Privacy Policy

1. About this policy

ROLO, meaning Remembering Our Loved Ones, provides an online service that allows users to create, preserve, publish and share Life Profiles containing stories, photographs, videos, voice recordings, quotations and other memories.

This policy explains how we handle personal information when you visit ROLO, create an account, build or manage a Life Profile, contact us or use any other part of our service.

2. Information we may collect

Account information

When you create an account, we may collect information such as your name, email address, authentication details and account preferences.

Life Profile content

We collect information that you choose to add to a Life Profile, including:

• Names, dates and biographical details.
• Life stories and written memories.
• Photographs and captions.
• Videos and voice recordings.
• Timeline events and milestones.
• Favourite quotations and sayings.
• Family relationships and Legacy Contact details.
• Privacy and sharing preferences.

A Life Profile may contain information about the person being remembered and about living relatives, friends or contributors. You should only upload information that you have a lawful right to use and share.

Visitor interactions

We may record interactions with published Life Profiles, such as candle-lighting activity, together with technical information needed to operate and protect the service.

Technical information

When you use ROLO, we may automatically receive limited technical information such as your IP address, browser type, device type, session information, access times and error or security logs.

Payment information

When paid publishing is enabled, payments will be processed by Stripe. ROLO will not normally receive or store your complete payment card number.

We may receive limited transaction information such as payment status, transaction reference, amount and payment date.

Communications

If you contact us, we may retain your message, email address and any information you provide so that we can respond and provide support.

3. How we use information

We may use personal information to:

• Create and manage user accounts.
• Save, display and publish Life Profiles.
• Provide private previews and public or restricted sharing.
• Generate profile links and QR codes.
• Process publishing payments.
• Provide customer support and respond to enquiries.
• Protect accounts, users and the service from misuse.
• Diagnose technical problems and improve reliability.
• Meet our legal, regulatory and accounting obligations.
• Enforce our Terms and Conditions.

4. Our lawful bases

Under UK data-protection law, we must have a lawful basis for using personal information. Depending on the circumstances, we may rely on:

• Contract: where processing is necessary to provide the ROLO service you requested.
• Legitimate interests: where processing is reasonably necessary to operate, protect and improve ROLO, provided those interests are not overridden by your rights.
• Legal obligation: where we must retain, use or disclose information to comply with the law.
• Consent: where we specifically ask for your permission. Where applicable, you may withdraw that consent.

The lawful basis we rely on may differ depending on the type of information involved and why it is being used.

5. Information about other people

When you add information about another living person, you are responsible for ensuring that you have an appropriate reason and any necessary permission to do so.

Please avoid uploading sensitive or private information about living people unless it is genuinely necessary and you are entitled to publish it.

If someone believes that a Life Profile contains inaccurate, inappropriate or unauthorised information about them, they may contact us and request that we review it.

6. Public and private Life Profiles

Users may be offered privacy choices for their Life Profiles. A published profile may be available through a direct link or QR code, or access may be limited depending on the privacy options available within the service.

Information included in a publicly accessible Life Profile may be viewed, copied or shared by other people. You should carefully review a profile before publishing it.

We may take reasonable technical steps to discourage search-engine indexing, but we cannot guarantee that information shared publicly will never be indexed, copied, photographed, archived or redistributed by third parties.

7. Service providers

We may use trusted service providers to operate ROLO. These may include:

• Supabase for database, authentication and storage services.
• Stripe for payment processing.
• Vercel or another provider for application hosting.
• Email providers used for account, service and support communications.

These providers may process information on our behalf under their own contractual and legal obligations. We will only share information that is reasonably necessary for them to perform their services.

8. International transfers

Some service providers may store or process information outside the United Kingdom.

Where required, we will use recognised safeguards intended to protect personal information when it is transferred internationally.

9. How long we keep information

We retain account and Life Profile information for as long as the account or profile remains active, or for as long as reasonably necessary to provide the service.

We may retain certain records for longer where needed for legal, security, dispute-resolution, fraud-prevention, tax or accounting purposes.

When information is deleted, it may remain temporarily in secure backups before being removed through our normal backup cycle.

10. Security

We use reasonable technical and organisational measures intended to protect personal information from unauthorised access, loss, misuse, alteration or disclosure.

However, no online service can guarantee absolute security. Users are responsible for keeping their passwords, account details and private access links secure.

You should notify us promptly if you believe that your account or a Life Profile has been accessed without permission.

11. Your data-protection rights

Depending on the circumstances, you may have rights including the right to:

• Be informed about how your information is used.
• Request access to your personal information.
• Request correction of inaccurate information.
• Request deletion of information in certain circumstances.
• Request restriction of processing.
• Object to certain uses of your information.
• Request data portability where applicable.
• Withdraw consent where processing relies on consent.

These rights are subject to legal conditions and exemptions.

To exercise a right, contact us using the email address at the bottom of this page. We may need to verify your identity before responding.

12. Children

ROLO is not intended to be independently operated by children. A parent, guardian or responsible adult should manage any account or Life Profile involving a child.

Users should take particular care before publishing photographs, names, locations or other information relating to children.

13. Cookies

ROLO may use essential cookies or similar technologies to maintain sessions, authenticate users, protect accounts and support payment functionality.

Further information about the technologies we use will be provided in our Cookie Policy.

14. Complaints

Please contact us first so that we have an opportunity to investigate and resolve your concern.

You may also have the right to complain to the UK Information Commissioner’s Office if you are unhappy with how your personal information has been handled.

15. Changes to this policy

We may update this Privacy Policy as ROLO develops, our service providers change or legal requirements evolve.

The latest version will be published on this page together with an updated revision date.

16. Contact

For privacy questions or requests, contact:

ROLO — Remembering Our Loved Ones
Email: rememberingourlovedones@outlook.com
Registered business name: To be added
Registered address: To be added
Company number: To be added