SHCJ EP Archives Privacy Policy
This privacy policy tells you what to expect the SHCJ European Province Archives to do with your personal information supplied through the contact form.
Our Contact Details:
Email: archives@shcj-ep.co.uk
Tel: 01423 244007
Postal Address:
SHCJ European Province Archives
Apley Grange Lodge,
35 Oatlands Drive,
Harrogate,
North Yorkshire,
HG2 8JT,
GB.
The personal information we collect and our purposes for doing so
We collect or use the following information for our enquiry service
- Names and contact details
- Website user information (including user journeys and cookie tracking)
- Information relating to compliments or complaints
We collect or use the following information for research or archiving purposes:
- Names and contact details
- Personal information used for administration of research
- Personal information used for the purpose of research
- Records of consent, where appropriate
Our lawful bases for collecting or using personal information to provide services are:
- Consent
- Legitimate interest to process and answer enquiries, providing information and any relevant archive images to enquirers.
Our lawful basis for collecting or using personal information for research or archiving purposes is:
The legitimate interest to retain useful details relevant to the archives and SHCJ history given within enquiries, to record topics and areas of interest in the SHCJ Archives and to gather statistics regarding the enquiries made to the SHCJ EP Archives over time.
How we gather data:
We obtain personal data from you via our contact form which captures an enquirer’s name, email address and any personal information the enquirer chooses to share with us as part of the main text of their enquiry supplied through the digital form.
How long we keep information
We keep personal information supplied through our enquiry service permanently in order to keep an archival record of correspondence with enquirers. All correspondence containing personal information is kept on an encrypted external drive and on a secure server. All correspondence containing personal data will be deleted on the request of the enquirer (which is your legal right).
Who we share information with
Data processors:
Eat IT Drink IT - This data processor manages our IT systems.
We also may share personal information with any organisations we’re legally obliged to share personal information with should this situation arise.
Your data protection rights
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal data.
Your right to rectification - You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal data in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal data in certain circumstances.
Your right to object to processing - You have the right to object to the processing of your personal data in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent.
You don’t usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint
Last Updated: 19th July 2024