Our Family Community: Privacy and Shared Responsibilities

Effective date: September 18, 2026
Responsible team: Lestrade–Bruney Reunion Planning Committee
Privacy contact: planningteam@lestradebruneyheritage.com

Our community brings the Lestrade–Bruney family together across generations and continents. It is a place to celebrate our heritage, share stories, strengthen relationships, and plan our reunion.

Participation is voluntary. We welcome all family members and ask everyone to help keep this a respectful, welcoming, and privacy-conscious space.

1. An informal community built on trust

This is a family-led community, operated by the planning committee for family connection and reunion coordination. We rely on mutual respect and responsible participation.

Our informal nature does not remove our responsibility to handle personal information carefully. Nothing in this policy asks members to waive rights or protections that apply under law.

2. Information we collect and why

Depending on how you participate, we may collect:

• Account details: Your name, username, email address, and registration and verification information.
• Family connections: Your family branch, generational connections, country, continent, and city.
• Contact preferences: Your telephone number and preferences for reunion communications.
• Community contributions: Profile information, photographs, stories, comments, suggestions, and contest entries.
• Event information: Town Hall registrations, reunion bookings, package selections, payment status, and information needed to coordinate your participation.
• Technical information: Information generated when you use the website, such as login activity, device or browser details, and security logs.

We use this information to manage membership, connect relatives, communicate reunion updates, respond to requests, coordinate events and bookings, and protect the community.

We may display summary counts of registered members and the countries, continents, and cities represented. These counts describe participating members, rather than the entire family.

We will identify required information on our forms. Please share only what is necessary and keep your details accurate.

3. Who can see your information

Community profiles and contributions may be visible to other members, depending on the space and its settings. Information posted in a shared space should be treated as visible to everyone who can access that space.

Registration, contact, and booking information is intended for authorized organizers and service providers who need it for their work. Providing an email address or telephone number does not give permission for it to be published in a family directory.

Administrators may access information when necessary to provide support, manage the site, investigate concerns, or coordinate activities. A members-only community is not a guarantee of confidentiality.

We do not sell or rent members’ personal information.

4. Your account is personal

Keep your password and verification codes private. Do not share your login or allow others to participate under your identity.

If a relative helps you register or use the site, remain involved in the process and retain control of your account. Helpers must respect your privacy and should not retain passwords or verification codes.

Use a unique password, sign out on shared devices, and notify the planning team promptly if you suspect someone has accessed your account.

Email verification confirms access to an email address; it does not, by itself, establish someone’s identity or family relationship. We may seek clarification where membership is uncertain.

5. Photographs, stories, and sensitive information

Shared photographs and other contributions can be downloaded, copied, or captured in screenshots. We cannot guarantee that copies will remain within the community or be recoverable after removal.

Before posting:

• Obtain permission from people whose photographs or personal stories you share.
• Take particular care with photographs and information about children; obtain permission from their parent or guardian.
• Remove location data from photographs where appropriate. Do not assume the website removes it automatically.
• Avoid sharing home addresses, live locations, detailed travel movements, identity documents, financial information, or medical details.
• Respect relatives who do not wish to be photographed, named, tagged, or included in family-history discussions.

Being able to download something does not give permission to republish it. Ask before sharing another member’s content outside the community, including on social media or in external messaging groups.

You retain any rights you hold in your contributions. By posting, you allow us to store and display them for the community’s operation. We will seek separate permission before using identifiable member content in public promotional material.

6. Protecting children’s privacy

Children are part of our family story, and protecting their privacy is a shared responsibility. Although this community is restricted to members, information and photographs can still be copied, downloaded, or shared beyond it.

Do not enter or upload personal information about a minor without the permission of their parent or legal guardian. This includes creating a profile, adding family-tree details, identifying a child in a photograph, or sharing stories about them. Explain what you intend to share and who will be able to see it. Where appropriate, involve the child in that decision and respect their wishes.

Family photographs—including pictures with children—are a valued part of our shared memories. However, permission to take a photograph should not be assumed to include permission to publish it online. Before uploading an identifiable photograph or video of a child, obtain permission from their parent or guardian. Permission to share within this community does not automatically extend to public websites, social media, or other groups.

Please exercise particular care:

• Share only the details needed for the family purpose. Avoid full birth dates, home addresses, schools, daily routines, live locations, or travel arrangements.

• Check photographs for location data and identifying details, such as school uniforms, street signs, or documents in the background.

• Never post intimate, embarrassing, distressing, or otherwise sensitive images or stories about a child.

• Do not download, forward, or reuse images of children beyond the permission given. Ask again if the intended audience or purpose changes.

• Respect a parent’s, guardian’s, or child’s request not to be photographed, identified, or included in a post.

Parents or guardians may contact the planning team to request review or removal of information or images concerning their child. We will respond promptly and may remove content while a concern is being resolved. We cannot guarantee the retrieval of copies already downloaded or shared elsewhere.

When permission is uncertain, leave the information or image out and ask first. Our aim is to preserve family memories while respecting each child’s dignity, privacy, and future choices.

7. Respectful participation and moderation

We expect members to exercise good judgment and self-regulation. Different memories, perspectives, and opinions are welcome; harassment, threats, discriminatory abuse, impersonation, scams, and disclosure of someone else’s private information are not.

The planning team may review reported content, remove inappropriate material, restrict participation, or suspend accounts to protect the community. Moderation is not continuous, so please report concerns through the privacy contact above.

Family-history information can be sensitive or disputed. Seek consent before sharing sensitive details about living relatives, and approach corrections with care.

8. Communications and recordings

We may contact you about account access, security, registrations, bookings, and other matters necessary to provide the services you request.

We may also send reunion news, invitations, reminders, and community updates in line with your agreement and communication preferences. You can ask to change your preferred channel or stop optional updates. Essential communications about an active booking or account issue may still be necessary.

If WhatsApp or another group messaging service is used, joining a group may reveal your telephone number or profile information to other participants. We will explain this before inviting you to join.

Where a Town Hall or other session will be recorded, we will notify participants and explain the intended audience for the recording. Participants should avoid disclosing sensitive information during recorded sessions.

9. Service providers, bookings, and payments

We use website, membership, form, contact-management, hosting, and communication services to operate the community. These include WordPress and Fluent tools, with email delivery through Amazon SES. Providers may process or store information in countries other than your own.

Where necessary to fulfil a booking, relevant details may be shared with accommodation, transport, activity, or payment providers. We will explain significant sharing when collecting booking information and limit it to what is needed.

Use the designated payment process. Do not send payment-card details, passwords, passport copies, or medical documents through community posts, ordinary forms, or messages.

If we need dietary, accessibility, or health-related information for an activity, we will explain why and provide an appropriate way to share it privately.

10. Protecting information

We take reasonable care to protect information and commit to maintaining appropriate access controls, software updates, and administrative practices. Access for organizers should be limited to their responsibilities.

Quality tools support this work, but no website or communication service can promise complete security. If a privacy or security incident occurs, we will investigate, take appropriate action, and notify affected people and authorities where required.

Please report suspected breaches, mistaken disclosures, or suspicious messages promptly.

11. Cookies and linked services

The website uses cookies and similar technology needed for functions such as sign-in, sessions, and security. Any optional analytics or tracking tools will be explained separately, with choices provided where required.

External websites and services have their own privacy practices. This policy does not govern what those providers do independently.

12. Your choices and leaving the community

You may correct your profile, change communication preferences, or deactivate your membership at your discretion. You may also contact us to request access to, correction of, or deletion of personal information we hold about you.

Deactivation is not necessarily deletion. Posts, comments, booking records, or other information may remain after an account is deactivated. Contact us if you also want your information or contributions reviewed for removal.

We will consider requests promptly and explain any information we need to retain—for example, to complete a booking, maintain necessary financial records, resolve a dispute, or meet an applicable obligation. We cannot remove copies already downloaded or independently shared by other members.

13. How long we keep information

We keep personal information only for as long as reasonably needed for the purposes described here.

We will review reunion administration records after activities and financial reconciliation are complete. Family-history contributions may remain useful to the continuing community, subject to members’ choices and removal requests.

Deleted information may remain temporarily in backups until those backups are replaced through the normal retention cycle.

14. Children and relatives who need assistance

A parent or guardian should oversee a child’s participation and approve information shared about them. Please contact the planning team before creating an account for a child.

Relatives assisting another adult should act with that person’s knowledge and permission, respecting their decisions about what to share and whether to participate.

15. Questions, concerns, and policy changes

Contact [insert monitored email address] with privacy questions, requests, or concerns. Please provide enough information for us to help, without sending unnecessary sensitive documents. We may need to confirm your identity before releasing or changing account information.

We may update this policy as the community develops. We will show the revised date and notify members of significant changes. If a new use of information requires additional permission, we will request it separately.