Heritage Services - historic environment record privacy notice

This privacy notice is designed to help you understand how and why the Historic Environment Record processes your personal data. This notice should be read in conjunction with our corporate privacy notice.

Who are we?

North Yorkshire Council is a ‘data controller’ as defined by Article 4(7) of the UK General Data Protection Regulation (UK GDPR).

The historic environment record is a system for recording information about historic sites and monuments, such as archaeological sites and finds, designated sites, historic landscapes and buildings and other landscape features. It includes a computerized index system, as well as hard copy detailed information on maps, photographs, reports, journals and other files. The information can be used for research, to assess development proposals and to manage and enhance North Yorkshire's historic environment and landscape.

We have appointed Veritau Ltd to be our data protection officer.

Information Governance Office


West Offices

Station Rise


North Yorkshire


Email: infogov@northyorks.gov.uk

Tel: 01904 552848

What personal information do we collect?

In the course of carrying out relevant tasks including, but not exclusively, the processing of private and commercial archaeological data requests the following personal information will be processed:

  • full name
  • address
  • telephone contact details
  • email address

Why do we collect your personal information?

Information on new sites and finds and additional details about existing sites is provided by professional archaeologists, museums, local researchers and the general public. We record and store some personal information from contributors to help maintain accurate primary source records. This data is only recorded when it is appropriate and with your knowledge.

North Yorkshire Council requires this information so that we can:

  • respond to the query for which you have contacted the service
  • deliver, manage, and check the quality of services that we offer
  • investigate complaints or concerns raised by you or other individuals
  • assist with the research and planning of council services

Who do we share this information with?

The information may be viewed by members of North Yorkshire Council staff who are required and authorised to have access to the North Yorkshire Council Historic Environment Record.

Historic Environment Record data will also be provided to organisations, such as:

  • historic England
  • heritage gateway
  • heritage contractors
  • universities and researchers
  • other professional organisations or interested parties (including members of the public)

Any personal information will be redacted from records before they are shared with and/or published by any of the above organisations. However, the name of a contributor may be published where the contributor has confirmed that they would like for their name to be credited publicly as the source for that data. This is required to ensure appropriate referencing of the primary source of the data.

Your personal details will never be made publicly available without your express consent.

How long do we keep your information?

Personal information relating to the historic environment record will be retained detailed below:

Data held Retention period
All personal data relating to archaeological search requests from members of the public. Will be kept for 1 year. Following this, all data will be destroyed with the exception of search location, date and nature of query and will be held for statistical purposes in perpetuity
All personal data relating to archaeological search requests from commercial units Will be retained for six years. Following this, all data will be destroyed with the exception of search location, date, nature of query and company name will be held for statistical purposes for perpetuity
Name of contributor – where a person wishes to be named as a contributor associated with an archaeological find. This data is held in perpetuity.

What is our lawful basis for processing your information?

UK GDPR Article 6(1)(e) - processing is necessary for the performance of a task carried out in the public interest

UK GDPR Article 6 (1)(a) - The data subject has given consent to the processing of their personal data for one or more specific purposes. (Applies only in cases where a contributor wishes to be credited by name against the recorded find).

The legislations, policies and guidance that relate to this service include, but are not limited to:

  • ancient monuments and archaeological areas act
  • national planning policy framework
  • town and country planning act 1990

For more information about how we use your data, including your privacy rights and the complaints process, please see our corporate privacy notice.