Holding archives in the Archives and Special Collections

Archives and Special Collections is part of the Library of the University of Leicester. The University of Leicester is the Data Controller for your information.

This privacy notice explains how we use your personal information and your rights regarding that information.

What information are you collecting?

There may be some personal data included in some archives held and collected by the Archive service, including but not limited to: name, gender, age, address, phone number, email address, photographs, and possibly membership of Unions, sexuality and health information.

Descriptions of the archives collections are held on software and completed entries are published on a website but would not usually give personal data other than name.

Why are you collecting my data?

The archive is held in the public interest, so that students, staff, alumni, and members of the public can conduct research into the collections, subject to any legal restrictions. The records show the work of the University and its staff and students over time and reflect decisions made.

How will you use this data?

Students, staff, alumni and members of the public may come to use the Archives and Special Collections held by the University of Leicester; they must show proof of identification and agree to abide by conditions of use.

Files are reviewed when accessioned to the archive, and information judged as liable to cause damage or distress to a data subject is flagged up and access is restricted. Researchers accessing information likely to contain personal data are advised of their responsibilities and required to sign a declaration stating they will treat the information fairly and lawfully.

What is the legal basis for processing the data?

This data is processed under the Public Task.

If you are sharing my data with others, who are you sharing it with?

Data is not routinely shared with other parties other than with internal staff on a need-to-know basis.

How long will you process my data for?

Archive collections are generally retained permanently if they come to the archive as internal transfers or are given as a gift or bequest. Records can be held on long-term loans, when the owner retains physical ownership but the collections are kept at the University. If an agreement to end a long-term loan was made then the University would no longer hold the collections. Summary information noting the length of the loan and reasons why the loan was discontinued may be held permanently.

What are my rights and how can I enforce them?

• Right of access
• Right to restrict processing
• Right to object
• Right to be informed

Please contact the Data Protection Officer, Elisabeth Taoudi, to find out more:

• Data Protection Officer and Commercial Lawyer, University Of Leicester, University Road, Leicester, LE1 7RH
• 0116 229 7640
• et177@leicester.ac.uk

How do I complain to the Information Commissioner’s Office?

The Information Commissioner can be contacted on:

• Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK95AF.
• 0303 123 1113
• ICO website