Privacy Policy

Who we are

Company X ("we", "us") operates And Then You and is the data controller for the personal information processed through the service. For privacy questions or to exercise a right, email markotoole1@proton.me. Company X is a temporary operator name and this policy will be updated if the legal operator changes.

The service is for adults

And Then You is designed for adults to preserve family memories. Children cannot create accounts, accept invitations, or upload information themselves. When you create a child profile or add information about a child, you confirm that you are the child’s parent or legal guardian, or that you have clear permission from one.

Parents and guardians should consider the child’s interests, privacy and growing ability to express their own wishes before recording or sharing sensitive or embarrassing information. Please do not add information that could put a child at risk if it were seen by someone else.

Information we collect

• Account details — your email address, display name, optional avatar, and an optional recovery email address.
• Family details — your family name, the members you invite, and each member's role.
• Children's details — the first name, date of birth, optional photo and colour label you add for each child.
• Memories — the text, dates, tags, photos and voice recordings you add, along with the transcript generated from each recording.
• Technical data — sign-in timestamps and basic security logs needed to keep accounts safe.

Children's information

We do not knowingly collect information directly from children. A child’s profile, memories, photos and recordings are provided by an adult account holder. This may include sensitive details, such as health, development, beliefs or family life, if an adult chooses to include them. Only add such details when genuinely appropriate, and when you have the authority and any permission required to do so.

A child’s privacy interests continue even though an adult supplied the information. If you believe information about a child was added without proper authority, is inaccurate, or should no longer be held, contact us. We will assess the request promptly, prioritising the child’s best interests and applicable law.

Who can see what

• Admins (usually parents) can see every memory recorded about the children in their family, manage child profiles, and edit or delete entries.
• Contributors (grandparents and other relatives) can add memories but can only see the ones they wrote themselves.
• Nobody outside your family can see your memories. These rules are enforced by our database, not just by what the screen shows, unless an admin deliberately creates or shares a keepsake or disclosure is required by law.

Family admins decide who is invited and which role each person receives. They must only invite trusted adults. Removing someone stops future access, but we cannot erase copies or screenshots they made while they had legitimate access.

Ownership and our limited permission

You and your family keep ownership of the text, photos, recordings and other original material you upload. We do not claim ownership of family content. You give Company X a limited, non-exclusive permission to host, copy, process, transcribe, display and format that content only as needed to provide, secure and improve the service for your family. This permission ends when the content is deleted, subject to short-lived backups and legal retention duties.

A transcript is derived from the recording supplied by your family. A keepsake remains made from your family’s content. Creating one does not transfer ownership to us. An admin who shares or exports a keepsake is responsible for choosing its recipients and for the privacy of every child and other person shown in it.

How we use your information

We use it to run the service: to show your family's timeline, to store and serve photos and recordings, to turn voice notes into text, to send the reminders and invitations you ask for, and to keep accounts secure. We do not sell your data and we do not use your memories or photos to advertise to you.

Under EU data protection law, we process account and service information because it is necessary to provide the service you request. We process security and basic operational information for our legitimate interests in protecting and improving the service. Where we ask for consent, you may withdraw it at any time. We do not use children’s information for behavioural advertising, profiling, or automated decisions with legal or similarly significant effects.

Service providers

We use trusted providers to run the service on our behalf: a cloud database, authentication and file storage provider, a speech-to-text provider that transcribes voice notes, and an email delivery provider. They may only process your data under our instructions to provide those services. A recording selected for transcription is sent to the transcription provider for that purpose.

Some providers may process information outside Ireland or the European Economic Area. Where this happens, we use a lawful transfer mechanism, such as an adequacy decision or approved contractual safeguards. We do not sell family information. We may disclose information where required by law or where necessary to protect a child or another person from serious harm.

How long we keep things

We keep family content while the family account is active because long-term preservation is the purpose of the service. Deleting an entry removes its linked photos and audio from active use. Deleting a child profile removes that child’s associated content. Removing a family member does not automatically delete memories they contributed, because those memories form part of the shared family record; a family admin can delete them.

If the family account is closed, we delete its content from active systems within 30 days. Limited copies may remain temporarily in protected backups until those backups rotate, or longer where the law requires us to retain a record. We keep only the minimum information needed for legal, security and fraud-prevention purposes. Before deleting shared content, admins should consider whether another parent or guardian needs a copy.

Security

Photos and recordings are held in private storage and served through short-lived links. Passwords are never stored in readable form, and you can turn on two-step sign-in with an authenticator app from your account page. Access is restricted by family role. No system is perfect, so account holders should use a strong unique password, enable two-step sign-in, and avoid sharing downloaded keepsakes through insecure channels.

Your rights and a child’s rights

Under the GDPR, you may ask us for access to personal information, correction, deletion, restriction, portability, or to object to certain processing. You may also withdraw consent where consent is the basis used. These rights can be limited in some circumstances, including where another person’s rights are affected.

A parent or guardian may make a request concerning a child. As a child matures, their own views and rights may need to be considered. We may ask for information to verify identity, parental responsibility or authority before acting, and we will not disclose one family member’s private information to another without a lawful basis.

Email markotoole1@proton.me to make a request. We aim to respond within one month, subject to the extensions permitted by law. You may complain to Ireland’s Data Protection Commission at dataprotection.ie, or to the supervisory authority where you live or work.

If information is exposed

We assess suspected personal-data breaches promptly. Where the law requires it, we will notify the Data Protection Commission and affected people. Because family content can be especially sensitive, please tell us immediately if you believe an account, invitation, shared keepsake or device has been accessed improperly.

Changes

If we change this policy in a way that matters, we will tell account holders in the app or by email before it takes effect. We will also update this page when the legal operator, contact details, or material processing practices change.