If we run a promotion or competition where your information would be shared with a third party for marketing purposes, we will always ask your permission first. We may from time to time provide your personal information to third parties for the purposes of providing you with our services. These third-party providers include payment processors, providers of card validation services, and credit referencing providers. This is necessary for the performance of the contract. We do not keep a record of your credit or debit card details in our systems. Our payment processors do not decide what is done with your data and only process it on our behalf.
We will disclose your personal data in order to comply with any legal obligation. This includes disclosing information to organisations for the purposes of fraud protection, credit risk reduction, or the order of a court or regulator. We also share your details with service providers who assist us with hosting our marketing campaigns and surveys, but only in cases where you have consented to marketing or surveys. We will not provide your data to other third parties for marketing purposes unless you have specifically consented to this when you first provided your data to us. You are entitled to decline receiving such third-party communications by not selecting the appropriate box on the web form that collects your details or at any subsequent time by logging into your account and adjusting your preferences, by contacting us by email at email@example.com or by post to Findmypast, 6 Chapel Place, Rivington Street, London EC2A 3DQ.
Where your information is stored: The vast majority of your information is stored securely on our servers in Scotland. Some of our third-party partners use servers outside the European Economic Area; however, we only use providers that provide adequate protection for your information at all times.
When transferring and storing any personal information outside the EEA we only do so under one of the legally recognised transfer mechanisms for ensuring the data is safeguarded. These are:
- The country in question has been deemed safe for data transfer by the European Commission. Also known as an adequacy finding.
- The contract for data processing contains the standard contractual clauses laid down by the European Commission to safeguard the transfer of personal data.
- Binding corporate rules – this is where a large company’s own internal processes for international data transfer have been signed off and agreed by the European Commission as safeguarding the data.
- If the data is going to the USA it can be safely transferred to a company that is certified under the EU-US Privacy Shield.
- Appropriate certification schemes
How we protect your information: We follow strict security procedures in the storage and disclosure of information which you have given us, to prevent unauthorised access to, and loss, misuse or alteration of your personal information in accordance with UK data protection legislation. These include firewalls and virus-checking procedures.
You are responsible for keeping secret any confidential passwords or other login or access details that you select or which we allocate to you. While we take steps to ensure the security of your information, there is a risk that any information transmitted over the Internet and stored on a computer may be intercepted or accessed by an unauthorised party. If you think that someone has accessed your information held by us without your permission or gained unauthorised access to your login details, you must notify us at firstname.lastname@example.org. We also recommend that if you use a shared computer or a computer in a public place such as a library that you close your browser when you have finished your session.
Your rights regarding your Personal Information: Under UK applicable data protection laws, you have a number of rights with respect to your personal information, which are:
- Correcting your Information - You are entitled to have your personal information updated to ensure it is up to date and accurate. In order to maintain the accuracy of the information we hold, you can update your personal details through your ‘Account’ page or by sending us an email to email@example.com.
- Withdrawing consent - You have the right to withdraw your consent to any processing that is currently being done under your consent, such as marketing. Consent can be withdrawn by updating your preferences in the email preference centre or through ‘ Account’. You can also email to firstname.lastname@example.org.
- Obtaining a copy of your Information - You have the right to receive a copy of the personal information we hold about you. You can do this by contacting email@example.com from the email address attached to your account, providing the full name attached to your account.
- Deleting your information - You can request that we delete personal information in certain circumstances. These will be specific to each case. You can do this by contacting firstname.lastname@example.org from the email address attached to your account, providing the full name attached to your account.
- Data portability - You have the right to ask us to transfer the personal information that you have given us to another controller.
- Restricting processing - You can request a restriction on the processing of your data in some limited circumstances. Examples are concerns over data accuracy or we no longer need to hold your data but you have requested its retention by us to aid you in a legal matter. You can do this by contacting email@example.com from the email address attached to your account, providing the full name attached to your account.
- Right to object to processing - You have the right to request that we stop processing your data for marketing purposes and in other limited circumstances such as asking us not to process your data by wholly automated means or not to analyse your information for targeted content etc. (also known as profiling). You can action any of these rights by contacting our Customer Support Team or by contacting us by email at firstname.lastname@example.org or by post to Data Protection Officer, Findmypast, 6 Chapel Place, Rivington Street, London EC2A 3DQ.
Right of complaint to the Regulator for Data Protection: The data protection laws in the UK are regulated and enforced by the Information Commissioner’s Office (ICO). As a UK registered company, Findmypast’s supervisory authority is the ICO. Each individual has the right to raise a concern to their country’s regulator if they have any worry about how their personal information and/or privacy is treated.
You can do this via the ICO’s website, follow the links or have an online Live Chat.
Call the ICO helpline on 0303 123 1113
Postal address: Information Commissioner's Office