Privacy Statement

Privacy Notice - Pembrokeshire Archives And Local Studies

This privacy notice covers how Pembrokeshire County Council (as a Data Controller) will collect, use and share your personal data for the purposes of managing the Archives and Local Studies service. This service looks after primary and secondary source material relating, in the main, to Pembrokeshire’s past. This is used as evidence of past actions of the authority and its predecessor bodies as well as acting as the memory of local organisations, businesses and the countless individuals who have sought to research and record Pembrokeshire’s history. This corpus of material is made available to researchers via a research room as well as on-line.

Why we need your information (purpose of processing)

We collect and use your personal information so that we can provide you with an efficient and effective service.  In the case of transferors, donors and depositors it is necessary to maintain personal information over time in order to manage collections in perpetuity. In addition, we use the personal information captured for the reader registration system to track document usage and to detect and prevent theft and vandalism.

The information that you provide will be processed according to the UK General Data Protection Regulation and the Data Protection Act 2018andLocal Government Wales Act 1994.

We will also make any disclosures required by law and we may also share this information with other bodies responsible for detecting/preventing fraud/crime or auditing/administering public funds to ensure money is targeted and spent in the most appropriate and cost effective way. In order to achieve this, information will be shared with our Audit Service within Pembrokeshire County Council and with The Auditor General for Wales (Audit Wales Privacy Notice).

We will not make any disclosures to third parties for marketing purposes.

Your data will be secure and confidential at all times and we will only collect the personal information that is required to provide you with our service.

What personal data are being collected?

The categories of personal data being collected are:

• Name of person
• Address of person
• Contact telephone number
• E-mail address (not obligatory)
• Signature
• Equal Opportunities Data

What is our lawful basis for processing your personal data?

The UK General Data Protection Regulations (UK GDPR) requires specific conditions to be met to ensure that the processing of your personal data is lawful. These relevant conditions are below:

Article 6 (1)(e) Public task: the processing is necessary for us to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law.

With whom will we share your information?

We may need to share your personal data with internal departments, other organisations and third parties, this will include:

• Archive & Records Association UK acting as the central body co-ordinating the reader registration system.
• Other like-minded services, e.g. local authority archive services, libraries, or specialist collecting bodies, if we need to transfer collections to a more appropriate collecting body.

Pembrokeshire County Council has a duty to protect the public funds it manages. Therefore, the information that you have provided to us may be used for the prevention and detection of fraud and for auditing purposes both internally and externally.

The personal information we have collected from you will be shared with fraud prevention agencies who will use it to prevent fraud and money-laundering and to verify your identity. If fraud is detected, you could be refused certain services, finance, or employment. Further details of how your information will be used by us and these fraud prevention agencies, and your data protection rights, can be found by visiting https://www.cifas.org.uk/fpn

How long do we keep hold of your information?

Pembrokeshire County Council will only keep your information for as long as is necessary. The length of time that we will retain the information provided to us depends on the reason for collection: 

If it has been collected as part of our accessioning process then this will be kept in perpetuity.  If it has been collected in order to secure a reader registration card then the information you supply on registration is kept for all the period of time that you remain a member of the scheme, being renewed at five-yearly intervals when you must once more verify your current address.  Should your membership expire and not be renewed, your data will be kept for a period of ten years. This is for security reasons in the case of an investigation into loss or damage to an archive collection.  Should you start but not complete your registration, your data will be kept for a period of one month. Your information will be securely disposed of once it is no longer required. The information supplied to secure a reader’s card is managed on our behalf by the Archives and Records Association (UK and Ireland), an organisation registered with the Information Commissioner’s Office (registration number Z6266420).

Your Rights

Under the UK General Data Protection Regulation and Data Protection Act 2018, you have rights as an individual including:

• The right to Rectification – you have the right to ask to have your information corrected.
• The right to Restrict processing may apply – you may request that we stop processing your personal data however, this may delay or prevent us delivering a service to you.  We will seek to comply with your request but may be required to hold or process information to comply with our legal duties.
• The right to Object – this is not an absolute right and will depend on the reason for processing your personal information.
• The right to Erasure - you may request that we erase your personal data however, this may delay or prevent us delivering a service, or continuing to deliver a service. We will seek to comply with your request but may be required to hold or process information to comply with our legal duties.
• The right to not be subject to Automated decision making and profiling.
• The right of Access – you have the right to ask us for copies of your personal data.  To make a request, please contact:

Access to Records

Pembrokeshire County Council

County Hall

Haverfordwest

SA61 1TP

Email: accesstorecords@pembrokeshire.gov.uk Telephone: 01437 764551

Complaints or Queries

Pembrokeshire County Council endeavours to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this seriously. We encourage people to bring to our attention if they believe that our collection or use of information is unfair, misleading or inappropriate. 

This privacy notice does not provide exhaustive detail of all aspects of our collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below:

Data Protection Officer

Pembrokeshire County Council

County Hall

Haverfordwest

SA61 1TP

Email: dataprotection@pembrokeshire.gov.uk

Telephone: 01437 764551

If you want to make a complaint about the way we have processed your personal information, you can contact the Information Commissioner’s Office as the statutory body which oversees data protection law:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

SK9 5AF

Email: wales@ico.org.uk

Telephone No: 0303 123 1113

Our Contact Details as Data Controller are:

Pembrokeshire County Council, County Hall, Haverfordwest, Pembrokeshire, SA61 1TP.

Telephone number: 01437 764551 or enquiries@pembrokeshire.gov.uk

Our Data Protection Officer’s information is detailed above in the Complaints and Queries section.

Changes to this privacy notice

We keep our privacy notice under regular review.