Privacy and cookies

This Privacy Policy describes how the Archives Resource Centre (“the ARC”), (“We”) collect and process personal information about you. It also sets out how we use and protect this information, along with your rights in relation to this information.

This Policy covers all personal data collected by us.

Personal information we use

Personal information is information, or a combination of pieces of information, that could reasonably allow a living person to be identified.

We may collect the following information about you:

Your name and contact details (including email, telephone number and / or postal address) should you make contact with us.
When you visit our website and catalogue the web server collects some basic information about your computer such as your IP address, operating system and browser type. Our website also uses cookies to distinguish you from other users of our website and promote a good experience when you browse our website and catalogue. Details of cookies that we use on our website can be found later in this section.

How we use your personal information

We use your personal information to:

Deal with your enquiries and requests
Carry out legal processes such as verifying ownership of archive materials
Carry out internal administration, so that for example, ARC’s representatives can communicate with individuals and manage ARC’s internal records
Authorising access to, and maintaining security over, the archives
Allow us to compile statistical information and undertake research.

Why we can use your personal information

We must have a legal basis to process your personal information. In most cases the legal basis will be one of the following:

It is necessary for archiving, research or statistical purposes
To fulfil our contractual obligations to you, for example to provide you with information you have requested
To fulfil any legal requirements
To meet our legitimate interests, for example to understand how you use our services and to contact you about these services and to develop and tailor our services following our interactions with you. When we process personal information to meet our legitimate interests, we put in place robust safeguards to ensure that your privacy is protected and to ensure that our legitimate interests are not overridden by your interests or privacy and the use is proportionate
Depending on the circumstances, we may also process your personal information because you, or your legal representative, have given us your consent (which you can withdraw at any time).

Who we share personal information with

Where it is in our legitimate interests, because you have contacted us for information or because we have a legal requirement to do, we may share your personal information within the ARC and its representatives for the fulfilment of the purpose for which you have contacted us or we have contacted you. Such representatives include committee members and archive volunteers.

We may also share your personal information with third parties under the following circumstances:

Service providers and business partners – we may share your personal information with our service providers and business partners that perform business operations for us. For example, for IT support
Law enforcement agencies, courts, regulators, government organisations or other third parties – we may share your personal information with these parties where it is necessary to comply with a legal or regulatory obligation or to prevent and investigate crime or any health and safety incidents

Where we store your personal information

Your personal information is only stored and processed in the UK.

How long we store your personal information for

We will keep your personal information for as long as we have a relationship with you. Once our relationship with you has come to an end, we will retain your personal information for a period of time that enables us to:

Maintain business records for analysis and / or for audit or risk management purposes;
Defend or bring any existing or potential legal claims; and
Deal with any complaints regarding our services.

If you have submitted content to our website, because we aim to preserve the content of the website as a historical archive, this information will be stored indefinitely, alongside the comment or contribution you have submitted.

Your rights over your personal information

You have rights under data protection law to control what information you provide to us and what we can do with it.

You can ask for access to information we hold on you. When we receive a request from you in writing (also called a Subject Access Request), we must give you access to everything we’ve recorded about you, unless an exemption applies. Requests are free and we must respond within a month, unless your request is large or complicated in which case we are allowed to take longer to respond to you. If you would like to make a Subject Access Request, please contact us using the contact details at the end of this Privacy Policy.

You can ask us to change information you think is inaccurate about you. If you believe that the information we hold about you is wrong, you can ask us to change it, for example, if we have spelled your name wrong or have an incorrect address. Please contact us at: ArchiveResourceCentre@outlook.com. We may not always be able to change or remove that information, but we’ll correct factual inaccuracies and may include your comments in the record to show that you disagree with it.

You can ask us to delete information we hold about you (the right to be forgotten). In some circumstance you can ask for your personal information to be deleted, for example:

Where your personal information is no longer needed for the reason it was collected in the first place;
Where you have removed your consent for us to use your information (where there is no other legal reason for us to use it);
Where there is no legal reason for the use of your information or it is not in our legitimate interests; or
Where deleting the information is a legal requirement.

We cannot always delete your information, for example, if there is a legal reason we need to keep it or where you still expect us to deliver a service to you. But we should tell you why we can’t delete what you are asking us to.

There are other rights that you have under data protection law; please look at the Information Commissioner’s Office (ICO) website for further information (details below).

Contact us

If you have any questions or concerns about how we collect, use or share your personal information, please contact us at ArchiveResourceCentre@outlook.com

We are committed to working with you to obtain a fair resolution of any request, complaint, or concern about our use of your personal data. If, however, you believe that we have not been able to assist you, you have the right to make a complaint to the ICO, who oversees how businesses and organisations comply with data protection law in the UK. Their contact details are available at: https://ico.org.uk

Changes to this Privacy Policy

You may request a copy of this Privacy Policy from us using the contact details set out above. We may update this Privacy Policy from time to time, and updates will be placed here.

Use of cookies

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.

The cookies that this site may store on your computer are listed below.

When leaving a comment, WordPress stores up to three cookies in order to remember your details and save you from having to type them in every time:

comment_author (expires after one year)
comment_author_email (expires after one year)
comment_author_url (expires after one year)

When registering and logging in to add and edit content in the /wp-admin/ area of the site, WordPress stores up to four cookies:

wordpress_xxxx (expires after two months; xxxx is a 32 character randomly-generated sequence)
wordpress_logged_in_xxxx (expires when you close your browser)
wp_settings-1 (expires after one year)
wp_settings_times-1 (expires after one year)

On sites where the Google Analytics tracking system is active, the following cookies may be set: _utma, _utmb, etc (these expire after two years).

Please also note that most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org.

Third party cookies

Where content is embedded from other sources, such as Google or Vimeo, those sources may store cookies as a consequence. Where available, we will add links to their privacy policies here:

Web site tracking

Whenever you visit our web site, our host server automatically records each page you visit and the IP address from which you are connecting to us. It also records other information, including your operating system, your web browser, and the web site from which you followed a link to this website (if any).

Additionally, the Google Analytics reporting system may be active. This information is only gathered to establish general usage trends for the site, not to find out information about individual users.

To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout.

Other websites

Our website contains links to other websites. This privacy policy only applies to this website so when you link to other websites you should read their own privacy policies.