Privacy Policy


Who I am

I am a sole trader, registered with HMRC, operating under my own name Sara-Jayne Donaldson / Caithness Roots / Northern Editorial. I am based in the far north of Scotland and offer family history/genealogical services to clients worldwide.

Types of data I collect, why I collect it and how I use it

Client Details

I collect certain data from clients to allow for the smooth running of my business. This includes name, address, email address, telephone number and project details.

I collect this information to allow me to comply with HMRC guidelines for taxation purposes, for my own accounting process, and to allow me to contact clients in response to enquiries and ongoing work. I also keep records of agreed terms and conditions.

I respect my clients’ information – all details are kept secure on a password protected computer/external hard drive (for archival purposes), and/or on the password-protected cloud-based file management system Dropbox.  Information is kept confidential, and is not shared with others. Sensitive information is deleted/destroyed as soon as the project is completed.

My website is hosted by (which utilises Automattic) and I use Paypal for clients who choose not to pay by bank transfer.

Mailing Lists

At this time I do not utilise mailing lists.

Blog Followers

To allow readers to follow my blog WordPress allows followers. Data collected is either email address, website name or gravatar username.

This information is only used by WordPress to notify followers of new blog posts, or to allow comments.

Website Cookies

Cookies are small pieces of data, stored in text files on your computer or other device when websites are loaded in a browser. They are used, for example, to enhance your user experience, to allow for social media sharing and to allow analytics to help me to see how well my website is performing. I use the analytics service to collect standard internet log information and details of website visitor behaviour patterns.

You may restrict the use of cookies, or completely prevent them from being set, by using your web browser’s cookie settings. Please be aware that this may affect website functionality.

For more information on cookies, visit

Third Parties

Personal information/family history and genealogical information is never shared with third parties, unless specifically requested by my clients in writing, or unless I am required by law to do so.


How long I store the information for

I store information for a minimum of five years after the 31st January submission deadline of the relevant tax year, as stated by HMRC for tax purposes. However, as many of my clients are repeat customers I do not delete data unless asked to do so or unless the information is over ten years old and the client is no longer a customer. If you require me to delete or amend your records please ask and I will do so, as long as I remain compliant with HMRC guidelines.

Access to your personal information

You are entitled to view, amend, or delete the personal information that I hold: simply email your request to me at

Changes to this Privacy Notice

This privacy notice was created 20 May 2018.