The purpose of processing
We process the information in order to carry out our aims and purposes. Bath Record Office: Archives and Local Studies exists to collect and preserve archives and local studies collections relating to B&NES and its people, to provide access to them and to promote them. It is also the permanent home of the council’s archive and holds public records of a local nature.
Data subjects
People whose personal details, including special categories of personal data, appear in the archives given or transferred to, and held by, the Record Office, Archives and Local Studies. Except in very rare circumstances, once a person is no longer alive they cease to be a data subject.
Personal data
The personal data in the archives varies widely according to the nature of the archive of which it forms part, but it may include names, addresses, ages or dates of birth, photographs, school records, and membership of organisations. Special Category Data
Information in certain archives may include special category data, such as data on health, political opinion, religious beliefs, trade union membership, racial or ethnic origins, fostering and adoption. Certain archives (for example Magistrates’ Court Records) contain information on criminal convictions and offences. Occasionally archives may include details of the financial transactions of identifiable individuals.
Information in certain archives may include special category data, such as data on health, political opinion, religious beliefs, trade union membership, racial or ethnic origins, fostering and adoption. Certain archives (for example Magistrates’ Court Records) contain information on criminal convictions and offences. Occasionally archives may include details of the financial transactions of identifiable individuals.
How is it used?
Personal data contained within archives will be processed during the routine work which is carried out on the archive: acquisition, appraisal, cataloguing and storage.
Information on identifiable individuals will not be placed in publicly available catalogues.
Archives are held in secure storage areas, accessed only by Record Office staff.
Archives containing personal data will not usually be made available to researchers until the subject of the personal data is no longer alive.
Very occasionally, archives containing personal information relating to people who are still alive are made available to bona fide researchers for academic study, with robust safeguards. These include a stipulation that only handwritten notes may be mad
Profiling and automated decision making
No applicable
Legal basis for using your data
GDPR condition relied upon for processing personal data:
Article 6.1 e - Exercise of official authority
Public Records Acts 1958 and 1967; the Local Government (Records) Act 1962; and the Local Government Act 1972.
GDPR condition relied upon for processing special category data
Article 9.2 j - Archiving, research, statistics
Sharing of personal data with external recipients
We do not routinely share your data with any third party.
How long is the personal data retained by the Council?
We keep your data permanently.