Privacy Policy

Family heritage is not ordinary information. When a family shares a grandmother's memories, a grandfather's migration story, or old photographs from a generation past, they are entrusting us with something deeply personal — and deeply irreplaceable.

At the Bharat Family Legacy Preservation Foundation, we treat privacy as a fundamental human value, not merely a legal compliance requirement. We recognise that the stories, images, and oral histories that families share with us belong to them — not to us.

Our approach to privacy is guided by respect, care, and the understanding that the people we work with are placing extraordinary trust in us. We will always act in a way that honours that trust.

When our programmes begin, the types of information we may collect include:

• Names and contact information of participating families or individuals
• Family stories, anecdotes, and biographical accounts voluntarily shared with us
• Photographs and documents provided with explicit consent
• Oral history audio or video recordings, with written consent
• Donor names, contact details, and PAN numbers where relevant
• Website usage data collected through standard analytics (non-personal)

We collect only the information that is necessary for the specific purpose being served. We do not collect information speculatively or for purposes beyond what has been agreed.

We will never collect family stories, photographs, recordings, or personal information without explicit, informed consent from the individuals involved.

Informed consent means that the person giving consent:

• Understands exactly what information is being collected
• Knows how that information will be used, stored, and shared
• Has agreed voluntarily, without pressure or inducement
• Can withdraw consent at any time without consequence

Consent will be obtained in writing wherever possible. For verbal consent (for example, where a participant is not comfortable with reading), we will document the consent process appropriately.

Information collected from families and individuals will be used solely for the purpose for which it was collected. For example:

• A family story shared for preservation will be preserved — not shared publicly, sold, or used in promotional material without further explicit consent.
• Contact information provided for programme communication will not be used for unrelated outreach.
• Donor details will be used only for issuing receipts and legally required reporting.

We will never use personal information for marketing, profiling, or commercial purposes. We will never share personal information with third parties without explicit consent, except where required by applicable law.

Families retain full control over the stories, photographs, recordings, and personal information they choose to share with us. This means:

• Right of Access: Any family or individual may request to see the information we hold about them.
• Right of Correction: If any information we hold is inaccurate or incomplete, families may request that it be corrected.
• Right of Deletion: Families may request that their information be deleted from our records. We will comply promptly, subject to any legal obligations to retain records.
• Right to Withdraw Consent: Consent for any specific use of information may be withdrawn at any time.

Requests regarding family information should be directed to our Privacy Officer. Contact details are provided in Section 10 below.

The safety and dignity of children is a priority we take seriously. When our programmes involve family heritage documentation that may include children:

• Information about children will never be collected without the explicit consent of a parent or legal guardian.
• Photographs or videos featuring children will not be used publicly without separate, explicit consent from the parent or guardian.
• We will not share identifying information about children with any third party.
• All programme staff and volunteers will follow responsible child safeguarding practices.

If you have concerns about how a child's information has been handled, please contact us immediately. We take all such concerns seriously and will respond promptly.

Oral history programmes frequently involve elder participants — grandparents and senior members of families whose memories are the heart of this work. We recognise that elderly individuals may sometimes be vulnerable to situations where consent is not truly voluntary.

We commit to the following practices when working with senior citizens:

• Consent will always be sought directly from the senior participant — not assumed from family members.
• Participants will be clearly informed that they may stop at any time and that declining to participate has no consequences.
• Sessions will be conducted at a pace comfortable for the participant, with no pressure to continue.
• Where cognitive capacity may be a concern, we will seek guidance from a trusted family member and consult appropriate professional advice.

Photographs, videos, and audio recordings are a vital part of family heritage preservation. They are also personal and sensitive. Our commitments regarding media are:

• No photographs, videos, or audio recordings of individuals will be taken without their explicit, informed consent beforehand.
• Subjects will be told exactly how their image or voice may be used — for example, whether it will be stored privately, shared with the family, or used in programme materials with their agreement.
• Consent for media is separate from consent for programme participation — agreeing to take part in an oral history session does not automatically mean agreeing to be recorded.
• Media will only be used in ways explicitly agreed upon in the consent process.

Families are entitled to receive copies of recordings or photographs taken during preservation sessions.

The personal information and family heritage materials entrusted to us deserve to be protected with care. Our data security commitments include:

• Personal data will only be stored on secured systems with appropriate access controls.
• Physical documents and materials (paper records, printed photographs) will be stored securely and protected from unauthorised access.
• Digital data will be stored using password protection and, where appropriate, encryption.
• Staff and volunteers will be trained in data security responsibilities.
• We will not store sensitive personal information on personal, unprotected devices.

In the unlikely event of a data breach that may affect individuals, we will notify the affected parties promptly and take immediate corrective action.

If you have any questions, concerns, or requests regarding your privacy or the handling of your family's information, please contact our Privacy Officer.

We commit to responding to all privacy-related enquiries within a reasonable timeframe. If you are not satisfied with our response, you retain the right to approach appropriate regulatory authorities under applicable Indian law.