This policy applies to personal information handled through:

• familyfootprintjosephwilliams.com, including contact routes, blog comments, downloadable material and participation pages;
• tree.familyfootprintjosephwilliams.com, the separate family-tree database and its account, access and contribution functions;
• the online Williams family profile form, printable or fillable forms and related submissions;
• email and administrative correspondence connected with the project; and
• genealogical research records maintained for the Williams family archive.

The controller determines why and how this information is used. The applicable framework includes the UK GDPR, the Data Protection Act 2018 and other applicable data-protection law as amended from time to time.

• you, when you contact the project, comment, complete a form or request access;
• relatives, contributors and authorised family researchers;
• family papers, photographs, oral histories and inherited records;
• civil, census, church, immigration, military, newspaper and archival sources;
• existing family-tree files, research notes and properly maintained database records; and
• technical logs created when the sites and database are used.

A detail being publicly available does not mean every use or republication is fair. For information about living people, the source, age, sensitivity, reasonable expectations and possible effect on the individual are considered.

Whenever personal information about a living person is processed, an appropriate lawful basis is required. The principal purposes and expected bases are:

Information is not used for behavioural advertising, data brokerage, automated decisions with legal or similarly significant effects, or unrelated direct marketing.

• Public family-tree views should identify a living person only as “Living” or otherwise conceal private details by default.
• Only information relevant and proportionate to the family-history purpose should be retained.
• Private contact details, precise current addresses, passwords, identity documents and account credentials are not published.
• A living person’s fuller biography, photograph or story is not made public merely because a relative supplied it.
• Clear permission is normally sought before publicly displaying identifiable material about a living person.
• Correction, privacy and removal requests are reviewed promptly, with particular care where safety or family sensitivity is involved.

Restricted information may be visible only to the administrator or an authorised researcher with a genuine need to use it. Access to one branch or function does not provide unrestricted access to every record.

The site is a general family-history resource and is not directed specifically at children. A child should not submit private family details, create a database account or upload files without the involvement of a parent or guardian.

• Profiles of living children and young people are kept private and are not publicly displayed.
• The child’s safety and best interests take priority over the research value of publishing a detail.
• Information submitted about a child may be restricted, redacted or removed unless there is a clear, lawful and proportionate reason to retain it.

Family records can reveal racial or ethnic origin, religion, health, sexual orientation, genetic information or other specially protected details. Such information about a living person is used only where an ordinary lawful basis and an additional special-category condition both apply—normally explicit consent for public use, or another condition carefully assessed under the law.

The Williams Family Links Recorder form may be completed online through Zoho Forms or by using an available printable or fillable version. Online submissions are processed through Zoho’s systems as well as being received for this project. Contributors who prefer not to use the online service may ask about an alternative route.

• The contributor should be entitled to share the material and identify known restrictions or sensitivities.
• People, dates, places, sources and family connections should be explained where known.
• Material may be reviewed, compared with other sources, corrected, cropped, transcribed or catalogued for the family-history purpose.
• Uncertain or disputed information may be marked unconfirmed, restricted or declined.
• Submission does not transfer copyright ownership and does not automatically grant public-display permission.
• Further confirmation may be requested before identifiable material about a living person is published.

If material is accepted into the permanent archive, the contributor’s identity and an agreed credit may be retained with it to preserve provenance. Anonymous public credit can be discussed where appropriate.

Personal information is shared only where reasonably necessary to publish approved history, administer access, support the project, comply with law or protect people and the archive. Relevant providers may include:

• Fasthosts for website hosting and related email services;
• Zoho Forms when the online family profile form is used;
• website security, backup, caching and technical-support services acting on the project’s behalf;
• an authorised Williams family researcher or administrator who needs information for this project; and
• a relative responsibly overseeing a family branch, where sharing is lawful, proportionate and appropriate.

Providers are expected to use information only for the service supplied and to apply appropriate confidentiality and security. Information may also be disclosed where required by law, court order or a valid regulatory request. Personal information is not sold, rented or traded.

The main website and family-tree database may use cookies or similar storage that is necessary for security, forms, comment moderation, account sign-in, session management and remembering relevant preferences.

Technical logs may record IP addresses, browser details, access times, requested pages, failed logins and security events. These records support abuse prevention, troubleshooting and availability.

• encrypted connections using HTTPS;
• restricted administrator and database access;
• individual accounts and role-based permissions;
• updates, security monitoring and malware protection;
• backups and recovery arrangements; and
• human review before public publication.

If non-essential analytics, embedded media or similar technology is introduced, cookie information and controls will be updated and consent or an objection route provided where required.

The Williams project connects relatives worldwide. Some providers—particularly online forms, email, security or linked communication services—may process information outside the United Kingdom.

Where the project makes or arranges a restricted international transfer of UK personal information, a recognised transfer mechanism or other lawful protection will be used where required. This may include UK adequacy regulations, approved contractual safeguards or another lawful exception, supported by proportionate security measures.

A visitor who independently uses an external service should also review that provider’s privacy information and international-processing arrangements.

At the end of the relevant period, information is deleted, anonymised, minimised or placed under an appropriate archival restriction.

If the project holds personal information about you as a living individual, you may have the right to:

• be informed about how your information is used;
• request access to your personal information and a copy of it;
• request correction of inaccurate or incomplete information;
• request erasure where the right applies;
• request restriction while an issue is considered;
• object to processing based on legitimate interests;
• withdraw consent where consent is the basis used, without affecting earlier lawful processing;
• request portability where the right applies; and
• complain about the handling of your personal information.

These rights are not absolute and do not all apply in every situation. Other people’s rights, legal obligations, freedom of expression and lawful research or archival restrictions may need to be considered.

Requests are normally free of charge. Please provide enough detail to locate the relevant record. Proportionate identity checks may be requested before information is disclosed or changed. A response is normally provided within one month, subject to any lawful extension.

Questions, corrections, living-person concerns, account issues and privacy requests can be sent to hello@familyfootprintjosephwilliams.com or through the Contact page. Please identify the person, branch, photograph, account or record concerned and explain the outcome requested.

A complaint will be acknowledged and investigated without undue delay. You may also complain to the UK Information Commissioner’s Office. The ICO will usually expect the matter to have been raised with the project first. Guidance is available at ico.org.uk.

This policy may be updated when the websites, family-tree database, forms, service providers, research practices or applicable law change. The date at the top will be revised when a material update is published, and additional notice or permission will be provided where required.

Patrice L. Williams
Founder, Genealogist & Historian
Family Footprint of Joseph Williams
hello@familyfootprintjosephwilliams.com