Archives service privacy notice

Introduction

To manage the archives you have deposited at Herefordshire Archive and Record Centre (HARC), it is necessary for us to collect and hold personal information about you. This information will include:

• Basic details about you such as name, address, telephone number
• Details of the records you have deposited with us

Purpose of the data processing

All personal data held, is processed in accordance with data protection law. The data controller for the information outlined in this privacy notice is Herefordshire Council.

Information held about you

We will collect information about you (where applicable) to:

• Manage the archive collection, for example to return unwanted deposits or to seek permission to publish archive information
• Contact you in the future about your deposit

Who is processing your data

The legal basis for processing the data is:

• Carrying out of a contract to which you are a party
• Your consent, which you can withdraw at any time by notifying us

How we will use the information we hold about you

We may share your information with partner organisations, including Metadatis, information management company who provide the archives service with software to manage the deposits.

We will not normally share your information with organisations without your consent. However, there may be certain circumstances where we would share without consent such as where we are required to do so by law, to safeguard public safety, and in risk of harm or emergency situations. We will only share the minimum information for the purpose, on a need to know basis and with appropriate individuals.

How the law allows us to use your information

We will only keep your information for the minimum period necessary. The information outlined in this privacy notice will be kept for as long as the archives are deposited with us. All information will be held securely and destroyed under confidential conditions.

Who we will share your information with

You have a number of rights under data protection law, including the right to request your information and to request that the information is amended or erased if incorrect.

To request your records, you will need to provide proof of identification and write to the Information Governance Team, Herefordshire Council, Plough Lane, Hereford HR4 0LE or email informationgovernance@herefordshire.gov.uk

You also have the right to make a complaint about our handling of your personal data to the Information Commissioner's Office.

How long we keep your personal information

It is important that we hold accurate and up to date information about you to assess your needs and deliver the appropriate services. If any of your details have changed, or change in the future, please tell us so that we can update your records.

Covid 19 information

If you have any questions or concerns about how your information is used, please contact the archives service in the first instance.

You can also contact the Data Protection Officer, Herefordshire Council, Plough Lane, Hereford HR4 0LE, email informationgovernance@herefordshire.gov.uk

You can find more information about data protection and how it applies to you on the Information Commissioner's Office website.

Your rights

Herefordshire Archive and Records Centre section

Last updated date

September 2018