Who are we?

Last updated: 10 April 2026

1. Introduction

This Privacy Policy explains how Search The Records Ltd (“we”, “us”, “our”) collects, uses, stores, and protects your personal data when you use the Search The Records website.

We are committed to safeguarding your privacy and ensuring that your personal data is handled in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our website, you agree to the collection and use of information in accordance with this policy.

2. Who We Are

Search The Records Ltd, A company registered in England and Wales number 123456

We act as the data controller for the purposes of applicable data protection law.

3. Scope of This Policy

This policy applies to:

• Visitors to our website

• Registered users (if applicable)

• Individuals who contact us

• Users of our genealogical search services

This policy does not apply to third-party websites linked from our platform.

4. The Information We Collect

4.1 Information You Provide

We may collect personal data that you voluntarily provide, including:

• Name

• Email address

• Account login details (if registration is available)

• Information submitted via forms or enquiries

• Correspondence with us

4.2 Genealogical and Historical Record Data

Our website provides access to historical and genealogical records, which may include:

• Census records

• Military service records

• Parish records (baptisms, marriages, burials)

• Civil registration records

• Other archival materials

These records may contain personal information such as names, dates of birth, addresses, occupations, and family relationships.

Important:

Many records relate to individuals who are deceased. Under data protection law, information relating solely to deceased individuals is generally not considered personal data.

4.3 Automatically Collected Information

When you use our website, we may automatically collect:

• IP address

• Browser type and version

• Device type and operating system

• Pages visited and time spent on site

• Referring URLs

• Interaction data (clicks, searches, navigation)

4.4 Cookies and Similar Technologies

We use cookies and similar technologies to:

• Ensure the website functions correctly

• Improve user experience

• Analyse website usage

• Support security and performance

For more information, please see our Cookie Policy.

5. How We Use Your Information

We use your data for the following purposes:

5.1 Providing Services

• Deliver search results and access to records

• Operate and maintain the website

• Provide user accounts (if applicable)

5.2 Communication

• Respond to enquiries and support requests

• Send important service updates

5.3 Improvement and Analytics

• Understand how users interact with the website

• Improve content, functionality, and usability

• Develop new features

5.4 Security and Integrity

• Prevent fraud, abuse, or misuse

• Maintain system security

• Monitor for suspicious activity

5.5 Legal Compliance

• Comply with legal obligations

• Respond to lawful requests from authorities

6. Legal Basis for Processing

We process personal data under the following lawful bases:

• Legitimate Interests – to operate and improve our services

• Contract – where processing is necessary to provide services you request

• Consent – where required, such as for marketing communications

• Legal Obligation – where required by law

7. Sharing of Data

We do not sell or rent your personal data.

We may share your data with:

• Service providers (e.g. hosting, analytics, IT services)

• Professional advisors (e.g. legal, accounting)

• Regulatory or law enforcement bodies, where required

All third parties are required to process your data securely and only for specified purposes.

8. Data Retention

We retain personal data only for as long as necessary to:

• Provide our services

• Fulfil legal obligations

• Resolve disputes

• Enforce our agreements

When data is no longer required, it is securely deleted or anonymised.

9. Data Security

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

• Secure hosting environments

• Access controls and authentication

• Data encryption where appropriate

• Regular monitoring and security updates

While we take all reasonable steps to protect your data, no system is completely secure.

10. International Data Transfers

Where data is transferred outside the United Kingdom, we ensure appropriate safeguards are in place, such as:

• Adequacy decisions

• Standard contractual clauses

• Other lawful transfer mechanisms

11. Your Rights

Under UK GDPR, you have the following rights:

• Right of access – to obtain a copy of your personal data

• Right to rectification – to correct inaccurate data

• Right to erasure – to request deletion of your data

• Right to restrict processing

• Right to object to processing

• Right to data portability

To exercise your rights, please contact us at: support@searchtherecords.com

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

12. Genealogical Data and Public Records

Search The Records provides access to historical records sourced from public archives and official sources.

These records are made available for:

• genealogical research

• historical study

• public interest purposes

Where appropriate, we may consider requests relating to the removal or restriction of sensitive information, particularly where it relates to living individuals.

13. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of those sites.

14. Children’s Data

Our services are not specifically directed at children under the age of 13, and we do not knowingly collect personal data from children without appropriate consent.

15. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date.

16. Contact Us

If you have any questions about this Privacy Policy or how your data is handled, please contact:

Search The Records Ltd
Email: support@searchtherecords.com