Last updated June 3, 2024.
This privacy notice for Know My Memories Limited (‘we’, ‘us’, or ‘our’), describes how and why we might collect, store, use, and/or share (‘process’) your information when you use our services (‘Services’), such as when you:
- Download and use our mobile application (Know My Memories), or any other application of ours that links to this privacy notice.
- Engage with us in other related ways, including any sales, marketing, or events.
We are committed to protecting the privacy of your personal data. We will respect any personal data you share with us and keep it safe. Please read this Privacy Policy carefully to understand our practices regarding your personal data and how we will collect, use and store your it.
Our contact details:
- Name: Know My Memories Limited
- Address: 37 Commercial Road, Poole, Dorset. BH14 0HU. England.
- E-mail: admin@knowmymemories.com
Summary of key points
We will not share any information to third party sources outside of your network.
The only information shared outside of your Friends and Family network, is with your associated care provider. The only information that will be shared with them is around usage – size of your network/regularity of usage. A Care Provider does not have access to photos, videos and other assets accessible by the app, unless indeed they are granted access through the specific user profile.
Know My Memories does not sell, rent or lease its client lists to third parties.
Questions or concerns?
Reading this privacy notice will help you understand your privacy rights and choices. If you do not agree with our policies or practises, please do not use our Services. If you still have any questions or concerns, please contact us at admin@knowmymemories.com.
This summary provides key points from our privacy notice, but you can find out more details about any of these topics by clicking the link following each key point by using our table of contents below to find the section you are looking for.
What personal information do we process?
When you visit, use or navigate our Services, we may process personal information depending on how you interact with us and the Services, the choices you make, and the products and features you use. Learn more about the personal information you disclose to us.
Do we process any sensitive personal information?
We do not process sensitive personal information.
Do we collect any information from third parties?
We do not collect any information from third parties.
How do we process your information?
We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent. We process your information only when we have a valid legal reason to do so. Learn more about how we process your information.
In what situations and with which parties do we share personal information?
We may share information in specific situations and with specific third parties. Learn more about when and with whom we share your personal information.
How do we keep your information safe?
We have organisational and technical processes and procedures in place to protect your personal information. However, no electronic transmission over the internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorised third parties will not be able to defeat our security and improperly collect, access, steal or modify your information. Learn more about how we keep your information safe.
What are your rights?
Depending on where you are located geographically, the applicable privacy law may mean you have certain rights regarding your personal information. Learn more about your privacy rights.
How do you exercise your rights?
The easiest way to exercise your rights is by submitting a data subject access request, or by contacting us. We will consider and act upon any request in accordance with applicable data protection laws.
Want to learn more about what we do with any information we collect? Review the privacy notice in full.
Table of Contents
1. What information do we collect?
1.1. Personal information you to disclose to us
In short: We collect personal information that you provide to us.
We collect personal information that you voluntarily provide to us when you register on the Services, express an interest in obtaining information about us or our products and Services, when you participate in activities on the Services, or otherwise when you contact us.
(i) Personal information provided by you. The personal information that we collect depends on the context of your interactions with us and the Services, the choices you make, and the products and features you use. The personal information we collect may include the following:
- Names
- Phone numbers
- Email addresses
- Usernames
- Date of birth
- Contact or authentication data
- Billing information including billing address, payment information and transaction dates.
The personal information we process is provided to us directly by you, is collected for one of the following reasons:
- Because you are using the Know My Memories app.
- So that you can use the Know My Memories app to its full capabilities.
- So that you can be billed correctly and keep the license running, where you chose to.
- So that we can keep you informed about Know My Memories, product feature updates and developments.
- Because you are using our website and have accepted our Cookie Policy or have completed a form. We use typical website tracking methods to improve user experience.
We may also receive personal information indirectly, from the following sources in the following scenarios:
- From your Care Provider or the Care Provider of a relative or friend, on your behalf.
- From those in your friend and family network.
- At exhibitions.
- Through public information sources such as social media platforms.
(ii) Sensitive information. We do not process sensitive information.
(iii) Social media login information. We may provide you with the option to register with us using the existing social media account details, like your Facebook, X or other social media account. If you choose to register in this way, we will collect certain information about you from your social media provider, as described in the section called ‘How do we handle your social media logins?’ below.
(iv) Application data. If you use our application(s), we also may collect the following information if you choose to provide us access or permission:
- Mobile device access. We may request access or permission to certain features from your mobile device, including your mobile device’s camera, storage, photo library, microphone and other features. If you wish to change our access or permissions, you may do so in your device’s settings.
- Push notifications. We may request to send you push notifications regarding your account or certain features of the application(s). If you wish to opt out from receiving these types of communications, you may turn them off in your device’s settings.
This information is primarily needed to maintain the security and operation of our application(s), for troubleshooting, and for our internal analytics and reporting purposes.
All personal information that you provide to us must be true, complete, and accurate and you must notify us of any changes to such personal information.
1.2. Information automatically collected
In short: Some information – such as Internet Protocol (IP) address and/or browser and device characteristics – is collected automatically when you visit our Services.
(i) We automatically collect certain information when you visit, use, or navigate the Services. This information does not reveal your specific identity (like your name or contact information) but may include device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, location, information about how and when you use our Services, and other technical information. This information is primarily needed to maintain the security and operation of our Services, and for our internal analytics and reporting purposes.
(ii) Like many businesses, we also collect information through cookies and similar technologies. You can find out more about this in our Cookie Policy: www.knowmymemories.com/cookie-policy.
The information we collet includes:
- Log and Usage Data. Log and usage data is service-related, diagnostic, usage, and performance information our services automatically collect when you access or use our Services and which we record in log files. Depending on how you interact with us, this log data may include your IP address, device information, browser type, and settings and information about your activity in the Services (such as the date/time stamps associated with your usage, pages and files you viewed, searches and other actions you take such as which features you use), device event information (such as system activity, error reports (sometimes called ‘crash dumps’), and hardware settings).
- Device Data. We collect device data such as information about your computer, phone, tablet, or other device you use to access the Services. Depending on the device used, this device data may include information such as IP address (or proxy server), device and application identification numbers, location, browser type, hardware model, internet service provider and/or mobile carrier, operating system, and system configuration information.
2. How do we process your information?
In short: We process your information to provide, improve and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent.
In short: Some information – such as Internet Protocol (IP) address and/or browser and device characteristics – is collected automatically when you visit our Services.
(i) We process your personal information for a variety of reasons, depending on how you interact with our Services, including:
- To facilitate account creation and authentication and otherwise manage user accounts. We may process your information so you can create and log in to your account, as well as keep your account in working order.
- To deliver and facilitate delivery of services to the user. We may process your information to provide you with the requested service.
- To respond to user inquiries/offer support to users. We may process your information to respond to your inquiries and solve any potential issues you might have with the requested service.
- To send administrative information to you. We may process your information to send you details about our products and services, changes to our terms and policies, and other similar information.
- To enable user-to-user communications. We may process your information if you choose to use any of our offerings that allow for communication with another user.
- To request feedback. We may process your information where necessary to request feedback and to contact you about your use of our Services.
- To protect our Services. We may process your information as pat of our efforts to keep our Services safe and secure, including fraud monitoring and prevention.
- To identify usage trends. We may process information about how you use our Services to better understand how they are being used so we can improve them.
- To save or protect an individual’s vital interest. We may process your information when necessary to save or protect an individual’s vital interest, such as to prevent harm.
(ii) What lawful bases do we rely on to use your personal data?
The lawful bases that we rely on for processing your personal data are:
- You or your employer have provided your consent to us using your personal data for a specific purpose, either directly or via a third-party service provider.
- You have the right to withdraw your consent at any time.
- It is necessary in connection with the performance of a contract with your employer.
- It is within our own or your legitimate interests.
3. What legal basis do we rely on to process your personal information?
In short: We only process your personal information when we believe it is necessary and we have a valid legal reason (i.e. legal basis) to do so under applicable law, like with your consent, to comply with laws, to provide you with services to enter into or fulfil our contractual obligations, to protect your rights, or to fulfil our legitimate business interest.
(i) The General Data Protection Regulation (GDPR) and UK GDPR require us to explain the valid legal bases we rely on in order to process your personal information. As such, we may rely on the following legal bases to process your personal information:
- Consent. We may process your information if you have given use permission (i.e. consent) to use your personal information in specific purpose. You can withdraw your consent at any time. Learn more about withdrawing your consent.
- Performance of contract. We may process your personal information when we believe it is necessary to fulfil our contractual obligations to you, including providing or Services or at your request prior to entering into a contract with you.
- Legitimate interests. We may process your information when we believe it is reasonably necessary to achieve our legitimate business interests and those interest outweigh your interests and fundamental rights and freedoms. For example, we may process your personal information for some of the purposes described in order to:
- Analyse how our Services are used so we can improve them to engage and retain users.
- Diagnose problems and/or prevent fraudulent activities.
- Understand how users use our products and services so we can improve user experience.
- Legal obligations. We may process your information where we believe it is necessary for compliance with our legal obligations, such as to cooperate with a law enforcement body or regulator agency, exercise or defend our legal rights, or disclose your information as evidence in litigation in which we are involved.
- Vital interests. We may process your information where we believe it is necessary to protect your vital interests or the vital interests of a third party, such as situations involving potential threats to the safety of any person.
(ii) In legal terms, we are generally the ‘data controller’ under European data protection laws of the personal information described in this privacy notice, since we determine the means and/or purposes of the data processing we perform. This privacy notice does not apply to the personal information we process as a ‘data processor’ on behalf of our customers. In those situations, the customer that we provide services to and with whom we have entered into a data processing agreement is the ‘data controller’ responsible for your personal information, and we merely process your information on their behalf in accordance with your instructions. If you want to know more about our customers’ privacy practices, you should read their privacy policies and direct any questions you have to them.
4. When and with whom do we share your personal information?
In short: We may share information in specific situations described in this section and/or with the following third parties.
(i) We may need to share your personal information in the following situations:
- Business transfers. We may share or transfer your information in connection with, or during negotiations of, any merger, sale or company assets, financing, or acquisition of all or a portion of our business to another company.
- Other users. When you share personal information or otherwise interact with public areas of the Services, such personal information may be viewed by all users and may be publicly made available outside of the Services in perpetuity. If you interact with other users of our Services and register for our Services through a social network (such as Facebook), your contacts on the social network will see your name, profile photo, and descriptions of your activity. Similarly, other users will be able to view descriptions of your activity, communicate with you within our Services, and view your profile.
5. Do we use cookies and other tacking technologies?
In short: We may use cookies and other tracking technologies to collect and store your information.
(i) We may use cookies and similar tracking technologies (like web beacons and pixels) to gather information when you interact with our Services. Some online tracking technologies help us maintain the security of our Services and your account, prevent crashes, fix bugs, save your preferences, and assist with basic site functions.
(ii) We also permit third parties and service providers to use online tracking technologies on our Services for analytics and advertising, including to help manage and display advertisements, to tailor advertisements to your interests, or to send abandoned shopping cart reminders (depending on your communication preferences). The third parties and service providers use their technology to provide advertising about products and services tailored to your interests which may appear either on our Services or on other websites.
Specific information about how we use such technologies and how you can refuse certain cookies is set out in our Cookie Policy: www.knowmymemories.com/.
(iii) Google Analytics
We may share your information with Google Analytics to track and analyse the use of the Services. To opt out of being tracked by Google Analytics across the Services, visit https://tools.google.com/dlpage/gaoptout. For more information on the privacy practices of Google, please visit the Google Privacy & Terms page.
In short: If you choose to register or log in to our Services using a social media account, we may have access to certain information about you.
(i) Our Services offer you the ability to register and log in using the third-party
(ii) We will only use the information we receive for the purposes that are described in this privacy notice or for anything that we have made clear to you in another form.
Please note that we do not control, and are not responsible for, other uses of your personal information by your third-party social media and email providers. If you chose to log in via a third-party provider, we recommend that your review their privacy notice to understand how they collect, use, and share your personal information, and how you can set your privacy preferences on their site and apps.
7. How long do we keep your information?
In short: We keep your information for as long as necessary to fulfil the purposes outlined in this privacy notice unless otherwise required by law.
(i) We will only keep your personal information for as long as it is necessary for the purposes set out in this privacy notice, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements). No purpose in this notice will require us keeping your personal information for longer than 3 months past the termination of the user’s account.
(ii) Upon termination of service, your information will be held for a total of 90 days, giving time for desired information to be downloaded by relevant parties.
(iii) When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymise such information, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.
8. How do we keep your information safe?
In short: We aim to protect your personal information through a system of organisational and technical security measures.
(i) We have implemented appropriate and reasonable technical and operational security measures designed to protect the security of any personal information we process. However, despite our best efforts to secure your information, no electronic transmission over the internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorised third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, transmission of personal information to and from our Services is at your own risk. You should only access the Service within a secure environment.
(ii) Your information is securely stored using Microsoft Azure. Find out about how Microsoft ensures Azure is secure here.
(iii) We keep information on you and your network for as long as is necessary to provide the service set out in our terms and conditions.
Please Note
We will not share any information with any third parties.
Know My Memories does not sell, rent or lease its client lists to third parties.
9. Do we collect information from minors?
In short: We do not knowingly collect data from or market to children under 18 years of age.
(i) We do not knowingly collect, solicit data from, or market to children under 18 years of age, nor do we knowingly sell such personal information. By using the Services, you represent that you are at least 18 or that you are a parent or guardian of such a minor and consent to such a minor dependent’s use of the Services. If you learn that personal information from users less than 18 years have been collected, we will deactivate the account and take reasonable measures to promptly delete all such data from our records. If you become aware of any data we may have collected from children under the age of 18, please contact us at admin@knowmymemories.com.
10. What are your privacy rights?
In short: In some regions, such as the European Economic Area (EEA), United Kingdom (UK), and Switzerland, you have rights that allow you greater access to and control over your personal information. You may review, change, or terminate your account at any time, depending on your country, province, or state of residence.
(i) In some regions (like the EEA, UK and Switzerland), you have certain rights under applicable data protection laws. These may include the right to (i) to request access and obtain a copy of your personal information; (ii) to request rectification or erasure; (iii) to restrict the processing of your personal information; (iv) if applicable, to data portability; and (v) not to be subject to automated decision-making. In certain circumstances, you may also have the right to object to the processing of your personal information. You can make such a request by contacting us by using the contact details provided in the section ‘How can we contact you about this notice?’.
We will consider and act upon any request in accordance with applicable data protection laws.
If you are located in the EEA or UK and you believe we are unlawfully processing your personal information, you also have the right to complain to your Member State data protection authority or UK data protection authority.
10.1. Withdrawing your consent
(i) If we are relying on your consent to process your personal information, you have the right to withdraw your consent at any time. You can withdraw consent at any time by contacting us by using the contact details provided in the section ‘How can you contact us about this notice?’.
However, please note that this will not affect the lawfulness of the processing before its withdrawal. Nor will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.
10.2. Your data protection rights
(i) Under data protection law, you have rights including:
- Your right of access – You have the right to ask us for copies of your personal information.
- Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
- Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
- Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
- Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.
- Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at admin@knowmymemories.com or at the address at the top of this page if you wish to make a request.
10.3. Account information
(i) If you would, at any time, like to review or change the information on your account or terminate your account you can:
- Contact us using the contact information provided.
(ii) Upon your request to terminate your account, we will deactivate or delete your account and information from our active database. However we may retain some information in our files to prevent fraud, troubleshoot problems, assist with any investigation, enforce our legal terms and/or comply with applicable legal requirements.
(iii) Cookies and similar technologies: Most Web browsers are set to accept cookies by default. If you prefer, you can usually choose to set your browser to remove cookies and to reject cookies. If you choose to remove or reject cookie, this could affect certain features of our Services. For further information, please see our Cookie Policy: www.knowmymemories.com/cookie-policy.
If you have questions or comments about your privacy rights, you may email us at admin@knowmymemories.com.
11. Controls for so-not-track features
(i) Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track (‘DNT’) feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage, no uniform technology standard for recognising and implementing DNT signals has been finalised. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practise in a revised version of this policy.
12. Do we make updates to this notice?
In short: Yes, we will update this notice as necessary to stay compliant with relevant laws.
(i) We may update this privacy notice from time-to-time. The updated version will be indicated by an updated ‘Revised’ date at the top of this privacy notice. If we make material changes to the privacy policy, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this privacy notice frequently to be informed of how we are protecting your information.
13. How can we contact you about this notice?
(i) If you have any questions or comments about this notice or how we use your personal information, you may email us at admin@knowmymemories.com or contact us by post at:
Know My Memories Limited. 37 Commercial Road, Poole, Dorset. BH14 0HU. England.
(ii) If you are a resident in the United Kingdom, we are a ‘data controller’ of your personal information. We have appointed Robert Cousins to be our representative in the UK. You can contact him directly regarding our processing of your information by email at rob.cousins@knowmymemories.com, by phone at 07733 267 448, or by post at the above address.
14. How can you review, update, or delete the data we collect from you?
(i) Based on the applicable laws of your country, you may have the right to request access to the personal information we collect from you, details about how we have processed it, correct inaccuracies, or delete your personal information. You may also have the right to withdraw your consent to our processing of your personal information. These rights may be limited in some circumstances by applicable law. To request a review, update, or deleted your personal information, please fill our and submit a data subject access request.
6. How do we handle your social logins?