Personal identifiable information we collect may fall into one of the following categories:
Visitors or Users
Visitors or users of the Platform contacting us via our online contact form or directly via our e-mail address. In addition, users signing up with us in order to conduct historical research.
When contacting us, we require users to provide us with a name, surname, e-mail address and phone number. This information is only used to reply to communications received or come into contact with the person contacting us. The information is only being accessed by our online support staff, who are responsible for attending to user queries. After the query has been dealt with this information is deleted from our system and cannot be accessed any longer.
When a user signs up for an account with us, we do require a name, surname, phone number and e-mail address. This information is required to identify the user accessing and using our services. It also enables our automatic system to create a member account and send access confirmation to the user when registration processes are completed. We may also use this information to contact the user about any problems experienced with usage on the account. Our system also automatically logs all member IP Addresses, which are associated with every member for legal purposes should the need arise. In addition, IP Addresses allows us to exercise maximum security on our system and identify any potential misuse of login information. This information can only be accessed by our support, management and IT staff in the event any problem should arise on the account. The information will be kept safely secured as long as the member remains an active user of our services.
As part of security implementations and controlling who accesses information on our services, we also do log all search history conducted by users. All search terms are logged to all user accounts.
Registered Volunteers or Staff
Registered volunteers or staff assisting with data transcription or contribution of information.
When joining us as a registered volunteer or staff member, we do collect information such as names, surname, identity number, phone number, employment information, addresses, e-mail addresses and family reference information. This information is used only by our management to confirm the identities of staff or volunteers who will be working on sensitive data on our project. This information will be kept offline and will be accessible only by management of GenDatabase LLC.
You may be a Record Subject on who data was collected from public sources and is included in our databases.
We collect and process publicly available documents, released by the South African Government or church groups either on online platforms or services such as the LDS project on FamilySearch.org. These documents consist of marriage certificates, death notices, baptism records and other historical documents. Although these documents may contain information such as identity numbers, names and surnames, address information and much more, we only collect the required information necessary for the purposes of Genealogy Research, Historical and Statistical reasons. This information only includes names, surnames, date of birth, spouse and children names and date of births and area information where available. In order to protect the personal information of Record Subjects, we do not keep or make available any other information that are available on these publicly accessible records.
Please note that we do not collect personal information on any Data Subjects outside South Africa. Our purpose is to collect Genealogy information on South African nationals from public sources. If you should hold dual nationality, or obtain such nationality or citizenship at any point in time, we consider your information as being a South African as it was mentioned and released by Government and church records.
We consider it legal, in terms of local and international laws, to process this information for research purposes, including statistical and historic purposes. This information is also made available in public interest. However, if you do find this information causing you distress, please contact us with immediate effect at firstname.lastname@example.org. We may require you to provide us with proof of identity and further information on why you consider the information to be causing any distress.
Written requests can also be submitted to:
16192 Coastal Highway
Lewes, Delaware 19958 USA
Should you come across any inaccurate information, please contact us at email@example.com. We do accept that transcription errors may occur. We will evaluate all requests for correcting information. Please note that if there were any errors in the original document, we will not be in a position to correct this information, as our intention is to properly record historic data on our system. In these events, we may add notes to inform researchers using our system of the possible error.
GenDatabase LLC will never make use of newsletters, either in printed or electronic form to members. We may, however, need to contact users of our system in relation to activities on their accounts. These communications include e-mail notifications on account registration, expiry and renewal requests. Furthermore, we may send e-mail correspondence to users when we identify any problems on usage of the account registered with us.
These notifications are mandatory and cannot be cancelled by our service. They are designed in order to ensure that you gain access to your account when signing up with us, protect your account and communicate with us only when needed.
GenDatabase LLC will not, without your consent, ever make your personal information available to any third party, with the exception:
2. Where we are under legal obligation to disclose any information to law enforcement agencies around the world, either for the purposes of investigations or in order to apply our terms and legal agreements.
GenDatabase LLC will never sell or share your personal data with third party organizations for any reason whatsoever.
We will, at all times, use all reasonable technical and organizational precautions in order to prevent the loss, misuse or alteration of personal data we collect.
We do not make use of external data processors in storing any personal information we collect. All information is received and stored on our own secure server.
We only keep personal information for as long as legally necessary to fulfil the purposes for which it is being collected. In addition, we also have the responsibility to fulfil other legal, accounting and reporting requirements. Other than this, data will be destroyed and deleted from our systems when no longer required.
It may be required from us to Transfer certain information cross-border, such as when registering a new account and making payment via Paypal in the United States. In these events we ensure that all information is transferred using secure encryption technology to our payment solution provider. These technologies are aimed at protecting the information we transfer cross-border.
Please note that we do make use of Google Advertising on our website. When visiting our site, you will see adverts originating from Google on most pages. If you have chosen to enable Google to associate your web and app browsing history with your Google account, and to use information from your Google account to personalize ads, Google Analytics will collect Google-authenticated identifiers associated with your Google Accounts (and therefore, personal information).
16192 Coastal Highway
Lewes, Delaware 19958 USA