Leeds Beckett University - City Campus,
Woodhouse Lane,
LS1 3HE
Privacy Notice for archive and special collections
This is the privacy notice for Archive and Special Collections at Leeds Beckett University.
Additional related Privacy notices that detail the processing of personal data is the Student, Alumni, Research and Visitors/Events Privacy Notices.
We, Leeds Beckett University, respect your privacy and are committed to protecting your personal data.
This privacy notice provides information on how we will look after your personal data when you use our service and tells you about your privacy rights and how the law protects you.
Archive and Special Collections within Library Services are a service based in Leeds Beckett University (LBU), we acquire and manage the Archive and Special Collections in order that there might be a permanent record of the organisations and people featured within them. These collections:
- Support research of all kinds, including academic, genealogical, and personal interest
- Support student learning and study
In order to ensure the Archives and Special Collections are available for these purposes, we carry out the following activities:
- Arrangement, documentation and cataloguing
- Safeguarding of the material via secure storage, preservation work and repackaging
- Provision of access
- Support for enquiries and research
LBU is the data controller for the information you provide. Details of your rights under UK data protection legislation, including details of LBU’s Data Protection Officer, your rights as a data subject, and your right to complain to the Information Commissioner’s Office are available in LBU's privacy notice.
If you have any questions or concerns about Library Services, The Archive and Special Collections Service and how your personal data will be collected and managed, please contact archives@leedsbeckett.ac.uk
Personal data means any information about an individual from which that person can be identified.
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
- Identity Data includes your name, title, student or staff identity, date of birth and gender and copies of identity documentation
- Contact Data includes your address, email, and telephone number(s). This also includes contact information provided in relation to third parties, for example, emergency contact information
- Financial Data includes bank account and payment card details, payroll details, benefits information, national insurance, and Tax status
- Health Data includes data that we may need to collect about you
- Profile Data includes purchases made by you, your interests, educational and employment history, equality data, preferences and feedback and survey responses
- Usage Data includes information about how you use our services including complaints and investigations
- Images includes CCTV and surveillance, film, and photography
The data gathered specifically for archive purposes is listed in the table at the section below.
We also collect, use, and share aggregated data. Aggregated data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing one of our services.
We also receive personal information indirectly, from the following sources in the following scenarios: Some of our archival holdings include retained personal information and (where appropriate) is made available for research consistent with safeguards for archiving in the public interest. The Archive and Special Collections follow the guidance about data protection legislation applied to UK archives produced by The National Archives and wider archive sector.
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- Provide access to archive services
- Monitor use of services and statistical analysis
- Respond to your enquiry
- Ensure archive collection security
- Maintain a record of provenance (Provenance would be a record of where the archive material came from such as archival history and immediate source of the acquisition. This may include a donation form filled in by the donor, place of origin, record of ownership) for the Archive and Special Collections
We will use your information only for the purposes set out above. We aim to allow a broad audience access to the university's archival and special collections, whether in person or through our website. Our Online Archive is an ongoing project to catalogue and describe our collections; not all resources are currently available through the website. The collections have been selected for permanent preservation for archiving purposes in the public interest. This purpose is in line with our Information Resources Strategy, which summarises the scope of our archive collections.
We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
Note that we may process your personal data for more than one lawful basis depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal basis, we are relying on to process your personal data where more than one basis has been set out in the table below.
| Purpose / activity | Type of data | Lawful basis for processing including basis of legitimate interest |
|
Access to Online Archive and Archive Special collections. |
Identity Contact Profile Images- These include documentations, photographs, posters, prospectuses, films and maps mostly in analogue form but with a small but increasing number in a digital format |
Article 6 (1b) Processing is necessary for the performance of a contract to which the data subject is party to or in order to take steps at the request of the data subject prior to entering into a contract. Under Article 6 (1e) GDPR, data controllers can legally process personal data for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller. The Archive and Special Collections creates, holds, collects, and uses information for the following purposes within its activity of archiving in the public interest:
|
|
Monitor use of services and statistical analysis. |
Identity Contact Profile |
Article 6 (1f) Processing is necessary for the purpose of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedom of the data subject which require protection of personal data, where the data subject is a child. |
|
Respond to your enquiry. |
Identity Contact Profile Images - These include documentations, photographs, posters, prospectuses, films and maps mostly in analogue form but with a small but increasing number in a digital format |
Article 6 (1a) The data subject has given consent to the processing of their personal data for one or more specific purposes. Article 6 (1b) Processing is necessary for the performance of a contract to which the data subject is party to or in order to take steps at the request of the data subject prior to entering into a contract. Article 6 (1f) Processing is necessary for the purpose of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedom of the data subject which require protection of personal data, where the data subject is a child. |
|
Ensure archive collection security. |
Identity Contact Images - CCTV |
Under Article 6 (1e) GDPR, data controllers can legally process personal data for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller. |
|
Record visitors to archive. |
Identity Contact |
Article 6 (1b) Processing is necessary for the performance of a contract to which the data subject is party to or in order to take steps at the request of the data subject prior to entering into a contract. Article 6 (1f) Processing is necessary for the purpose of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedom of the data subject which require protection of personal data, in particular where the data subject is a child. |
|
Maintain a record of provenance (place of origin) for the archive collection. |
Identity Contact Profile Images- These include documentations, photographs, posters, prospectuses, films and maps mostly in analogue form but with a small but increasing number in a digital format |
Article 6 (1f) Processing is necessary for the purpose of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedom of the data subject which require protection of personal data, in particular where the data subject is a child.
Article 6 (1b) Processing is necessary for the performance of a contract to which the data subject is party to or to take steps at the request of the data subject prior to entering into a contract. |
|
Research. |
Identity Contact Profile Images- These include documentations, photographs, posters, prospectuses, films and maps mostly in analogue form but with a small but increasing number in a digital format |
Article 6 (1f) Processing is necessary for the purpose of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedom of the data subject which require protection of personal data, where the data subject is a child. |
Information will be shared with third parties only, when necessary, as part of the provision of our services to you and/or we have a legal or regulatory requirement to do so. Your information will be shared internally only with those individuals who require it in the course of their duties. We do not use any data processors (third parties who provide part of our services for us). We use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to determine the number of visitors to the various parts of the archive website.
We do not anticipate the transfer personal data outside of the United Kingdom/European Economic Area (EEA). If such transfer is required we shall only do so with adequate legal protections in place.
We will only keep your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. At the end of a retention period, your personal data will be deleted securely and safely. The archive will retain records within the university's historical archive for permanent preservation.
Your personal data will be retained in accordance with the retention periods set out in our Records Retention Schedule and is recorded in the university Information Asset Register.
The university recognises and respects individual rights under the UK General Data Protection Regulation (GDPR). For further information please see our overarching Privacy Notice which explains your privacy rights.
Please see our overarching Privacy Notice for information on how to complain.
We keep our privacy notices under regular review. This privacy notice was last updated on June 2023.
Related links
Please see the University Policy page that includes all the current LBU Privacy notices within which you will find the Student Suicide Prevention – Information sharing statement.
