Privacy and Data Protection

Icelandic Roots Privacy and Data Protection Policy

(Revision 1 - Effective 06 Aug 2018)

 

Protecting your privacy and personal information is important to us.  Personal Identifying Information (PII) in our records is carefully protected.   The following statement explains the PII we maintain and our practices and security efforts surrounding your information.

 

What Personally Identifying Information do we maintain?

The personal information we maintain depends on which Icelandic Roots system(s) you use.  The following chart indicates types of personal information maintained in our different systems:

Records in Genealogy Database (1)

  • Name

  • Genealogical Data

Paid Members and Volunteers with Database Access

  • ​Name

  • Email

  • Address

  • Telephone

Email/Blog Distribution/Social Media

  • Name

  • Email

Financial Donors​

  • Name

  • Email

  • Address

  • Telephone

What Personal Identifying Information (PII) do we not maintain?

  • Government identification numbers or passport information

  • Credit card numbers or other bank account information [4]   

  • Medical or DNA-related data

  • Access password

 

Who is authorized to access our database and services?

  • Only individuals with Icelandic ancestry who are paying members and team volunteers have access to the genealogical database. [5]  

  • Access is limited through a unique user name and password.

  • Others follow Icelandic Roots on Facebook or receive e-mails and blog posts by voluntarily signing up for these free services.  Doing so does not include access to the genealogy database.

 

How do we maintain the highest possible level of security?

  • We only collect information essential to carry out our mission and designated system administrators within the Icelandic Roots Team have access on an as-needed basis.  Unnecessary PII is not maintained.

  • We do not sell or transfer any information, including friends lists or newsletter distribution lists, to businesses or other organizations for any purpose, including research or direct marketing.

  • We restrict access to our genealogy database to members only.

  • Access is logged and periodic reports allow us to look for unusual access patterns.

 

How can information in our database be used by members?

  • Access to the genealogical database is for personal, non-commercial, genealogical research, education and connecting living relatives. 

  • Individual genealogical data and familial connections contained within Icelandic Roots cannot be transferred outside the framework of this database or otherwise published except under the conditions of the Icelandic Roots Terms of Service and Limited Use Policy or with the express written consent of Icelandic Roots.

  • Although much of the information is available from other public sources, how our information is compiled, linked and presented is intellectual property belonging to Icelandic Roots for the personal use and education of our members. 

 

Can I opt-out, limit what is visible or delete information about me?

  • Individuals may opt-out of or terminate any services offered by Icelandic Roots. 

  • Individuals may request that their name, date of birth and place of birth blocked from view of other members or deleted. [6]

  • Each e-mail we send has an “unsubscribe” button on the bottom that you may use to be removed from the list of people we send e-mails to.

  • Requests to opt-out, limit or delete information may be sent to privacy@icelandicroots.com.

 

What if our system Is hacked or your information is exposed?

  • If our security firewall is breached, we will notify all members and those on our e-mail distribution list of the event within 48 hours of becoming aware of the breach.

 

What rights does Icelandic Roots, Inc. retain?

  • We may modify this Privacy and Data Protection Policy at any time.  If we do so, we will send an e-mail and/or post updates to our websites.

  • We monitor user activity in the database and investigate potential inappropriate use and republishing of our data, without independent research and sourcing.

  • We reserve the right to discontinue an individual’s membership and access to the genealogy database at any time for any reason.

 

 Where is Icelandic Roots located and what authority governs our work and data?

  • Icelandic Roots is a non-profit organization incorporated in the State of North Dakota in the United States of America.

  • All individuals, regardless of their location, consent that any personal data they submit will be processed in the United States of America. 

  • Icelandic Roots and all individuals agree to comply with applicable laws regarding the transmission of personal data to or from the United States of America.

 

Does Icelandic Roots use Cookies or retain other IT data?

  • Yes. Our websites use cookies. Cookies are small text files stored on your computer by your browser.  They perform important functions in the operation of websites. Cookies do not harm your computer and do not contain viruses.

  • Most cookies we use are "session cookies." They are automatically deleted when you close your browser. Other cookies remain stored on your device until you delete them. These cookies allow us to recognize your browser the next time you visit and restore some of your preferences (such as your preferred language).

  • You can configure your browser settings so that you are informed about the setting of cookies and allow cookies only in certain cases. Disabling cookies may limit the functionality of our websites.

  • Our websites may also collect technical browser and computer data for server log files. This information is not assigned to specific individuals and is only utilized for routine troubleshooting, security and data protection purposes.

 

Revision History

25 May 2018 – Original

06 Aug 2018 – Revision 1

 

NOTES: 

[1] The database contains approximately 650,000 individuals from ancient times to present day.  Approximately 40% of these individuals may be living.

[2] Facebook, Twitter, and other third-party social media sites maintain their own Privacy Policies. Users of those sites are subject to those policies. Icelandic Roots does not maintain Facebook or Twitter user information.

[3] Genealogical data includes but is not limited to birth, marriage and death dates and places, biographical data, photos, relationships (e.g. to parents and children), and life event information.

[4] All payment and credit card information resides with the third-party financial entity that processes payments (e.g. PayPal) between Icelandic Roots and its members.

[5] Currently, approximately 400 individuals of Icelandic ancestry have access to the database.

[6] Doing so will impede the ability of cousins interested in contacting you from knowing about you.

Icelandic Roots is a non-profit, educational, heritage organization specializing in genealogy, history & traditions of our Icelandic ancestors.

Icelandic Roots
2843 27th St S, Fargo, ND  58103   USA

© 2018 by Icelandic Roots