Website and telephone payments Sunday 19 May
Our website and telephone payment systems are unavailable between 9am and 2pm on Sunday 19 May. You will not be able to pay for any council services on our website or over the phone during this time.
This privacy notice is designed to help you understand how and why the records office processes your personal data. This notice should be read in conjunction with our corporate privacy notice.
North Yorkshire Council is a ‘data controller’ as defined by Article 4(7) of the UK General Data Protection Regulation (UK GDPR).
North Yorkshire record office provides ourselves and our communities with record keeping services. It collects, preserves and makes accessible historic and current records of significance for the study of North Yorkshire and its people and holds them in trust for the use of present and future generations. It forms part of our library, customer and community services directorate.
We have appointed Veritau to be our data protection officer. Their contact details are:
Information Governance Office
Veritau
West Offices
Station Rise
York
North Yorkshire
YO1 6GA
Email: infogov@northyorks.gov.uk
Tel: 01904 552848
When you use the search room at the record office we will collect the following personal information:
Some information we ask for on a voluntary basis, when we do process this additional information we will ensure that we ask for your consent to process it.
If you consult the original material, we will collect:
If we issue you with an archive research network reader ticket we will collect the following information on behalf of the archives and records association who administer the national scheme:
If you deposit records with us we will collect:
Some information we ask for on a voluntary basis, when we do process this additional information we will ensure that we ask for your consent to process it:
If you volunteer with us, we collect:
If you join our mailing list, we collect:
We collect your data to ensure the security and provenance of the documents in our care. On some occasions, we may use your personal information to notify you about matters concerning your visit to the record office.
We use your anonymised information for statistical analysis and to monitor and improve our services.
Where we have consent, we will send you our newsletter and details of our forthcoming events.
Information collected when issuing a reader ticket is shared with the national database maintained by the archives and records association, Taunton, Somerset.
We do not share information with any other third parties.
Data Held |
Retention Period |
---|---|
Reader registration cards |
70 years |
Searchroom usage |
6 years |
Volunteer application forms and agreements |
6 years (from end of volunteer working) |
Mailing list email/postal address |
For as long as we have consent |
Ticket registration |
4 years from issue |
The records that we hold at the record office have their own retention period, based on legislative or corporate requirements, or may be exempt from having a retention period if held for historical purposes.
We rely on the following lawful basis to process your personal data:
For more information about how we use your data, including your privacy rights and the complaints process, please see our corporate privacy notice.