Privacy Policy

1. Introduction
Welcome to the Kilbelin Abbey Residents website (“we,” “our,” or “us”). We are committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard personal data gathered through our website (the “Site”), which utilises Google Drive for data hosting and Google Forms for data collection. By accessing or using our Site, you consent to the practices described in this policy.

2. Information We Collect

1. Information You Provide Directly
   
   

   • Google Forms Submissions: When you complete any form (e.g., registration forms, surveys, feedback forms), we collect the data you submit. This may include:
     
     

     • Name, email address, phone number, or other contact details
       
       

     • Profile information (e.g., username, avatar)
       
       

     • Responses to surveys or questionnaires (e.g., preferences, opinions)
       
       

     • Files you upload (documents, images, etc.), which are stored in Google Drive
       
       

   • Account Registration (if applicable): If our community requires registration, we may collect:
     
     

     • Username and password (stored securely via Google authentication, if used)
       
       

     • Profile data (e.g., profile picture, biography)
       
       

     • Optional demographic information (e.g., age, location)
       
       

2. Information Collected Automatically
   
   

   • Website Usage Data: We automatically collect certain information when you visit our Site, such as:
     
     

     • IP address
       
       

     • Browser type and version
       
       

     • Operating system
       
       

     • Referring/exit pages
       
       

     • Dates and times of site visits
       
       

     • Pages viewed and clicks
       
       

   • Cookies and Similar Technologies: We use cookies, web beacons, and similar tracking technologies to:
     
     

     • Remember your preferences (e.g., language, display settings)
       
       

     • Provide analytics (e.g., Google Analytics) to understand how users navigate our Site
       
       

     • Deliver targeted advertisements (only if relevant)
       
       

3. Information from Third-Party Services
   
   

   • If you choose to sign in or interact via a third-party account (e.g., Google Sign-In), we may collect your public profile information from that service (e.g., name, email address, profile picture). Such data is governed by the third party’s privacy policy in addition to ours.
     
     

3. How We Use Your Information

We use the information we collect for the following purposes:

• To Provide and Maintain the Site
  – Enable you to create, manage, and participate in the community.
  – Process form submissions and store uploaded files in Google Drive.
  
  

• To Communicate with You
  – Send administrative notifications (e.g., changes to the Site, policy updates).
  – Respond to your inquiries, comments, or support requests.
  
  

• To Improve Our Services
  – Analyze how the Site is used, identify trends, and optimize user experience.
  – Conduct surveys, research, and analytics using Google Forms and Google Analytics.
  
  

• To Personalize Your Experience
  – Remember your preferences and show content tailored to your interests.
  
  

• To Enforce Our Policies
  – Monitor compliance with our terms of use and community guidelines.
  – Prevent, detect, and address fraud, abuse, or other misuse.
  
  

• Legal and Compliance Purposes
  – Comply with applicable laws, regulations, or legal obligations.
  – Protect rights or safety of our users, us, or others.
  
  

4. Data Hosting and Storage (Google Drive)

1. Storage Location
   
   

   • All user-submitted files (documents, images, etc.) and form responses are stored on Google Drive under our organisation’s Google Workspace (or Google account).
     
     
     

2. Google’s Role
   
   

   • Google acts as a “processor” of your data. We are the “controller,” determining how and why data is processed, while Google provides the infrastructure to store and secure it.
     
     

   • Google’s Privacy Policy (https://policies.google.com/privacy) applies to the hosting, storage, and security of data.
     
     

3. Access Control
   
   

   • Access to the Google Drive folders is restricted to authorized administrators and moderators within our community.
     
     

   • We use Google Drive’s sharing settings to ensure files are not publicly accessible unless explicitly shared by the uploader.
     
     

4. Retention
   
   

   • Uploaded files and form responses are retained until you request deletion, you remove them, or our community disbands.
     
     

   • If you request deletion of your data, we will permanently remove your files from Google Drive within 30 days, unless legally obligated to retain them.
     
     

5. Use of Google Forms

1. Purpose of Google Forms
   
   

   • We use Google Forms to create surveys, registration forms, feedback forms, and other questionnaires.
     
     

   • Responses are automatically collected in Google Sheets (part of Google Drive).

   • 
     

2. Data Collected in Forms
   
   

   • When you complete a form, you provide personal data (e.g., name, email address, responses to questions).
     
     

   • Form fields may be marked as required or optional. Only required fields must be filled out for form submission.
     
     

3. How Form Data Is Processed
   
   

   • Responses are used for community administration (e.g., approving new members), conducting polls or surveys, and gathering feedback.
     
     

   • We may export anonymized or aggregated data for analysis and improvement of community features.
     
     

6. Third-Party Services and Links

1. Google Services
   
   

1. • As noted, we rely on Google Drive and Google Forms. Your use of these services is governed by Google’s Terms of Service and Privacy Policy ().
     
     

2. Analytics Providers

1. • We use Google Analytics to understand Site traffic and user behavior. Google Analytics collects data such as device information, session duration, and page views.
     
     

   • You can opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on (https://tools.google.com/dlpage/gaoptout).
     
     
     3. Third-Party Links
     
     

3. • Our Site may contain links to third-party websites or services. This Privacy Policy does not apply to those sites. Once you leave our Site, you should review the privacy policy of the site you are visiting.
     
     

7. Cookies and Tracking Technologies

1. What Are Cookies?
   
   

   • Cookies are small text files placed on your device to store information. We use them for functionality (e.g., keeping you logged in) and analytics (e.g., tracking page views).
     
     

2. Types of Cookies We Use
   
   

   • Essential Cookies: Necessary for the operation of the Site (e.g., session management).
     
     

   • Performance Cookies: Collect information about how visitors use the Site (e.g., Google Analytics).
     
     

   • Functionality Cookies: Remember user preferences (e.g., language).
     
     

3. Managing Cookies
   
   

   • You can set your browser to refuse cookies or notify you when a cookie is set. However, disabling cookies may limit certain features of our Site.
     
     

8. Data Sharing and Disclosure

1. Internal Sharing
   
   

   • Within our community, only authorized administrators and moderators can access user data stored on Google Drive or received via Google Forms.
     
     

2. Legal Requirements
   
   

   • We may disclose personal data if required by law (e.g., court order, government request) or if we believe disclosure is necessary to protect our rights, safety, or investigate fraud.
     
     

3. Business Transfers
   
   

   • If our organization merges or is acquired, user data may be transferred as part of that transaction. We will notify you before such transfer occurs and becomes subject to a different privacy policy.
     
     

4. Anonymized/Aggregated Data
   
   

   • We may share de-identified, aggregated data for research, analysis, or marketing purposes. This data does not identify any individual user.
     
     

9. Data Security

1. Administrative, Technical, and Physical Safeguards
   
   

   • We implement industry-standard measures to protect your data. These include:
     
     

     • Google Drive’s built-in encryption (in transit and at rest)
       
       

     • Access controls (limiting access to authorized personnel)
       
       

• Regular auditing of access logs
  
  

2. HTTPS Encryption
   
   

   • Our Site uses HTTPS (SSL/TLS) to encrypt data in transit between your device and our servers.
     
     

3. Data Breach Notification
   In the event of a data breach involving personal data, we will promptly notify affected users and relevant authorities as required by applicable laws.
   
   

10. Children’s Privacy

• Our Site is not intended for children under the age of 18 (or the minimum age required by local law).
  
  

• We do not knowingly collect personal information from children under 18.
  
  

• If you believe a child under 18 has provided us with personal data, please contact us at the address below, and we will promptly delete such information.
  
  

11. Your Rights and Choices

Depending on your jurisdiction, you may have the following rights regarding your personal data:

1. Access
   
   

   • You can request a copy of the personal data we hold about you.
     
     

2. Correction
   
   

   • You can request that inaccurate or incomplete data be corrected.
     
     

3. Deletion (“Right to be Forgotten”)
   
   

   • You can request deletion of your personal data from our systems and Google Drive. We will comply unless there is a legal obligation or valid reason to retain it.
     
     

4. Restriction of Processing
   
   

   • You can ask us to limit how we use your data (e.g., during a dispute over accuracy).
     
     

5. Data Portability
   You can request a machine-readable copy of your data in a standard format.
   
   

6. Objection to Processing
   
   

   • You may object to certain types of processing, such as direct marketing.
     
     

7. Withdraw Consent
   
   

   • If you have given consent (e.g., to receive newsletters), you can withdraw that consent at any time.
     
     

8. Opting Out of Cookies/Analytics
   
   

   • Refer to Section 7 for instructions on disabling cookies.
     
     

   • To opt out of Google Analytics, install the Google Analytics Opt-out Browser Add-on.
     
     

To exercise any of these rights, please contact us (see Section 14).

12. Data Retention

• We retain personal data only as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.
  
  

• When forms are submitted, we retain responses in Google Drive indefinitely unless you request deletion.
  
  

• If you close your account or request deletion, we will remove your personal data from Google Drive and our systems within 30 days, unless otherwise required by law or if needed for legitimate business purposes (e.g., fraud prevention, compliance).
  
  

13. Changes to This Privacy Policy
We may update this Privacy Policy periodically (e.g., to reflect new features, regulatory changes, or feedback from our community). When we make material changes:

• We will revise the “Last updated” date at the top.
  
  

• If the changes are significant, we will provide a prominent notice on the Site (e.g., via email or a banner).
  
  

We encourage you to review this Privacy Policy regularly to stay informed about our practices.

14. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your personal data, please email kilbelinabbeyra@gmail.com.

15. Additional Resources

• Google Privacy & Terms
  You can review Google’s privacy practices and policies at:
  https://policies.google.com/privacy
  
  

• Google Drive Security
  Google Drive encrypts files at rest and in transit. Learn more at:
  https://support.google.com/drive/answer/
  
  

• EU Users’ Rights
  If you are an EU resident, you have additional rights under the General Data Protection Regulation (GDPR). For more information, please visit:
  https://gdpr.eu/

Last Updated:  May 2026