Privacy Policy | My Regiment UK

1. Who We Are

My Regiment UK ("we", "our", "us") is operated by Cultural Educational Association CIC, a community interest company registered in England and Wales. We operate the online memorial registry at moypolk.uk, which allows members of the Russian-speaking community in the United Kingdom to commemorate veterans of World War II. Cultural Educational Association CIC is the data controller for the personal data processed through this website.

2. What Data We Collect

We collect the following categories of personal data:

Account data: your name, email address, and encrypted password when you register.
Veteran memorial data: names, dates, photographs, and biographical details of veterans that you submit.
Usage data: IP addresses, browser type, pages visited, and timestamps, collected automatically via server logs.
Communication data: any messages you send us via email or contact forms.

3. How We Use Your Data

We use your personal data to:

Operate and maintain the memorial registry service.
Process and moderate veteran memorial submissions.
Send account-related emails (password resets, submission status updates).
Maintain the security and integrity of the platform.
Comply with legal obligations under UK law.

4. Legal Basis for Processing

Under UK GDPR, we process your data on the following legal bases:

Contract: processing necessary to provide you with our service.
Legitimate interests: fraud prevention, platform security, and service improvement.
Legal obligation: where we must comply with UK law.
Consent: where you have explicitly agreed (e.g. publishing a veteran memorial).

5. Data Sharing

We do not sell your personal data. We may share data with trusted third-party service providers who help us operate the platform, including:

Vercel — hosting and deployment (EU/US data centres).
Supabase — database hosting.
Resend — transactional email delivery.

All providers are contractually bound to process data only as instructed and to maintain appropriate security measures.

6. Data Retention

We retain your account data for as long as your account is active. If you close your account, we will delete your personal data within 30 days, unless we are required by law to retain it longer. Veteran memorial entries may be retained for archival purposes in the public interest even after account closure, unless you request their removal.

7. Your Rights

Under UK GDPR, you have the right to:

Access the personal data we hold about you.
Correct inaccurate data.
Request deletion of your data ("right to be forgotten").
Object to or restrict our processing of your data.
Data portability — receive your data in a structured format.
Withdraw consent at any time where processing is based on consent.

To exercise any of these rights, contact us at info@moypolk.uk. You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO).

8. Cookies

We use only strictly necessary session required for authentication and security. We do not use advertising, analytics, or tracking . No third-party cookies are set on our platform.

9. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date at the top of this page. Continued use of the platform after changes constitutes acceptance of the updated policy.

Community Communication Layer

When you use the Community features (city and topic spaces, messages, reactions, follows, the activity feed, member rankings, presence indicators and stories), we additionally process: your self-declared date of birth (to apply an over-18 age gate to engagement features); social-graph data (follows and space memberships); engagement and behavioural signals (reactions, views, reshares, streaks, karma, presence); and derived profiling data (feed-ranking and follow-affinity) used by an automated recommender to order your home feed and rankings.

The lawful basis for the recommender and engagement processing is legitimate interests (a Legitimate Interests Assessment is in progress); you may object to this profiling. The home feed is ordered automatically, but we do not make solely automated decisions with legal or similarly significant effect: moderation enforcement (content removal, suspensions, bans) is subject to human review. Engagement and profiling features are for users aged 18 and over; age is currently self-declared. Participation in memorial or diaspora spaces may imply political, ethnic or religious matters; we do not build special-category profiles from it.