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Ceredigion County Council website

Archives Service Privacy Notice

The purposes for which we collect your personal data

The information we collect about you will be used for the purposes of:

  • Administering the deposit/donation of documents and collections
  • Signing in procedure to allow access to our collections
  • Administering volunteering opportunities
  • Enquiries and correspondence – by phone/e-mail/letter/online

The legal basis for the processing of your information when we receive collections of documents for permanent preservation or when these documents are accessed, is necessary for the performance of our public task as laid down by the Local Government (Wales) Act 1994 (s. 60).

The signing of the volunteer agreement constitutes a contract between the Volunteer and Ceredigion Archives. Processing of personal data in respect of volunteers is carried out in order to perform a contract.

Special category data is processed as part of the carrying out of our archival functions. The lawful basis for this is that processing is necessary for archiving purposes in the public interest, or scientific and historical research.

Where special category data is collected in respect of volunteers, the lawful basis shall be that data is collected with the explicit consent of the data subject.

What if you do not provide personal data?

If you do not give us the information we need when we ask for it, this may result in you not being able to access our collections, copy our collections or volunteer at the Archives.

What type of information do we use?

We collect the following types of personal data about you to deliver this service:

  • Name
  • Address
  • Unique reference number
  • Telephone number
  • Email address
  • Emergency contact details
  • Employment and education details
  • CCTV footage

Additionally there is data about volunteers which is defined as special category data. Providing this data is optional and includes:

  • Health details

Do we use information received from other sources?

If you register to undertake volunteering opportunities with us, we will request a reference. Otherwise, we do not use information collated from other sources.

Transferring your information abroad

Your information will not be transferred outside the United Kingdom.

Who information may be shared with (internally or externally)

We share your information with the following recipients:

  • Ceredigion County Council’s ICT Service if a service is needed such as access to network computer for volunteers
  • Other ‘places of deposit’ if your deposit/donation would be more suitably placed with them. Your consent to do this will have been requested on the Deposit and Donation Form

However, there are also specific situations where we may be required to disclose information about you, such as:

  • Where the Council is required to provide the information by law
  • Where disclosing the information is required to prevent or detect a crime
  • Where disclosure is in the vital interests of the person concerned