Who we are
Orelian operates PFD Monitor and is the controller of the personal information described in this notice. You can contact us at hello@oreliandata.co.uk.
This notice covers the public website, accounts, requested page-update emails, optional email preferences and research-service enquiries. It does not cover websites we link to, such as GOV.UK or the Courts and Tribunals Judiciary.
Information we use
When you visit the website
Our systems may process your IP address, request time, requested page, browser and device information, referring page and security or error information. We also use strictly necessary cookies for security, sign-in and session continuity. Our cookie notice gives the details.
When you search, the words you enter are processed by Microsoft Azure AI Search and Azure OpenAI to retrieve and rank relevant public evidence. This functional processing is separate from the aggregate product analytics described below.
We also collect limited product-usage statistics: visits to broad page types, searches performed, searches returning no results, filters used and clicks to official sources. The analytics record does not include the page’s individual record address, search text, an account identifier, a visitor identifier or a session identifier. Events are added immediately to daily aggregate totals and are not used to reconstruct individual journeys.
When you create or use an account
We use your name, email address, optional organisation, internal account identifier, contact preferences and information needed to issue and validate passwordless sign-in links. If you pin or track a page, we record the selected page; page trackers also record delivery frequency and whether the tracker is active, paused or unsubscribed. A pinned or tracked page may indicate an interest in a health, safety or justice topic, so we restrict access to this information.
When we send email
We keep the delivery records needed to send requested updates, diagnose failures, honour unsubscribe choices and protect the reputation of our sending service. This can include recipient address, message status, failure details and the latest bounce or suppression state. We have disabled email-open and link-click tracking.
When you contact us
If you make a research-service enquiry or send feedback, we use the contact details and message you provide, together with any organisation, timeframe or requested output you choose to include.
Information in public evidence
PFD Monitor republishes and analyses information from official public sources, principally Prevention of Future Deaths reports and responses published by the Courts and Tribunals Judiciary and public bodies. These records can contain names, professional roles and quoted passages. We preserve links to the official source, minimise personal information that is not needed for the public evidence purpose, and provide routes to challenge a record.
Why we use personal information
| Purpose | Our lawful basis |
|---|---|
| Provide accounts, secure sign-in and page updates you request | Performance of our agreement with you, and our legitimate interests in operating a secure and reliable service |
| Answer enquiries and discuss requested work | Steps at your request before a contract, or our legitimate interests in responding to relevant enquiries |
| Send optional product or analysis emails | Your consent, which you can withdraw in account preferences or in an email |
| Detect misuse, investigate errors and protect the service | Our legitimate interests in security, service integrity and resolving problems |
| Produce limited aggregate statistics to understand and improve PFD Monitor | Our legitimate interests in improving the public service. Device storage or access used solely for these statistics relies on the statistical-purposes exception in the UK storage-and-access rules, with a simple right to object. |
| Publish source-linked PFD evidence and analysis | Our legitimate interests in making official public-interest evidence easier to find, compare and scrutinise |
| Meet legal duties and respond to valid legal requests | Compliance with a legal obligation |
We do not connect product analytics to accounts or subscriptions, and do not use it for advertising, behavioural profiling or personalisation. We do not make decisions about users that have legal or similarly significant effects solely by automated means.
Who we share information with
Authorised Orelian personnel and suppliers may use personal information only where needed to operate the service. Our principal technology provider is Microsoft Azure, which supplies hosting, database, monitoring, storage and email-delivery services. We may also share information with professional advisers, regulators, courts or law-enforcement bodies where necessary and lawful.
The primary application resources are configured in the United Kingdom and email data is configured for the European geography. Some suppliers may provide support or processing from other countries. Where a restricted transfer is made, we use a lawful transfer mechanism, such as UK adequacy regulations or appropriate contractual safeguards, and carry out the required assessment.
Account details, subscriptions and enquiry messages are not public. Information already contained in official public evidence may be displayed publicly on PFD Monitor.
How long we keep information
| Information | Typical retention |
|---|---|
| Account profile, pins and tracker choices | Until you delete the account. Unsubscribed choices may remain with the account so we continue to honour them. |
| Passwordless sign-in link | The link expires after 15 minutes. Related security records are kept only as long as needed to prevent misuse and investigate access problems. |
| Completed or suppressed notification deliveries and provider feedback | 90 days |
| Unresolved or failed notification delivery | Until resolved, then 90 days |
| Temporary browser copy of a notification | Up to 30 days |
| Application and monitoring logs | 30 days under the current infrastructure policy |
| Anonymous daily product-usage totals | For the life of the service so that long-term changes can be compared. These totals contain no visitor, account, session or search-text field. |
| Database backups | Seven days under the current infrastructure policy |
| Enquiries and correspondence | For as long as needed to respond, manage any resulting work, meet legal requirements and resolve disputes |
| Source-linked public evidence | For the life of the service, subject to correction, revision and the continuing public-evidence purpose |
Deleting an account removes its profile, subscriptions, deliveries and matched delivery feedback from the live service. Public evidence and de-identified publication history are not affected.
Your rights
Depending on the circumstances and our lawful basis, you may have rights to ask for access to your information, correction, deletion, restriction, portability, or to object to its use. Where we rely on consent, you can withdraw it at any time without affecting earlier lawful use.
You have the right to object to processing based on our legitimate interests. Tell us about your circumstances so we can assess the request. You always have the right to object to direct marketing.
You can change optional email choices or delete your account from the account controls. You can pause or unsubscribe from requested page updates using your account or the links in an email.
You can object to limited product analytics at any time using the Analytics settings link in the footer. The setting applies to the browser where you make the choice.
Contact and complaints
To exercise a right, question this notice or raise a data-protection concern, email hello@oreliandata.co.uk. We may need to confirm your identity before acting on a request.
You can also complain to the Information Commissioner's Office, the UK data-protection regulator. We would welcome the opportunity to address your concern first.
Changes to this notice
We will update this page when the service or our use of personal information changes. Material changes will be brought to account holders' attention where appropriate.