How DELGADO HERITAGE LLC collects, uses, protects and returns the personal and family information entrusted to our archive studio.
Back to HomeDELGADO HERITAGE LLC is a family heritage archiving studio, and the material we handle is among the most personal that a household can share. This Privacy Policy explains what we collect, why we collect it, how we protect it and how we return it. It was prepared by the developer Delgado Heritage together with the studio team so that families, executors and historical societies can read one plain document and understand exactly how their records are treated. We do not believe that privacy terms should be buried, and we do not believe that a family archive should ever become a source of risk for the family that trusted us with it.
Our address is DELGADO HERITAGE LLC, 186 W 1875 N, North Ogden - 84414-7263, United States (US). You can reach us at family@delgadoheritage.lol or on +17159418012. This policy applies to our website and to the services we provide, and it should be read alongside our Terms of Service. Where the two documents differ on a matter of privacy, this Privacy Policy governs.
DELGADO HERITAGE LLC is the data controller for the personal information described in this policy when we provide archiving, digitisation, cataloguing, recording and publishing services to a family or institution. In simple terms, that means the studio decides why information is gathered and how it is handled, and the studio is answerable to you for those choices.
We operate a working archive at 186 W 1875 N, North Ogden - 84414-7263, United States (US). The studio is small by design, and every project is known to a named record keeper rather than routed through an anonymous queue. If you have any question about who holds your information or where it is stored, you can ask us directly and receive a clear answer.
This policy covers the personal information we collect through our website, through correspondence, through the intake and delivery of archive projects and through the ordinary administration of the studio. It covers living individuals who contact us or whose details appear in a client collection, and it covers the administrators and representatives of estates and societies who engage us.
This policy does not apply to third party websites that we may link to, and it does not apply to material that a family has already made public elsewhere. When an archive project involves records about living people beyond the commissioning family, we ask the client to confirm that they have the authority to share those records with us before we begin.
We collect only what is needed to respond to a request and to complete an archive project. The categories below describe the information we hold.
We do not ask for information that a project does not require, and we do not collect special category information for its own sake. Where sensitive material appears inside a family collection, it is handled as part of that collection and protected accordingly.
The records a family brings to us are the heart of our work, and they hold some of the most private details a household possesses. Family records may include photographs, letters, diaries, certificates, deeds, wills, medical notes, military papers and recordings of living voices. We treat every item as confidential by default, and we treat the descriptions we write about those items with the same care.
Access to a family collection is limited to the record keepers assigned to that project, plus any specialist needed for conservation or transcription. We never browse a collection for interest, never copy an item for personal use and never discuss a family in public. When a collection is returned, our working copies are removed from active systems unless the family has asked us to keep a custodian edition for a defined period.
We use personal information for the purposes that a family would reasonably expect when they engage an archive studio. Those purposes include the following.
We do not use family records to build marketing profiles, we do not sell information and we do not rent contact lists. If we ever wish to use a family story as a public example, we ask for written permission first and we respect a refusal without further discussion.
Where the law requires us to identify a legal basis for handling personal information, we rely on one or more of the following grounds. We process information to perform a contract with the family or client who engaged us, and to take steps at their request before a contract begins. We process information to comply with legal obligations, such as tax and accounting rules. We process information for our legitimate interests in running a professional archive studio, provided those interests are not outweighed by the rights of the individuals concerned. Finally, we process certain information with consent, which may be withdrawn at any time.
Where a family collection contains information about living third parties, we rely on the commissioning family to have a lawful basis for sharing that material with us, and we ask for confirmation of that authority during intake.
Consent is central to oral history and to any use that goes beyond the direct delivery of a project. Before we record a speaker, we explain how the recording will be used, who will be able to hear it and how long it will be kept. We ask each speaker to decide what may be shared with the wider family, what may be shared publicly and what should remain sealed for a period of years.
Consent is recorded in writing, and a speaker may change their mind about future uses at any time by contacting us. Withdrawing consent does not affect uses that already took place with permission, but we will stop any further sharing promptly and confirm what we have done. A family may also place a collection under a restricted schedule, in which case we hold the material but release nothing until the schedule expires or the family gives a new instruction.
Like most small studios, we rely on a modest set of vendors for scanning equipment service, secure file storage, accounting, email and website hosting. Each vendor is chosen for reliability and for a clear commitment to confidentiality, and each is bound by a written agreement that limits how they may use information we share with them.
Vendors are not permitted to use family records for their own purposes, to combine our information with other sources or to retain copies after their work for us ends. Where a vendor stores data outside the United States, we take reasonable steps to ensure that the data remains protected to a standard consistent with this policy.
We keep personal information only as long as it is needed for the purpose it was collected for. Enquiry correspondence is kept for a reasonable period so that we can follow up and remember a family preference. Project records, including the register, the catalogue and the transcripts, are kept for the life of the agreement and for a short period afterwards to support corrections and reprints. Accounting records are kept for the period required by law.
Physical originals are returned to the family as soon as a project stage is complete, unless the family has asked us to store them. Digital working copies are removed from active systems at the end of a project, and any custodian edition held by us is stored under a clear label with a defined review date. When a family asks us to delete a digital edition entirely, we confirm the deletion in writing.
We protect information with a combination of physical and technical measures suited to a small professional practice. The studio is a controlled space, storage is kept away from damp and direct light, and access to working areas is limited to named staff and approved visitors. Digital files are held on encrypted drives, backed up in more than one location, and protected by strong account credentials.
Records in transit are transferred through secure channels or handed over in person, and collections shipped by carrier are packed and tracked. We test our backup restoration at intervals, and we keep a written incident plan in case of loss. No system is perfect, and we will notify affected families and the relevant authorities without undue delay if a breach ever places their information at risk.
You have rights over the personal information we hold about you, and we will help you exercise them. Depending on where you live, those rights may include the following.
To exercise a right, contact us at family@delgadoheritage.lol or call +17159418012. We will verify your identity, explain any legal limits and respond within the period required by applicable law. Where a request concerns a family collection held for another client, we will coordinate with the commissioning family and explain any restriction.
Our services are intended for adults arranging the preservation of family material. We do not knowingly collect personal information from children through our website, and we do not direct marketing to children. Photographs and stories about children may legitimately appear inside a family collection, and those records are handled under the same confidentiality rules as the rest of that collection.
If you believe that a child has provided personal information to us directly, please contact us at family@delgadoheritage.lol so that we can review the matter and remove the information where appropriate. Where a recording includes a minor, we ask the parent or guardian for consent in addition to the speaker consent.
We keep basic server logs to understand whether the website is working and to protect it from abuse. These logs may record the pages requested, the time of a request and the general browser type. We use this information in aggregate to improve the site, and we do not attempt to identify individual visitors from it.
If we ever adopt a privacy respecting measurement tool, we will choose one that avoids advertising identifiers and we will describe it here before it goes live. We do not sell website data, and we do not combine website logs with the family records we hold under a project agreement.
DELGADO HERITAGE LLC is based in the United States, and the information we hold is generally processed here. If you contact us from another country, you understand that your information will be transferred to and handled in the United States under this policy. We take reasonable steps to ensure that such transfers receive an appropriate level of protection, including contractual commitments from our vendors.
Where local law gives you additional rights, we will honour those rights to the extent they apply. If you are unsure whether a particular protection applies to you, ask us and we will explain our position honestly rather than hide behind a clause.
We may update this Privacy Policy as our services evolve or as the law changes. When we make a material change, we will revise the effective date at the foot of this page and, where the change affects an active project, we will tell the affected family directly. We do not reduce the protections described here for information we already hold without a lawful reason and, where required, your consent.
We encourage families to review this page at the start of a project so that the current version is the one they have agreed to. The version published on this website is always the version that applies.
If you have a question about this policy, a request about your information or a concern about how a collection has been handled, please contact DELGADO HERITAGE LLC directly. We would rather resolve a question early than let it grow.
Write to us at family@delgadoheritage.lol, call +17159418012, or send post to DELGADO HERITAGE LLC, 186 W 1875 N, North Ogden - 84414-7263, United States (US). If you are already working with a record keeper, you may also raise a question through them and it will reach the same team.
This policy is provided by DELGADO HERITAGE LLC and forms part of the agreement between the studio and the families it serves. It should be read together with our Terms of Service.