Privacy Policy

The Genealogy Journal
Last updated: 14 August 2026

Before publishing: replace every item in square brackets and delete this note. This draft assumes that the website is hosted by Squarespace, uses a consent-based cookie banner, offers genealogy research or consultancy services, and may collect newsletter subscriptions. Delete any section that does not reflect how the website and business actually operate.

1. Who I am

The Genealogy Journal is operated by Leah Jane Wade, trading as The Genealogy Journal (referred to in this policy as “I”, “me” or “my”).

For the purposes of UK data protection law, I am the data controller for the personal information described in this policy. This means that I decide why and how that information is used.

Contact details

  • Email: mail@genealogyjournal.co.uk

  • Postal address: Genealogy Journal, Unit 171348, PO Box 7169, Poole, BH15 9EL

  • Website: www.genealogyjournal.co.uk

  • ICO registration number, if applicable: C2004373

2. What this policy covers

This policy explains how I collect, use, store and share personal information when you:

  • visit The Genealogy Journal website;

  • contact me or make an enquiry;

  • subscribe to The Genealogy Journal newsletter or blog updates;

  • commission genealogy research, consultancy, writing or another service;

  • contribute a comment, story, photograph, testimonial or other material; or

  • are an identifiable living person whose information appears in material supplied or consulted during genealogical research.

The UK GDPR applies to information about identifiable living people. Information relating only to a deceased person is not personal data under the UK GDPR. However, genealogical sources concerning deceased people may also reveal information about living relatives. I therefore handle family-history material carefully regardless of whether every person named in it is living.

3. The personal information I may collect

Depending on how you use the website or my services, I may collect:

Contact and enquiry information

  • your name;

  • email address;

  • postal address and telephone number, where provided;

  • the contents of messages, forms and correspondence; and

  • your communication preferences.

Website and device information

  • your IP address;

  • browser, device and network information;

  • pages viewed and actions taken on the website;

  • the website or search term that referred you to this website; and

  • cookie choices and analytics information, where you consent to optional cookies.

Client and transaction information

  • information needed to prepare a quotation, contract or invoice;

  • details of the service commissioned and payments made;

  • project correspondence, instructions, feedback and administrative records; and

  • limited payment information. If payment is made through a payment provider, that provider will normally collect and process full card or bank details rather than me.

Genealogical research information

  • names, dates and places of birth, marriage, death, residence, education, employment and migration;

  • family relationships, household information and family trees;

  • certificates, photographs, letters, diaries, oral histories and other family material;

  • information found in archives, libraries, record offices, databases, newspapers, directories, public registers, online family trees, social media or other lawful sources;

  • account usernames or collaborator access details for genealogy platforms, where this is necessary for an agreed service; and

  • information about living relatives or other people that is supplied by a client or encountered during research.

Sensitive information

Family-history material can reveal information classed as special category data, including racial or ethnic origin, religious or philosophical beliefs, health, sexual orientation, political opinions, trade-union membership, or genetic or biometric data. It may also contain information about criminal allegations, proceedings or convictions.

I will only intentionally collect or use this type of information where it is relevant to an agreed purpose and where data protection law permits me to do so. Where required, I will obtain explicit consent or identify another appropriate legal condition before processing it. I will not intentionally seek sensitive information about a living third party merely because it may be of interest.

DNA or genetic genealogy work will be accepted only under a separate written agreement explaining the purpose, access arrangements, security, sharing, retention and deletion of genetic information. Please do not send passwords, raw DNA files, identity documents or highly sensitive family information through the website contact form.

Newsletter, comments and contributions

  • your name and email address;

  • the date, time and method of your subscription;

  • newsletter engagement information, if the selected service records it;

  • comments or other material you submit for publication; and

  • permissions relating to photographs, stories, testimonials or quotations.

4. How I obtain personal information

I may obtain information:

  • directly from you through forms, email, telephone, post, meetings or project materials;

  • from a person acting for you or from another family member;

  • automatically through Squarespace and permitted cookies or similar technologies;

  • from payment, newsletter or scheduling providers that you use to interact with me;

  • from public, archival, commercial and subscription research sources; and

  • from professional contacts or repositories involved in an agreed research project.

If I obtain information about an identifiable living person from someone else or from a research source, I will provide privacy information to that person where data protection law requires it, unless a lawful exemption applies. The fact that information is publicly accessible does not by itself remove all data-protection obligations.

5. Why I use personal information and my lawful bases

I use personal information only when I have a lawful basis for doing so.

Responding to enquiries and preparing quotations

I use your information to respond to enquiries, prepare quotations and take any steps you request before commissioning my services. My lawful basis is taking steps at your request before entering into a contract and, where appropriate, my legitimate interests in responding to potential clients.

Providing commissioned services

I use personal information to provide genealogy research, consultancy, writing and other commissioned services. My lawful basis is the performance of a contract with you.

Conducting genealogical research involving living people

Where it is necessary to process proportionate information about living third parties as part of agreed genealogical research, my lawful basis is legitimate interests. Before relying on this basis, I consider the necessity of using the information and balance my interests against the individual’s rights, privacy and reasonable expectations.

Managing projects and client relationships

I use personal information to manage projects, communicate with clients, maintain appropriate records, respond to complaints and uphold professional standards. My lawful bases are the performance of a contract, compliance with legal obligations and my legitimate interests in operating a responsible genealogy practice.

Financial and administrative records

I use personal information to issue quotations and invoices, record payments, maintain accounts and comply with tax or regulatory requirements. My lawful bases are compliance with legal obligations and my legitimate interests in maintaining accurate business records.

Website and information security

I may use technical and contact information to protect the website, maintain backups, prevent fraud or misuse, and establish or defend legal claims. My lawful bases are legitimate interests and, where applicable, compliance with legal obligations.

Newsletters and blog updates

I use your name and email address to send newsletters, blog updates and other email marketing where you have actively chosen to receive them. My lawful basis is consent, unless another lawful marketing route has been clearly identified and is permitted by law.

Website analytics

I use optional analytics and performance cookies to understand how visitors use the website and to improve its content and operation. My lawful basis is consent.

Contributions, photographs and testimonials

I may use personal information when publishing an identifiable contribution, photograph, testimonial, case study or family story. My lawful basis will normally be consent or a separate written agreement. In limited circumstances, I may rely on legitimate interests where this is appropriate and does not override the person’s rights.

Data-protection requests and complaints

I use personal information to respond to data-protection rights requests and complaints. My lawful basis is compliance with a legal obligation.

My legitimate interests include operating and improving a responsible genealogy practice, answering enquiries, protecting my systems and legal rights, keeping proportionate business records, and undertaking the research a client has asked me to perform.

Whenever I rely on legitimate interests, I consider whether the processing is necessary and balance my interests against the rights, interests and reasonable expectations of the people concerned.

Where I rely on consent, you may withdraw your consent at any time by contacting me. Withdrawing consent will not affect any processing that was lawful before consent was withdrawn.

6. Genealogical information about other people

Genealogy is relational: information about one person often says something about several relatives. If you provide information about a living person, you should only do so where you are entitled to share it and where it is relevant to the service requested.

I may need to record limited information about living people in order to distinguish them from others, verify relationships, assess evidence or prevent incorrect conclusions. I will aim to use the minimum information necessary, avoid unnecessary disclosure, and treat information found in public sources with the same care as information supplied privately.

I will not use personal information discovered during client research to market services to the people concerned. I will not publish identifiable information about living people in a report, article, blog post, talk or case study unless there is an appropriate legal basis and any necessary permission has been obtained. Where appropriate, information will be anonymised or pseudonymised.

7. Email newsletters and blog updates

I will send newsletters or blog updates only where you have actively subscribed or another lawful marketing route clearly applies. I will not add you to the mailing list simply because you made an enquiry or became a client.

You can unsubscribe at any time by using the link in an email or contacting me at mail@genealogyjournal.co.uk. I may retain a minimal suppression record so that I can respect your request not to receive further marketing.

Newsletter subscriptions are managed using Brevo. View Brevo’s privacy policy here: https://brevo.com/legal/privacypolicy.

8. Cookies and website analytics

This website is hosted by Squarespace. Squarespace may receive information about your browser, network, device, IP address, referring pages and the pages you view in order to host, secure and operate the website.

The website uses:

  • necessary cookies, which are required for security and essential website functions; and

  • analytics and performance cookies, which help me understand website traffic and how visitors use the site. These optional cookies are used only if you consent through the cookie banner.

You can accept, reject or manage optional cookies through the cookie banner and the “Manage Cookies” link in the website footer. You can also delete cookies through your browser. Withdrawing consent prevents future optional cookie use but may not remove cookies already stored on your device.

A separate Cookie Policy or the website’s cookie-preference panel should provide the current cookie names, providers, purposes and durations. Squarespace’s general cookie information is available at: https://support.squarespace.com/hc/en-us/articles/360001264507-The-cookies-Squarespace-uses

9. Who I share information with

I do not sell personal information.

Where necessary for the purposes described in this policy, I may share limited information with:

  • Squarespace, which hosts and operates the website;

  • Brevo, which is for managing and sending newsletters;

  • archives, record offices, libraries, genealogy databases, repositories and record providers used for agreed research;

  • carefully selected contractors, specialist researchers, transcribers, designers or other professional service providers, where necessary and subject to appropriate confidentiality and data-protection arrangements;

  • professional advisers, insurers or auditors;

  • law-enforcement bodies, courts, regulators or public authorities where disclosure is required or permitted by law; and

  • a prospective purchaser or successor if the business is reorganised or transferred, subject to appropriate safeguards.

Research searches may require me to enter names, dates, places or other identifiers into third-party catalogues and databases. I will disclose only what is reasonably necessary to locate or obtain the relevant material.

Third-party websites and databases operate under their own privacy terms. Where I act as the data controller, I remain responsible for choosing service providers carefully and putting appropriate arrangements in place.

10. International transfers

Some service providers, including website, email, cloud-storage, payment or genealogy-platform providers, may process information outside the United Kingdom.

Where a restricted transfer of personal information takes place, I will use a lawful transfer mechanism. Depending on the destination and provider, this may include UK adequacy regulations or appropriate contractual safeguards such as the UK International Data Transfer Agreement or the UK Addendum to approved standard contractual clauses. You may contact me for further information about the safeguards relevant to your information.

11. How long I keep personal information

I keep information only for as long as it is reasonably needed for the purpose for which it was collected, including legal, tax, insurance, professional and dispute-resolution requirements.

My normal retention periods are:

  • unsuccessful or general enquiries: up to 24 months after the last meaningful contact;

  • client contracts, project correspondence, research files and final deliverables: normally seven years after the project is completed, unless a different period is agreed or a longer period is necessary for a legal claim;

  • invoices and accounting records: normally six years, subject to the applicable tax and legal rules;

  • newsletter information: until you unsubscribe or the mailing list is closed, with a minimal suppression record retained where necessary to respect your opt-out;

  • published comments, contributions and testimonials: for as long as the relevant content remains published or until the applicable permission is withdrawn, where withdrawal applies;

  • consent and permissions records: for as long as the relevant material is used and for a reasonable period afterwards to demonstrate compliance; and

  • website analytics and cookies: according to the duration shown in the cookie-preference panel or Cookie Policy.

At the end of the relevant period, information will be securely deleted, anonymised or, where appropriate, returned. Backup copies may remain for a limited period until they are overwritten in the ordinary backup cycle.

DNA and genetic information will be retained only for the period stated in the separate written agreement for that service.

12. How I protect personal information

I take appropriate technical and organisational measures to protect personal information against accidental loss, unauthorised access, misuse, alteration or disclosure. These measures are proportionate to the sensitivity of the information and may include access controls, strong authentication, secure transfer methods, encryption, protected backups, device security and confidentiality arrangements with service providers.

No internet or email system is completely secure. Please do not send passwords, raw DNA files, identity documents or highly sensitive information through an ordinary contact form or unencrypted email. I will arrange an appropriate transfer method if such information is genuinely required.

If a personal-data breach creates a risk to people’s rights and freedoms, I will investigate it and make any notifications required by law.

13. Your data-protection rights

Depending on the circumstances, you may have the right to:

  • be informed about how your personal information is used;

  • ask for access to your personal information;

  • ask for inaccurate or incomplete information to be corrected;

  • ask for information to be erased;

  • ask for processing to be restricted;

  • object to processing based on legitimate interests or for direct marketing;

  • receive certain information in a portable format;

  • withdraw consent at any time; and

  • complain about the way your information has been handled.

These rights are not absolute and do not all apply in every situation. For example, I may need to retain limited information to meet a legal obligation, protect another person’s rights or establish or defend a legal claim.

To exercise a right, email mail@genealogyjournal.co.uk with the subject “Data protection request”. I may need to ask for information to confirm your identity. There is normally no charge, and I will respond within the period required by law, usually one month.

14. Data-protection complaints

If you have concerns about how I have used your information, please contact me first so that I can try to resolve them.

Email mail@genealogyjournal.co.uk with the subject “Data protection complaint”, or write to Genealogy Journal, Unit 171348, PO Box 7169, Poole, BH15 9EL. I will acknowledge a data-protection complaint within 30 days, investigate it without undue delay, keep you appropriately informed and explain the outcome.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK regulator for data protection:

15. Children’s information

This website and my commercial services are not directed at children. A person under 18 should not submit personal or family information, subscribe to marketing or commission a service without the involvement of a parent or guardian.

Genealogical research may legitimately concern children, both historically and in living families. Where information about a living child is relevant to an agreed project, I will use additional care, limit the information processed and consider the child’s best interests and rights.

16. External links

The website may link to archives, databases, social-media platforms and other external websites. I am not responsible for the privacy practices or content of those websites. You should review their privacy information before providing personal data to them.

17. Changes to this policy

I may update this policy to reflect changes to the website, my services, service providers or the law. The latest version will be published on this page and the “Last updated” date will be changed. If a change materially affects how I use information already collected, I will take reasonable steps to bring it to the attention of the people affected.