Privacy Notice

  1. Steve Fretwell of UK Ancestral Research Services provides Ancestral Research services based at the following address:
    • 8 St Botolphs Way, Thorney, Peterborough, Cambridgeshire PE6 0SL

    This privacy notice provides information about the personal information we process about you as a data controller, in compliance with the General Data Protection Regulation (GDPR).

  2. Please contact Steve Fretwell at UK Ancestral Research Services mail@ukars.co.uk with any questions or requests about the personal information we process.

    3. Your rights

  3. We are committed to protecting your rights to privacy. They include:
    • Right to be informed about what we do with your personal data;
    • Right to have a copy of all the personal information we process about you;
    • Right to rectification of any inaccurate data we process, and to add to the information we hold about you if it is incomplete;
    • Right to be forgotten and your personal data destroyed;
    • Right to restrict the processing of your personal data;
    • Right to object to the processing we carry out based on our legitimate interest;

    4. The personal data we process, why we process it, where it comes from and the legal basis for doing so.
    Research Services

  4. We process the personal data of individuals and their families who are instructing us for research services for the purpose of family history and building their family tree.
  5. The personal data may include:
    • Names, contact details, dates of birth, places of birth.
    • Father’s name, date of birth, place of birth, date of marriage, place of marriage
    • Mother’s name, date of birth, place of birth, date of marriage, place of marriage
    • Paternal grandparent’s name, date of birth, place of birth, date of marriage, place of marriage
    • Maternal grandparent’s name, date of birth, place of birth, date of marriage, place of marriage
  6. The personal data is generally provided by the person instructing us to carry out family history research.
  7. We process the data because it is in our legitimate interests as a family history researcher to do so. We need to access public documents and records containing this information in order to provide our research services.
  8. In relation to any special category personal data, such as births, deaths and marriage certificates with information concerning, race, ethnic origin, or sex, we rely on our legitimate interest basis for processing this data.
  9. In many cases, an individual has consented to the transfer of their personal data to us. Where an individual has consented, he or she may easily withdraw it by notifying Steve Fretwell at mail@ukars.co.uk.

    10. Other personal data

  10. We also process personal data pursuant to our legitimate interests in running our business such as:
    • Invoices and receipts;
    • Accounts, VAT and tax returns;
    • Insurance policies and related documents;

    11. Retention period

  11. Personal data in for research projects is retained, where necessary, for up to 2 years. Where this is not necessary, it is destroyed on project completion.
  12. Administrative data is retained for up to six years as necessary, in the unlikely event there are queries from HMRC and the VAT commissioner.
    Where it is not necessary to retain the data for six years, it is destroyed as soon as possible.

    13. Whom do we share personal data with?

  13. We share personal data internally strictly on a need to know basis.
  14. Special category data and personnel files held electronically are encrypted with restricted access. Hard copy special category and other personal data is stored securely with restricted access.
  15. We do not share personal data with anyone external to the organisation, other than with:
    • Outsourced service providers such as printing companies,
    • HMRC and the VAT Commissioner as they require
    • Those pursuant to GDPR compliant written contracts.

    16. Information Commissioner’ s Office

  16. If you have any concerns about the way your personal information has been processed, please contact Steve Fretwell above. Alternatively, you may contact the Information Commissioner’ s Office on 0303 123 1113.