Record office (archives) privacy notice

This privacy notice is designed to help you understand how and why the records office 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).

North Yorkshire record office provides ourselves and our communities with record keeping services. It collects, preserves and makes accessible historic and current records of significance for the study of North Yorkshire and its people and holds them in trust for the use of present and future generations. It forms part of our library, customer and community services directorate.

We have appointed Veritau to be our data protection officer. Their contact details are:

Information Governance Office


West Offices

Station Rise


North Yorkshire



Tel: 01904 552848

What personal information do we collect?

When you use the search room at the record office we will collect the following personal information:

  • name
  • address
  • postcode

Some information we ask for on a voluntary basis, when we do process this additional information we will ensure that we ask for your consent to process it. 

  • subject of study

If you consult the original material, we will collect:

  • name
  • details of the records consulted

If we issue you with an archive research network reader ticket we will collect the following information on behalf of the archives and records association who administer the national scheme:

  • name
  • address
  • postcode

If you deposit records with us we will collect:

  • name
  • address
  • postcode

Some information we ask for on a voluntary basis, when we do process this additional information we will ensure that we ask for your consent to process it:

  • telephone number
  • email address

If you volunteer with us, we collect:

  • name
  • address
  • postcode
  • telephone number
  • email address
  • age range

If you join our mailing list, we collect:

  • name
  • postal address and/or your email address

Why do we collect your personal information?

We collect your data to ensure the security and provenance of the documents in our care. On some occasions, we may use your personal information to notify you about matters concerning your visit to the record office.

We use your anonymised information for statistical analysis and to monitor and improve our services.

Where we have consent, we will send you our newsletter and details of our forthcoming events.

Who do we share this information with?

Information collected when issuing a reader ticket is shared with the national database maintained by the archives and records association, Taunton, Somerset.

We do not share information with any other third parties.

How long do we keep your information for?

Data Held

Retention Period

Reader registration cards

70 years

Searchroom usage

6 years

Volunteer application forms and agreements

6 years (from end of volunteer working)

Mailing list email/postal address

For as long as we have consent

Ticket registration

4 years from issue

The records that we hold at the record office have their own retention period, based on legislative or corporate requirements, or may be exempt from having a retention period if held for historical purposes.

What is our lawful basis for processing your information?

We rely on the following lawful basis to process your personal data:

  • UK GDPR Article 6 (a) - the individual has given clear consent for you to process their personal data for a specific purpose
  • UK GDPR Article 6 (e) - Processing is necessary for the performance of a task carried out in the public interest

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