Privacy Policy

1. Information We Collect

1.1 Guestbook Information

When you sign our guestbook, we collect the following information:

• Required Information:
  • Your name
  • Your message/comment
• Optional Information:
  • Email address
  • Location (city, country)
  • Website URL
  • Photo/image (if uploaded)
• Automatically Collected:
  • IP address
  • Browser information (User-Agent)
  • Date and time of submission

1.2 Technical Information

We automatically collect certain technical information when you visit our website:

• IP address
• Browser type and version
• Operating system
• Pages visited and time spent on each page
• Referring website
• Date and time of visit

1.3 Cookies and Local Storage

We use cookies and local storage to enhance your experience:

• Essential Cookies: Required for website functionality, session management, and security
• Analytics Cookies: Help us understand how visitors use our website (only with your consent)
• Preference Cookies: Remember your settings and preferences (only with your consent)

2. How We Use Your Information

2.1 Guestbook Entries

Information collected through our guestbook is used to:

• Display your message on our memorial website
• Allow other visitors to read and respond to your tribute
• Contact you if necessary regarding your entry
• Prevent spam and abuse
• Moderate content for appropriateness

2.2 Technical Information

Technical information is used for:

• Website security and protection against abuse
• Analyzing website performance and usage patterns
• Improving user experience
• Troubleshooting technical issues
• Rate limiting to prevent spam

2.3 Legal Basis for Processing

Under GDPR, our legal basis for processing your personal data is:

• Consent: For guestbook entries and optional analytics
• Legitimate Interest: For website security and essential functionality
• Legal Obligation: Where required by law

3. Data Sharing and Disclosure

3.1 Public Information

Guestbook entries are public by default. When you submit a guestbook entry, your name, message, location, and uploaded images will be visible to all website visitors unless you specifically mark your entry as "private."

3.2 Private Entries

Entries marked as "private" are only visible to:

• Website administrators
• The immediate family of Iebe Kestens

3.3 Third Party Sharing

We do not sell, trade, or rent your personal information to third parties. We may share information only in the following circumstances:

• Service Providers: Trusted hosting providers and technical service providers who assist in website operation
• Legal Requirements: When required by law, court order, or government request
• Safety: To protect the rights, property, or safety of our website, users, or others

4. Data Security

We implement appropriate technical and organizational measures to protect your personal information:

• Encryption: All data transmission is encrypted using HTTPS/TLS
• Database Security: Personal data is stored in secure databases with access controls
• Input Validation: All user inputs are validated and sanitized
• Rate Limiting: Protection against spam and abuse attempts
• Access Control: Limited access to personal data on a need-to-know basis
• Regular Backups: Secure backups to prevent data loss

Note: While we strive to protect your information, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security but will notify you of any data breaches as required by law.

5. Data Retention

5.1 Guestbook Entries

Guestbook entries are retained indefinitely as they serve as permanent tributes to Iebe's memory. However, you may request removal at any time (see Section 7).

5.2 Technical Data

• Server Logs: Retained for 12 months for security purposes
• Analytics Data: Aggregated and anonymized after 24 months
• Session Data: Automatically deleted when your browser session ends
• Cookie Preferences: Stored for 1 year or until you change them

5.3 Uploaded Images

Images uploaded to guestbook entries are retained indefinitely unless you request their removal. We create thumbnails for display purposes, which are also retained.

6. International Data Transfers

Your data may be transferred to and processed in countries other than your own. If you are located in the European Economic Area (EEA), we ensure that:

• Data transfers comply with GDPR requirements
• Appropriate safeguards are in place
• Third-party processors provide adequate data protection

7. Your Rights

7.1 Under GDPR (EU Residents)

If you are a resident of the European Union, you have the following rights:

• Right of Access: Request information about personal data we hold about you
• Right to Rectification: Request correction of inaccurate personal data
• Right to Erasure: Request deletion of your personal data ("right to be forgotten")
• Right to Restrict Processing: Request limitation of how we process your data
• Right to Data Portability: Receive your data in a portable format
• Right to Object: Object to processing based on legitimate interests
• Right to Withdraw Consent: Withdraw consent for data processing at any time

7.2 How to Exercise Your Rights

To exercise any of these rights, please contact us at:

• Email: kestens_johan@skynet.be
• Subject Line: "Data Privacy Request - Iebe Memorial Website"

We will respond to your request within 30 days. For identity verification, we may request additional information.

7.3 Complaints

If you believe we have not handled your personal data properly, you have the right to lodge a complaint with your local data protection authority.

8. Children's Privacy

Our website is not intended for children under 16 years of age. We do not knowingly collect personal information from children under 16. If we become aware that we have collected personal data from a child under 16, we will take steps to delete such information promptly.

Parents or guardians who believe their child has provided personal information to us should contact us immediately.

9. Third-Party Links

Our website may contain links to external websites. This privacy policy does not apply to third-party websites. We encourage you to read the privacy policies of any linked websites you visit, as their data practices may differ from ours.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect:

• Changes in our data processing practices
• Legal or regulatory requirements
• Improvements to our website or services

When we make changes, we will:

• Update the "Last Updated" date at the top of this policy
• Notify users through our website or email if changes are significant
• Obtain new consent where required by law

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

11. Contact Information

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

12. Memorial Website Specific Considerations

12.1 Sensitivity of Content

We understand that this memorial website contains sensitive and emotional content. We handle all personal information with special care and respect for the memory of Iebe Kestens and the feelings of those who visit our site.

12.2 Permanent Nature of Tributes

Guestbook entries serve as permanent tributes and memories. While you have the right to request removal of your entries, we kindly ask that you consider the importance of these messages to Iebe's family and other visitors before making such requests.

12.3 Moderation Policy

All guestbook entries are moderated before publication to ensure they are appropriate and respectful. We reserve the right to:

• Review all entries before they appear on the website
• Remove inappropriate, offensive, or spam content
• Edit entries for formatting or technical reasons
• Contact you if we have questions about your entry