Privacy Policy

About DearMemory

DearMemory is operated by David Williams. It is a private family reminiscence space where an account holder can create a Memory Room for someone they care about and bring together photographs, stories, music, voice recordings and familiar people.

Privacy enquiries can be sent to support@dearmemory.co.uk.

The account holder and the Memory Room

The person who registers is the account holder. They use their own name, email address, username and password to sign in and manage the account.

The account holder may create a Memory Room named after another person. The Memory Room name identifies the person whose photographs, stories and memories are being collected; it does not make that person the account holder.

Information DearMemory may store

Account information may include the account holder’s name, email address, username, encrypted WordPress password information, account status and basic account or security records. DearMemory cannot read your password.

DearMemory may also store the Memory Room person’s name and content the account holder chooses to add. This can include memory titles, written stories, dates and approximate dates, places, life chapters, photographs, voice recordings and other audio, music-related information or links, people connected with memories, People in My Life profiles and Private Notes.

Technical information may include IP address, browser and device information, essential security and server logs, and essential WordPress cookies required for login and operation.

Why information is used

Information is used to create and manage accounts, provide each Memory Room, store and display account content, protect accounts and the website, respond to support enquiries, maintain backups, investigate faults, misuse or security incidents, and meet legal obligations where applicable.

If the account holder chooses to opt in, their account email address is also used to send one optional memory question each week. This preference can be turned off in the Memory Room at any time.

DearMemory does not use your information for advertising or profiling.

Lawful basis

Processing required to create and operate an account is generally necessary to provide the service requested by the user. Limited processing may also be necessary for legitimate interests such as website security, fault investigation and preventing misuse, provided those interests do not override users’ rights.

Optional weekly memory-question emails are sent only after the account holder actively chooses them. The account holder may withdraw that choice at any time in the Memory Room.

Photographs, recordings and information about other people

The account holder is responsible for considering whether it is appropriate to add information, photographs or recordings about another person. Only add material you are entitled or authorised to use, or have another proper reason to use.

Please avoid adding unnecessary sensitive, medical or confidential information. Take particular care with information about children, health, family circumstances and other private matters.

Access and sharing

The Memory Room owner may create separate named accounts for trusted family members or carers. View-only accounts can enjoy memories, contributors can add and update content, and family managers can help organise the room. Private Notes are limited to the owner and family managers. The owner can review, change, revoke or restore access.

Each person should use their own login rather than sharing a password. Anyone who can access an unlocked signed-in device may still be able to see the content available to that account.

Authorised site administrators may need to access account information or content for support, security, maintenance or legal reasons. DearMemory is not presented as a public or social service, and it does not provide public memory profiles or a public activity feed.

Private Notes

Private Notes are intended for personal memory prompts and family observations. DearMemory is not designed for medical records, care plans or emergency information.

What DearMemory is not for

DearMemory is a family reminiscence and memory-preservation space. It is not intended for medical records, medication records, professional care management, care plans or emergency information.

Hosting and service providers

The website and uploaded files are hosted by Krystal Hosting. We use appropriate hosting and backup arrangements to support the operation and recovery of the service.

Essential account emails and optional weekly memory-question emails may use normal website hosting mail services.

International transfers

Where a service provider stores or processes information outside the UK, appropriate safeguards will be used where required.

How long information is kept

Active account information is retained while the account remains open. Memories and other user-created content remain until the user deletes them or deletes the account. An individually deleted memory may remain temporarily in WordPress Trash before permanent deletion.

DearMemory does not currently delete an account solely because it has not been used. No free online service can promise permanent availability, so account owners should keep occasional downloads of important memories and maintain access to the registered email address. If the inactivity or closure policy changes, reasonable advance notice will be sent to the registered email address where practicable.

Deleted information may remain temporarily in protected backups until those backups are replaced through the normal backup cycle. Backups are used for disaster recovery and are not used to restore individual deleted content during ordinary operation. Support and security records may be retained only as long as reasonably required.

User rights and account management

Users may have rights to receive information about how their data is used, access their personal information, correct inaccurate information, request deletion, restrict or object to certain uses, receive certain information in a portable format, and complain about data protection handling.

Account holders can edit or delete individual memories and people and can download a complete private data copy from Your account, then Family access. Individual memories also have a Download this memory control. To ask for access, correction, another form of information copy, or deletion support, email support@dearmemory.co.uk or use the Contact page. Identity may need to be confirmed before a request can be fulfilled.

Account deletion

A signed-in account holder can use the Delete My Account option in the Memory Room account area. Account deletion permanently removes the WordPress account, DearMemory memories belonging to that account, People in My Life records, Private Notes, and associated photographs and audio uploaded specifically for that account where they are not used elsewhere.

Account deletion cannot be undone through the website. Temporary copies may remain in protected backups until normal backup rotation replaces them.

Memory Map preferences and browser storage

The Memory Map may keep limited identifiers in the visitor’s browser storage for recently enjoyed memories and items a family member has chosen to leave out of future journeys on that device. This information is used to vary or personalise journeys in that browser. It is not a public activity record. Clearing the browser’s website data may remove these choices.

Read Aloud

Read Aloud uses the browser’s built-in speech feature and a voice made available by the browser, operating system or device. DearMemory supplies the visible words to that browser feature when the user asks for them to be spoken. Voice availability and the way speech is processed depend on the browser and device provider.

Family access and ownership handover

Named family accounts store the person’s name, email address, permission level, access status and basic access-review information. The owner can change or revoke access. An ownership handover records the request, acceptance or rejection and a limited recovery period so an accidental transfer can be reversed.

Downloads

When a user downloads an individual memory or complete Memory Room copy, the downloaded file is controlled by that user and the security of their device or chosen storage location. Users should store exports securely and share them only with appropriate people.

Cookies

DearMemory uses essential WordPress cookies required for login, authentication, security, maintaining user sessions and remembering necessary site preferences. DearMemory does not currently use advertising cookies or analytics cookies.

DearMemory does not currently use Google Analytics, Jetpack statistics, Cloudflare analytics or third-party advertising trackers.

Security

DearMemory uses reasonable technical and organisational measures to protect the service. No website can be guaranteed to be completely secure.

Changes to this policy

This policy may be updated from time to time. The latest revision date will appear on this page.

Last updated: 17 August 2026