The purpose of processing
We process the information as part of our aims and purposes: Bath Record Office 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 the permanent home of the Council’s archive and holds public records of a local nature
Data subjects
Researchers requesting access to records which contain information that is restricted under UK data protection law.
This access will usually be requested in order to carry out academic research in the public interest, and information on individuals will be anonymised.
Personal data
Name, contact details. Proof of ID e.g. passport, driving licence, utility bill will be viewed at the time of signing the undertaking and the fact that these documents have been viewed is recorded, but no copies of the proof documents will be retained.
How is it used?
This information is collected and retained in order to comply with GDPR article 89.1 by recording the undertaking of researchers who have been given access to archives containing information on identified or identifiable natural persons to keep and use that information only in a form which does not allow the identification of natural persons (e.g. by pseudonymising data).
Profiling and Automated Decision Making
Not 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
Local Government (Records) Act, 1962
Local Government Act 1972
Local Government (Records) Act, 1962
Local Government Act 1972
GDPR condition relied upon for processing special category data
Not applicable
Sharing of personal data with External Recipients
We do not routinely share this information with any external recipients. We will only share the information with your specific consent or if the law allows us to do so.
How long is the personal data retained by the Council?
The information is retained permanently