Longtable Privacy Notice

This notice explains what personal information Longtable, the team that runs longtableheritage.com ("we" and "us"), collects through the invitation-only family story portal it operates and related websites and services (the "Portal"), why we collect it, who can see it, how long we keep it, and what you can ask us to do. It is the privacy notice that forms part of the Longtable Terms of Use (the "Terms"). Words with capital letters, such as "Family Account," "Family Administrator," "Member," "User Content," "Services Agreement," "Sensitive Content," "Finished Story" and "Client Content," mean what they mean in the Terms. If you have a Services Agreement with us, you are the "Client," it controls where it differs from this notice as to you, and the Services Agreement's words "Storyteller," "Participant" and "Service Provider" are used here the same way.

The short version

• Longtable helps a family turn its memories into a book. We keep what the family adds to the Portal, including the Vault, the family's library of photos, videos and documents. Only people the family invites, and our staff, can see it.
• We do not sell your information, and we do not use it for advertising.
• Some recordings are typed up by an outside company, and AI tools may help write drafts. Sections 6 and 7 explain.
• You can write to us to ask for your information to be corrected or deleted, or to stop being part of a family's account. Section 10 tells you how.
• The rest of this notice gives the details.

1. Who this notice covers

• Family Administrators and Clients, who engage Longtable to prepare a family's story.
• Members, who are invited to a Family Account.
• Storytellers and Participants, who are interviewed or who contribute answers, photographs or recollections, whether or not they ever sign in.
• People who appear in or are mentioned in a family's material, such as relatives, friends, children and people who have died. You may never use the Portal and still be in a family's story. Section 10 tells you how to make a request, and section 16 how to reach us.

2. What we collect

Account information. Your name and email address, the Family Account you belong to, and what you can view or edit. When the Family Administrator or Longtable invites someone, we are given that person's name and email address so an invitation can be sent. Our login provider manages sign-in (for example, your password or verification codes) and keeps its own records of your sign-ins. Some older accounts' password records are still held in our database until they are removed.

Family material (User Content and, under a Services Agreement, Client Content). Photographs, videos, audio recordings, documents and written answers; the captions, dates, places, tags and descriptions attached to them; comments; transcripts and typed-up text; the names, relationships and dates of the people in a family's list, including whether a person is under 18 or has died; and the drafts and finished story we prepare from all of this. Interviews that Longtable staff record are included.

Details inside photographs. Photo files can carry the date taken and a place, sometimes as exact map coordinates. The Portal reads these in your browser and can use them to fill in the photo's details, which you can edit before you save. We store the photo file as you upload it, including these details, and people who can see the photo can download the original file with them. If you don't want to share a location, remove it from the file before uploading.

Technical information. Our hosting provider records ordinary request information, such as your IP address, browser type, the pages or files requested and the time. We also keep our own small counts of events (for example, that an upload finished or failed) and error records, and records of who made which changes in the Portal. These are designed to hold no story content.

Records of our dealings with you. Contact details and records of fees, payments and agreements, if you buy our Services, and what you tell us when you write to us.

From other people. Family Administrators and other Members add information about you, such as your name, your photo or a story that mentions you. Longtable staff add what they learn in interviews.

3. Sensitive information

Family stories often include sensitive things: health and memory, family conflict, deaths, money, religion and beliefs. Photos and recordings show faces and voices. You choose what to share. When you share something sensitive, you are asking us to use it as this notice describes.

• If you tell us something is sensitive, we will not include it in a family's story unless the Family Administrator has consented in writing (Terms section 5.6).
• Under a Services Agreement, we will not include Sensitive Content in the Finished Story unless the Client has given prior written consent to that specific content, and our staff handle it only as needed to provide the Services (Services Agreement sections 9.2 and 9.3).
• We ask you not to upload things like Social Security numbers, bank or card numbers, passwords, or medical records.

4. How we use information

We use it to provide, support and secure the Portal and the Services, including preparing the family's story and any copies the Family Administrator orders; to communicate with you about your account, the Services and changes to our terms; and to meet legal obligations. We do not sell your personal information, and we do not share it for advertising. We do not publish or use User Content to promote Longtable without the permissions the Terms describe (Terms section 5.2).

5. Who can see your information

Your family. The Portal exists for shared storytelling. Other Members of a Family Account can see what you contribute there and may use it in the story. Longtable or the Family Administrator invites Members. The Family Administrator approves the family's story.

Longtable staff and contractors. People with administrative access can view and edit User Content in any Family Account to provide the Services, support Members, maintain the Portal and keep it secure. We keep some internal records of support activity, but we do not promise that access is limited, logged or monitored in any specific way (Terms section 4).

Service Providers. See sections 6 and 7.

Others. We may disclose information when the law, a court order or legal process requires it, and where lawful and practicable we will tell the Client first. If Longtable's business is transferred to a successor, your information may go with it, and the successor must accept our obligations. We do not disclose your information in other ways except as this notice describes.

6. Our Service Providers

We use outside Service Providers in these categories:

• user login and authentication;
• database hosting;
• file and media storage;
• application hosting and background processing; and
• artificial intelligence drafting tools.

They process information for us under their own terms. They may see User Content when it is stored, shown or processed on our behalf. We will give you the names of the providers in these categories if you ask in writing. Files are held in private storage and shown through the Portal, by short-lived links, only to signed-in people who have access, and to AssemblyAI as described in section 7.

7. Transcription and AI

Transcription by AssemblyAI. We use AssemblyAI, Inc. to turn recorded speech into text. This happens only for families for whom we have switched it on, and you can ask us to switch typing-up off for your family's story (see section 10). We cannot switch it off for one person only. For those families:

• A recorded video or audio answer is sent to AssemblyAI once it has uploaded. A video is sent whole, including the picture.
• A Family Account editor can also ask for a video or recording already in the Vault to be typed up. Everyone seen and heard in it is sent too, so only send what the family is comfortable sharing.
• We also send the names of the story's subject and of the people in the family's list, except people marked as under 18, to help AssemblyAI spell them.
• AssemblyAI processes the recording under its own terms. We have opted out of AssemblyAI's use of the recordings to train its models. Its terms still allow it some other uses of data, such as de-identified data, and it keeps limited billing and log records, such as the length of the audio.
• We save the typed text in the Portal and then ask AssemblyAI to delete its copy. Its retention setting on our account is one day. We rely on AssemblyAI to carry out the deletion and cannot verify it ourselves.
• Typed-up text is marked "please check the wording." It is not added to an answer that already has words, and an editor can remove it.

Other AI drafting tools. We use artificial intelligence tools to help prepare transcripts, captions and draft text. In the Portal, the family member who asks for an AI draft checks it before saving it. Where AI drafting is switched on in the Portal, a family's saved answers, and the names, relationships and facts recorded about the people in the story, are sent through an AI gateway service to an AI model provider, and we ask the gateway to route requests only to providers that have zero-data-retention arrangements with it. Those providers handle the material under their own terms, and we do not control their operations.

Speaking instead of typing. If you use the Portal's option to speak an answer, your browser or device may send your speech to its maker's speech service to turn it into text, under the maker's rules. We do not receive that audio. We receive the words you save.

8. Cookies and similar tools

The Portal uses cookies that our login provider sets to keep you signed in, and cookies our staff use to preview or support a family's account. It also saves unsaved writing in your browser so you do not lose it, until it is saved to the Portal. If you record in the Portal, your browser asks your permission to use the camera or microphone.

The Portal does not use advertising or analytics cookies, and we do not track you across other websites. Because we do not track you across other websites and do not allow others to, we do not respond differently to Do Not Track or Global Privacy Control signals.

9. How long we keep information

• Family Account content. While we provide the Services, and afterward for the period the Client asks or, if no request is made, for a reasonable period so the family can get further copies, order additional copies and continue any membership (Services Agreement section 13.1).
• Removed items. People with edit access can remove photos, videos, recordings and PDFs from the Vault. A removed item goes to Trash and is kept for at least 30 days and then normally deleted for good, unless someone deletes it sooner.
• Deletion requests. See section 10.
• Event counts and error records. About 30 days.
• Activity records. Records of who did what in the Portal (which hold account and item identifiers, not story content) are kept without a set end date and are not removed by deletion requests.
• Earlier wording. When a written answer is changed or cleared, the earlier wording is kept as an earlier version that the family's editors can see, until it is deleted on request.
• Records we must keep. We keep records that we must keep to comply with law, resolve a dispute, or keep a record of fees, agreements and your acceptance of the Terms.
• Backups and provider copies. Copies in backups or in our providers' systems may remain for a time until they are overwritten or removed in the ordinary course.
• Copies already delivered. Deleting from the Portal does not remove copies of the story that were already delivered to the Client or to family members.

10. Your choices and requests

You can ask us, in writing, to do any of these:

• Remove your access to a Family Account. We will do it within 30 days, and sooner where reasonably practicable.
• Delete User Content you contributed. We will consider the request, together with the Family Administrator where the content is part of the family's story, and answer within 30 days. If you are the Family Administrator or Client, you can ask us to delete all or part of the family's content or to close the account; within 30 days we will delete what you identify from the Portal and from the storage we control, and confirm to you in writing.
• Get a copy of the personal information we hold about you.
• Correct information about you that is wrong.
• Withdraw your consent as a Participant. We will stop using your contributions in drafts that are not yet final. We are not required to remove them from a story the Client has already approved and received.
• Ask us to stop typing up recordings for your family's story.

Removing your access does not by itself remove what you have already contributed, and a family story is shared, so some requests need the Family Administrator's agreement. We may ask you to confirm who you are before we act, for example by writing from the email address on your account. Deletion has the limits described in section 9.

We will answer requests to remove access or delete content within 30 days. We will answer other requests within 45 days. If we need longer, we will tell you why. If we decline a request, we will tell you why and how to appeal. To appeal, write to us at the contact details in section 16 and say that you are appealing. We will reply in writing within 60 days. If you are in Texas and we deny your appeal, you can complain to the Texas Attorney General at texasattorneygeneral.gov/consumer-protection/file-consumer-complaint.

You can make these requests wherever you live. Some states give residents additional rights; we will honor those that apply to us.

11. Children

The Portal is for adults. You must be at least 18 to accept the Terms. Children under 13 may not have an account or submit personal information through the Portal. A person aged 13 to 17 may use the Portal only with the permission of a parent or legal guardian. A parent or guardian may share a child's photographs or stories through the parent's or guardian's own account, and by doing so confirms they have the right to. Where a child under 18 takes part as a Participant, the Participant Consent in our Services Agreement calls for a parent or guardian's signature.

We do not knowingly collect personal information directly from children under 13. If we learn that we have, we will delete it. A parent or guardian can ask to see, correct or delete information about their child by writing to us.

12. People who have died

Many family stories are about people who have died. We treat information about them with the same care as information about living people. A close relative can ask us to correct or remove information about someone who has died. We may ask how you are related, and because the material belongs to a shared family story, we may need the Family Administrator's agreement.

13. Security and incidents

We use reasonable administrative and technical safeguards to protect your information. The Portal is by invitation only, requires a login, and shows each person only the family content they have been given access to. No system is completely secure, and we do not promise any particular encryption method, security certification or location for data.

If we become aware of unauthorized access to or disclosure of a Client's family material, we will tell the Client without unreasonable delay, and in any event within 60 days after we determine that the incident occurred, and we will notify other people and authorities as the law requires. Please keep your login confidential and tell us promptly if you think someone else has used your account.

14. Where your information is handled

Longtable is operated from the United States. Our providers may handle information in the United States and in other countries, and we do not promise any particular location for data.

15. Changes to this notice

We may change this notice by posting the updated version in the Portal and on our website with a new version number and effective date. For a material change, we will notify Members by email or by notice in the Portal before the change takes effect.

16. Contact

To ask a question, make a request or appeal a decision, write to us by email at privacy@longtableheritage.com.