Privacy Policy

Last updated: 20th June 2025

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At Cotswold Family Threads, your privacy is very important to us. This policy explains how we collect, use, and protect any personal information you provide when using our services or visiting our website.

 

1. Who We Are

Cotswold Family Threads is a genealogy research and family history preservation service based in Gloucestershire, UK. For the purposes of data protection law (UK GDPR), the data controller is Leanne, trading as Cotswold Family Threads.

 

2. What Personal Data We Collect

We may collect the following types of information:

• Contact details: Name, email address, phone number, postal address

• Family history information: Names, dates of birth, marriage and death, locations, and other genealogical information

• Communication data: Information you provide through emails, contact forms, or conversations

• Website usage data (if applicable): IP address, browser type, cookies (see our Cookie Policy, if applicable)

 

3. Why We Collect Your Data

We collect and use your data to:

• Provide and deliver genealogy services and reports

• Communicate with you about your enquiry or project

• Manage billing and payments

• Respond to queries and support requests

• Keep internal records

• Comply with legal obligations

 

4. Lawful Basis for Processing

Under UK GDPR, the lawful bases we rely on for processing your data include:

• Contractual obligation – when we provide services you've requested

• Consent – where you've agreed to specific uses (e.g. newsletter, testimonials)

• Legal obligation – for financial or tax records

• Legitimate interests – to run and improve our business

 

5. How We Store Your Data

Your information is securely stored using encrypted devices, secure cloud storage (e.g. Google Drive or equivalent), and password-protected files.

We retain data only for as long as necessary:

• Client project records: up to 7 years (for tax/legal purposes)

• Enquiries (not resulting in a service): up to 3 months

• Genealogical data: retained as long as needed to provide the service, or as otherwise agreed with you

 

6. Sharing Your Data

We do not sell or rent your personal data.

We may share it with:

• Service providers (e.g. printing services, secure cloud storage)

• Legal or regulatory authorities, if required by law

• Third-party research tools (e.g. Ancestry, Findmypast) only with your consent or account share

 

7. Your Data Protection Rights

You have the right to:

• Access the personal data we hold about you

• Request correction of inaccurate information

• Request deletion of your data (where applicable)

• Object to or restrict certain uses

• Withdraw consent (where applicable)

To make a request, please email: CotswoldFT@gmail.com

If you’re not happy with our response, you can contact the Information Commissioner’s Office (ICO) at ico.org.uk.

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8. Cookies (if you use them)

If your website uses cookies:

We use cookies to improve your browsing experience. You can choose to disable cookies in your browser settings.

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9. Changes to This Policy

This privacy policy may be updated from time to time. The latest version will always be available on our website.

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10. Contact Us

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

Leanne
Email: CotswoldFT@gmail.com
Location: Gloucestershire, United Kingdom