Privacy Policy

Effective Date: 25th December, 2025

Your privacy is important to us. This Privacy Policy explains how Historic Records Limited collects, uses, and protects your personal information when you visit our website.

1. Information We Collect

We may collect the following types of information:

• Personal information you provide, such as your name, email address, and phone number.
• Account information, such as your email address, when you request a login code to access restricted content.
• Authentication data, such as verification codes sent to your email address and logs of successful or failed login attempts.
• Browsing information, such as your IP address, browser type, and access times.
• Analytics data collected through Google Analytics, including device information, pages visited, and interaction with our website.
• Cookies and similar technologies used to operate the website, maintain secure sessions, and analyse site usage.

2. How We Use Your Information

We process your personal data based on your consent, our contractual obligations, legal requirements, and our legitimate interests in operating and improving our services.

We use your information for the following purposes:

• To provide and improve our services.
• To respond to your enquiries and requests.
• To create and manage secure access to restricted content on our website.
• To send you secure one‑time verification codes that allow you to log in without a password.
• To verify your identity, maintain the security of our website, and prevent unauthorised access or misuse.
• To send you updates and promotional materials, where you have consented to receive them.
• To analyse website traffic and user behaviour, including through the use of Google Analytics.

3. Sharing Your Information

We do not sell your personal information. We may share your personal information only in the following circumstances:

• When required by law, regulation, or legal processes.
• With trusted service providers who assist us in operating our website and services (such as hosting providers, email delivery services, and analytics providers). These providers are required to handle your data securely and only in accordance with our instructions.
• With SumUp, our third‑party payment provider, when you make a payment. All payment card information is processed securely by SumUp. We do not store, process, or have access to your card details. We only receive transaction confirmations and summaries through the SumUp dashboard or app.
• With Google, as the provider of Google Analytics, for the purpose of analysing website usage and performance.

4. Data Retention

We retain personal data only as long as necessary to fulfil the purposes outlined in this policy, or as required by law. In particular:

• Information related to enquiries is retained for as long as needed to respond and maintain appropriate records.
• User account and authentication information associated with login access is retained for as long as your access remains active. We may delete or anonymise this data after a period of inactivity, unless we are required to retain it for legal or compliance purposes.
• Payment‑related information is handled entirely by SumUp. We do not store card details or payment credentials. We may retain transaction summaries provided by SumUp for accounting and compliance purposes.
• Analytics data may be retained in accordance with Google Analytics’ standard retention settings, which we configure to be no longer than is necessary for analysis and reporting.

5. Data Security

We implement reasonable technical and organisational measures to protect your information from unauthorised access, disclosure, alteration, or loss. However, no method of transmission over the internet or method of electronic storage is 100% secure.

We use secure, password‑less authentication for access to restricted content. This means we do not store passwords. Instead, we send a one‑time verification code to your email address to confirm your identity and maintain secure access.

6. Your Rights

Depending on applicable data protection laws, you may have the right to:

• Access the personal information we hold about you.
• Request correction of inaccurate or incomplete information.
• Request deletion of your personal information, subject to legal or contractual requirements.
• Withdraw consent for data collection or usage where processing is based on your consent.
• Object to or request restriction of certain types of processing.
• Request the transfer of your data to another service provider where technically feasible.

You can exercise your rights by contacting us using the details provided in the “Contact Us” section below.

7. Cookies

Our website uses cookies and similar technologies to enhance user experience, provide secure access, and analyse site usage.

We use the following types of cookies:

• Essential cookies: These are necessary for the operation of our website, including session cookies that keep you logged in after you enter a verification code. Without these cookies, certain features of the site will not function properly.
• Analytics cookies: These cookies are used with Google Analytics to help us understand how visitors use our website, such as which pages are visited and how users interact with our content. These cookies are not strictly necessary and can be disabled.

You can control or disable cookies through your browser settings. However, disabling essential cookies may affect the functionality and performance of the website.

8. Google Analytics

We use Google Analytics to understand how visitors use our website and to help us improve our services. Google Analytics collects information such as your IP address, device type, browser, pages visited, and time spent on each page. This data may be processed in anonymised or pseudonymised form where possible.

Google may process this information on servers located outside the UK. Google implements safeguards to protect your information and complies with applicable data protection laws. For more information on how Google processes data, please refer to Google’s Privacy Policy.

You can opt out of Google Analytics by installing the Google Analytics Opt‑out Browser Add‑on or by adjusting your cookie preferences in your browser settings.

9. Changes to this Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or the services we offer. Any changes will be posted on this page with an updated effective date.

10. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal information, please contact us.