Privacy Policy



For the purpose of the Data Protection Act 1998, the data controller is The Memory Box Network Limited.

About us is a system operated by The Memory Box Network Limited, ("we"/"us"/”our”). We are a company limited by guarantee in Scotland with company number (SC404315) and have our registered office at The Memory Box Network Limited, Unit 17, City Quay, Camperdown Street, Dundee, DD1 3JA. We are a charity registered in Scotland (SC042610).

Our privacy policy and children

We understand special safeguards are needed so that young people can protect their privacy online. We recognise that young people may not understand our policy in full or be able to make informed decisions about the choices available in the same way that our adult users can. We recommend that parents teach their children about protecting their personal information while online.

Our privacy policy and vulnerable adults

We understand special safeguards are needed so that vulnerable adults, including but not exclusively those with dementia, can have their privacy protected online. We recognise that vulnerable adults may not understand our policy in full or be able to make informed decisions about the choices available. We recommend that users of the system take special care to protect the personal information of vulnerable adults while online.

Please refer to our Terms of Use for more information regarding permitted uses of our system.

How the Our Big Box system works

Information you tell us about the people you represent inside the Our Big Box system is treated in the strictest confidence. The system will try to learn about individuals by combing profile information and information provide against pictures in order to improve selection of pictures from partner libraries. Information you provide is not shared.

Information that we collect from you

When you visit, register, participate in our community services or order products or services on you may be asked to provide certain information about yourself including your name, contact details (including e-mail address) and credit or debit card information. We may also collect information about your usage of our system as well as information about you from photographs, text and messages you post to our system and e-mails or letters you send to us.

IP Address

We record logged in user IP to detect unlicensed commercial use of the Our Big Box system. We record logged in user IP addresses for the sole purpose of assisting law enforcement agencies when requested to do so through court order.

Use of your information

Your information will enable us to provide you with access to all parts of our system, to participate in our community services and to supply the products or services you have requested. We will also use and analyse the information we collect so that we can administer, support, improve and develop our business and respond to customer service queries.

In particular, we may use your information to contact you for your views on our system, our products and services and to notify you occasionally about important changes or developments to our system or our products and services. Further, where you have consented, we might also use your information to let you know about other products and services which we offer which may be of interest to you and we may contact you by post, telephone, fax or text, as well as by e-mail. If you change your mind about being contacted in the future, please let us know.

Updating or changing your information

You can access, review, and edit your registration and profile information on our system by visiting your account.

Disclosure of your information

The information you provide to us will be held on our computers in the UK and may be accessed by or given to our staff and employees of The Memory Box Network Limited, and to our business partners and agents, all of whom are located in the European Economic Area and who act for us for the purposes set out in this policy or for other purposes approved by you. They process information, fulfil and deliver orders, process credit and debit card payments and provide support services on our behalf.

We may also pass aggregate information on the usage of our system to third parties but this will not include information that can be used to identify you.

Countries outside the European Economic Area do not always have strong data protection laws. However, we will always take steps to ensure that your information is used by third parties in accordance with this policy.

Unless required to do so by law or any court order; or to enforce, apply or defend this policy or our Terms of Use or to protect the rights, property or safety of The Memory Box Network Limited, our employees, our members or others, we will not otherwise share, sell or distribute any of the information you provide to us without your consent.


Cookies are small amounts of information which we store on the hard drive of your computer through your Internet browser. Our system will issue cookies to your computer when you access our system.

Cookies make it easier for you to log on to and use our system during future visits. They also allow us to monitor system traffic, store information about your preferences and to personalise the content of our system for you, for example they help us recognise you as a unique visitor (just a number) when you return to our system and allow us to tailor content or advertisements to match your preferred interests or to avoid showing you the same adverts repeatedly.

We only use this data in aggregate form as a statistical measure, and not in such a way that would identify you personally. As part of this use of information, we may provide aggregate information to our partners about how visitors, collectively, use our system.

In some cases, our business partners may use cookies on our system. We have no access to or control over these cookies.

Rejecting or deleting cookies

You may refuse to accept cookies by activating the setting on your Internet browser which allows you to refuse the setting of cookies. If you select this setting you may be unable to access certain parts of our system. Unless you have adjusted your Internet browser setting so that it will refuse cookies, our system will issue cookies when you log on to our system.

Site use statistics

Our Big Box uses a number of systems to collect and collate anonymous user use data. This is done to help us understand how and where the system is being used, and to assist us in developing and improving the system. Statistics can also help us to demonstrate the popularity of the system to funders and commercial partners.

Accessing your information

You are entitled to see the information held about you and you may ask us to make any necessary changes to ensure that it is accurate and kept up to date. If you wish to do this, please contact us. We are entitled by law to charge a fee of £10 to meet our costs in providing you with details of the information we hold about you.

Security and data retention

Where we have given you (or where you have chosen) a password which enables you to access certain parts of our system, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

Unfortunately, the transmission of information via the Internet is not completely secure. Although we will do our best to protect your information, we cannot guarantee the security of your information transmitted to our system; any transmission is at your own risk. Once we have received your information, we will employ security measures to try to protect your information from access by unauthorised persons and against unlawful processing, accidental loss, destruction and damage.

If you become aware of any breach of data security or have any question about the security of our system, please let us know.

We will retain your information for a reasonable period or as long as the law requires.

Your information and linking to other web systems

This policy applies only to information collected by our system.

Our system may contain links to web systems operated by third parties that are not under our control or supervision. Neither The Memory Box Network Limited nor its employees, agents or representatives are responsible for the privacy practices of these other web systems. You should be aware that these web systems may or may not have their own privacy policies. We recommend that you carefully read the privacy policies of these other web systems to see how your personal information will be handled before providing the operators of these web systems with your information.

Changes to our privacy policy

We may amend this policy from time to time. Any changes to this policy in the future will be posted to our system and, where appropriate, through e-mail notification.

By continuing to visit our system, provide information, participate in our community services and/or use the products and services, you consent to the collection, use and transfer of your information under the terms of this policy (as the same is updated from time to time) and our Terms of Use. We recommend that you read this policy regularly so that you understand our current approach to privacy.