Privacy Policy

Last Updated on April 16, 2025

Wye Oak Genealogy LLC, based in Maryland, places the highest priority on earning and maintaining your trust. We are dedicated to safeguarding your privacy. This Privacy Policy explains our practices for collecting, using, sharing, and protecting your personal information when you utilize our genealogy research services through our website, email communications, or social media platforms.

Please note that updates to this policy will be indicated by the “last updated” date at the top of the document. Any changes will become effective immediately upon publication on the Wye Oak Genealogy LLC website. By continuing to access and use our services, you accept these updates without the requirement for specific notification.

Types of Information We Collect

1. Personal Data

Personal data refers to information that can directly identify you, such as your name, address, email, phone number, or demographic details like age, gender, and hometown. You may voluntarily provide this data when making purchases on our website or contacting us. Please note:

Sharing personal data is optional but may limit access to certain services or benefits if withheld.
By providing this information, you consent to its use for the purposes outlined in this policy.

2. Billing Information

We maintain strict security measures when handling billing details, collecting only the necessary information to process payments, such as name, contact information, and payment method. Payment processing is conducted exclusively through trusted and secure platforms that adhere to industry standards for data protection. Billing information:
1. Is accessible only to authorized personnel under confidentiality agreements.
2. Will never be shared, sold, or misused. It is used solely for payment processing, issuing receipts, and maintaining financial records.
  
  Retention of billing details is limited to the duration necessary for legal and financial obligations, after which they are securely deleted or anonymized.

3. Family History Data

Genealogical data, including names, dates, locations, relationships, and other personal details provided by you or uncovered during research, is handled with utmost care and confidentiality. This includes sensitive information about living individuals or private family matters such as adoption, illegitimacy, or estranged relationships. Wye Oak Genealogy LLC ensures that:
1. Family history data is shared only when required for research purposes, such as accessing historical records or constructing family trees.
2. It is never used for unrelated activities like marketing or advertising.
  You can trust that your genealogical information, including photos, documents, and historical records, will be managed ethically and responsibly.
Social Media Information: We may collect personal information from social networking sites and apps (e.g., Facebook, Instagram, X, etc.), such as name, username, location, email, age, gender, profile picture, and other publicly available data. You can control the visibility of your information by adjusting privacy settings on these platforms.

4. Information Usage

Wye Oak Genealogy LLC utilizes your information for the following purposes:

a. Personalized Genealogy Research Services: Your information is essential for developing tailored research strategies that align with your family history and unique objectives. We use names, dates, locations, and other genealogical data to trace lineage, uncover historical records, and identify ancestral connections. This process involves retrieving valuable historical documents such as birth certificates, census records, and immigration papers to ensure our findings are both thorough and accurate. Our ultimate goal is to provide detailed reports, family trees, nd narratives that meaningfully bring your ancestry to life.

b. Communication and Updates: We use your contact information to keep you informed about your project's progress. This includes updates on discoveries, status reports, and requests for additional information or clarification. Open and clear communication ensures your involvement throughout the research process, allowing us to refine our work to meet your expectations and preferences.

c. Payment Processing: Your payment details are managed through secure platforms that prioritize data protection and transparency. This allows us to process transactions, issue invoices, and provide receipts seamlessly. Your financial information is handled responsibly, ensuring confidentiality and security at every step.

d. Legal Compliance: Certain client information may be used to meet legal obligations, including tax reporting, financial auditing, and adherence to contractual agreements. We handle this data with the utmost care, ensuring compliance while maintaining strict confidentiality and safeguarding your privacy.

5. Information Disclosure

At Wye Oak Genealogy LLC, we prioritize client confidentiality and will not share your data unless it is absolutely necessary. However, certain circumstances may require disclosure, including:

a. With Your Explicit Consent: We will only share specific information when you have explicitly authorized its disclosure. For example, this may include permission to incorporate your family tree data into a collaborative genealogical project or to submit information to a third-party database.

b. Compliance with Legal Obligations: In some instances, we may be required to disclose information to meet legal requirements. This includes responding to court orders, subpoenas, or regulatory mandates, as well as providing financial records for tax reporting, audits, or compliance purposes.

c. Enforcement of Agreements or Legal Defense: If necessary, your information may be used to enforce the terms of a service agreement or to defend against legal claims related to the services provided.

6. Data Storage and Protection

Wye Oak Genealogy LLC is dedicated to safeguarding your personal and genealogical information while maintaining transparency about our data handling practices. Below is an outline of how data is stored, retained, and protected:

a. Data Storage: We retain your data only for as long as necessary to complete your genealogy project and meet legal or business requirements.

b. Genealogical Data: Information collected or generated during your genealogy project is retained for up to five years after project completion. This allows us to address follow-up inquiries, provide updates, or offer additional services.

c. Financial Records: Billing and payment details are stored for a minimum of seven years, in accordance with Maryland tax and financial regulations.

d. Data Protection: To ensure the security of your data, Wye Oak Genealogy LLC employs industry-standard safeguards, including encryption, restricted access protocols, and other measures designed to protect your information from unauthorized access, disclosure, or misuse.

7. Your Rights

You have the right to:

a. Access Your Information: You have the right to request a comprehensive summary of the personal and genealogical information we have collected and stored. This includes details you have provided as well as any findings uncovered during the course of your genealogy project. We are committed to providing this information promptly and transparently.

b. Request Corrections or Updates: Should you identify any inaccuracies, outdated details, or errors in the data we have collected, you may request corrections or updates. This ensures that the information associated with your genealogy project remains accurate and reliable.

c. Withdraw Consent for Data Usage: You may revoke your consent for the processing, retention, or use of your personal and genealogical information at any time. Upon withdrawal of consent, we will cease all further use of your data, except where retention is required by law or contractual obligations.

d. Request Data Deletion: You have the right to request the deletion of your data from our systems, subject to applicable laws and regulations. We will promptly honor deletion requests unless legal or regulatory requirements necessitate retaining certain information. For instance, financial records may need to be preserved for tax compliance, but all genealogical data not subject to such regulations will be securely deleted upon your request.

8. Contact Information
For any questions, concerns, or requests related to your privacy—including exercising your rights outlined above—please reach out to Wye Oak Genealogy LLC at wyeoakgenealogy@gmail.com. We are dedicated to responding promptly and ensuring that your data is treated with the utmost care and respect.

9. Policy Updates

We encourage you to review this Privacy Policy regularly, as updates may be made to reflect changes in our practices or to comply with new regulations. By continuing to use the Wye Oak Genealogy LLC website or engaging with us via email or social media, you acknowledge and accept the changes outlined in the most current version of the policy.