GDPR STATEMENT
The General Data Protection Regulation came into effect on 25 May 2018. For the benefit of past, present and future customers, I have updated my original GDPR Statement to explain how I use any information provided by clients.
​
WHAT INFORMATION DO I HOLD ABOUT MY CUSTOMERS?
The majority of my enquiries are sent via e-mail; for reference purposes and in order to confirm details of any prior agreements made with enquirers or customers, I retain messages on my e-mail system for a minimum of twelve months and a maximum of five years from the date of receipt.
​
I maintain a basic log of incoming research queries, which includes the following fields:
-
Your name
-
Date of initial contact
-
Country of residence (if provided by the customer)
-
Telephone number or postal address (if provided by the customer)
-
Job number (used for invoicing)
-
A brief description of your enquiry
-
Length and price of any agreed search, with the date on which it was agreed
-
Total cost of work completed
-
Date and method of payment
My work log does not include:
-
Bank account details (e.g. sort code, account name, account number)
-
Paypal details
-
Any personal information (e.g. birthdates, birthplaces) that customers may provide to assist me with their research
​
I do not habitually ask customers for their postal address. If requested by a customer, I will delete any e-mail messages relating to their enquiry once any work has been completed and payment has been received.
​
HOW DO I USE YOUR DATA?
​
I am a freelance researcher, and do not employ any other people. I am in sole control of any data received that is connected to my work.
​
My query log is held on a password-protected computer system, and is regularly backed up onto an external hard drive. This includes all files and research reports relating to any work resulting from enquiries received via this website.
​
The data contained in my query log is for my own records; it is not shared with any third parties and is not used for marketing purposes (e.g. promotional leaflets, sales/marketing phone calls or e-mails).
​
DO I RETAIN INFORMATION ABOUT CHILDREN?
​
I do not ask customers for proof of their age, and work on the assumption that all enquiries come from people aged eighteen years or above.
If it becomes apparent that an enquirer is under eighteen, I will request that a parent or guardian completes a form consenting to allow me to work with them, and I will also request clarification on the most appropriate person to send any relevant invoices to.
​
​
​
WHAT HAPPENS IF YOU CONTACT ME WITH A RESEARCH QUERY BUT DO NOT RESPOND TO MY REPLY?
​
As I fully appreciate that unexpected events happen to anyone, there are some occasions when I respond to an enquirer but do not hear from them again. In these cases, I wait for a reasonable period of time (usually four to six weeks), and then consider that enquiry dormant. Any details of dormant enquiries are moved to a separate section of my queries log and kept there indefinitely, in case the original enquirer should make contact again.
​
​
Kate Hurst
10 May 2018
(amended 24 April 2023)