County Record Office - Privacy notices

Last updated: 26 June 2023

This privacy notice applies to the provision of Warwickshire County Records Office and sets out how we use and protect any personal and sensitive information you give to the Warwickshire County Records Office. It should be read in addition to the council’s overall Customer Privacy Notice, and for those who volunteer their time with the County Records Office, please read in addition to the Staff Privacy Notice.

We process your information for the following purposes:

• to deliver public services
• to confirm your identity to provide some services
• to contact you by post, email or telephone
• to process financial transactions
• to manage our visitor and event bookings
• to provide access to public information and a copy of your requested personal information/records
• to meet our statutory obligations including those related to diversity and equalities.
• to keep you informed of events, projects and activities at the County Record Office via our newsletter.

When you use our service, we may collect the following personal information from you:

• name
• contact details - for example, address, email address and contact number
• National Insurance number for Gift Aid declaration
• photocopy picture of personal identification and proof of address
• payment details including bank card details
• photographs of members at events hosted by the Friends of Warwickshire County Record Office
• CCTV images

The following lawful basis are used for processing your information:

• for a public task in the public interest which has a clear basis in law
• for a contract for the supply of requested goods or services
• for consent, for newsletters and event photographs
• for CCTV, legitimate interests for security
• For requests to access personal information held in archived records which may contain sensitive (special category) information, for example physical/mental health details, gender, and religion.

Our lawful basis for processing this information is substantial public interest.

In order to provide a service, we may share your information with:

• Friends of Warwickshire County Record Office
• We Transfer
• Eventbrite
• MailChimp
• Dispositors of records/items
• Copyright holders

When you order a digital image, we use a file sharing website called ‘We Transfer’ to send the image to you. Your email address will be provided to this website so that your order can be fulfilled. The website does not pass your email address to any other third party. 

Find out more about We Transfer's privacy policy

We use Eventbrite Inc’s website to enable you to book on to our events and to collect payment on our behalf. Eventbrite provide us with your name, email address, details of the event you have booked and confirmation of payment. We do not receive your payment details or billing address from them. Eventbrite may also use your personal information for their own purposes and there are circumstances when they may share your information with other third parties in accordance with their privacy policy.

We share data with MailChimp, a third party that distributes our newsletters. 

View a copy of MailChimp's privacy notice

We have installed CCTV systems at the County Records Office for the purposes of public and staff safety and crime prevention and detection. CCTV is also installed on the outside of our building for the purpose of monitoring building security, crime prevention and detection.

In order to provide a service, we may share your information with:

• Friends of Warwickshire County Record Office
• We Transfer
• Eventbrite
• MailChimp
• Dispositors of records/items
• Copyright holders

When you order a digital image, we use a file sharing website called ‘We Transfer’ to send the image to you. Your email address will be provided to this website so that your order can be fulfilled. The website does not pass your email address to any other third party. 

Find out more about We Transfer's privacy policy

We use Eventbrite Inc’s website to enable you to book on to our events and to collect payment on our behalf. Eventbrite provide us with your name, email address, details of the event you have booked and confirmation of payment. We do not receive your payment details or billing address from them. Eventbrite may also use your personal information for their own purposes and there are circumstances when they may share your information with other third parties in accordance with their privacy policy.

We share data with MailChimp, a third party that distributes our newsletters. 

View a copy of MailChimp's privacy notice

We have installed CCTV systems at the County Records Office for the purposes of public and staff safety and crime prevention and detection. CCTV is also installed on the outside of our building for the purpose of monitoring building security, crime prevention and detection.

We will not keep your information any longer than needed to provide the services you require. We may keep your data longer if we need to retain it for legal, regulatory or best practice reasons.

Information considered to be of cultural or historical significance may be retained with the County Record Office for archival purposes, as per our Collection Development Policy.

You are entitled to a copy of, or a description of the personal data we hold that relates to you, subject to lawful restrictions. Find out how to make a request for access to your personal information

You are entitled to the rectification, restriction, and objection of your personal information.

The right of erasure is not available for this service. 

No automated decision making, including profiling, is carried out by this service. 

You may contact us by letter, email or phone. Our details are below:

Warwickshire County Record Office
Priory Park
Cape Road
Warwick
CV34 4JS

Telephone: 01926 738959

Email: recordoffice@warwickshire.gov.uk or heritagevolunteering@warwickshire.gov.uk

See our overall privacy notice for contact details and if you have a complaint about your information rights. 

• How to access information