Every chair
holds a story.

Privacy and permissions

How we intend to look after your story — launch draft

Who is responsible

Kelly Wing-Pearce, operating The Memory Chair personally, is the intended data controller. Privacy enquiries: contact@thememorychair.co.uk. The contact address and controller details must be verified before submissions open.

What we collect and why

Contact enquiries: The separate contact form is open. It collects your name, email address and message so we can respond to your enquiry. Messages are handled through Netlify Forms and should be deleted when no longer needed for the enquiry, subject to any necessary administrative records. Please do not send sensitive personal information through this form.

We ask for an email address, an optional name, your answers to the chair questions, any optional photograph and your separate permission choices. We use these to receive and assess contributions, communicate with you, manage permissions, moderate content and, only where authorised, develop artwork or a public archive. Please avoid sharing sensitive personal information about yourself or others.

Your separate choices

You may contribute without agreeing to artistic inspiration, public archiving or consideration for future projects. Each permission is recorded separately. No contribution is automatically published. We may seek additional approval for specific uses, particularly when a story or photograph concerns another living person.

Long-term retention

The Memory Chair is intended as a long-term legacy project. Contributions expressly approved for the permanent archive may be preserved indefinitely, subject to periodic review, continuing justification and applicable rights. Unselected submissions will normally be reviewed within three years and deleted or anonymised when no longer needed. Contact details will be kept only while needed for administration, permissions or agreed ongoing contact. Rejected or withdrawn material will be removed when no longer required, subject to limited necessary records.

Children and safeguarding

This form is for adults aged 18 or over. Do not include a child’s full name, school, address, medical details or other identifying information. If a photograph shows a child, their face must be fully obscured before upload and the child must not otherwise be identifiable. Every photograph and story will be manually reviewed before any public use; submissions involving children will receive additional review.

Storage and access

Submissions are intended to be processed through Netlify Forms and accessed only by authorised project administrators. Provider terms, processing arrangements, international transfers, account security, backups, retention and deletion controls must be checked before opening submissions. Do not assume a submission is encrypted end-to-end or automatically anonymised.

Your rights and contact

Contact contact@thememorychair.co.uk to ask about access, correction, erasure, restriction, objection or withdrawal of a permission, as applicable. You may also complain to the UK Information Commissioner’s Office (ICO). Withdrawal does not necessarily undo lawful use already made or printed material already distributed.

Before we open

This is a launch-preparation notice, not a final approved privacy notice. The project must document the lawful basis for each processing purpose, special-category information handling, retention schedule, processor and transfer arrangements, and any required impact assessment before accepting personal information.