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Bath Record Office - enquiries received by email and post Privacy Notice

The purpose of processing

We process the information in order to carry out our aims and purposes: Bath Record Office exists to collect and preserve archives and local studies collections relating to B&NES and its people, to provide access to them and to promote them. It is also the permanent home of the Council’s archive and holds public records of a local nature.

Data Subjects

Members of the public sending enquiries to Bath Record Office: Archives and Local Studies by letter or email or telephoning with enquiries.

Personal Data

We collect your name, address and/or email address and/or telephone number; in addition, your enquiry may sometimes contain personal information such as names and addresses relating to other living individuals. Occasionally enquiries and responses may relate to a request for information on historic criminal convictions, adoptions, fostering, health or other special category data.

How is it used?

We use this information to provide a service to enquirers, including information supplied under Subject Access Requests and Freedom of Information requests.

Profiling and Automated Decision Making

Not applicable

GDPR condition relied upon for processing personal data:

Article 6.1 e - Exercise of official authority
Public Records Acts 1958 and 1967
Local Government (Records) Act, 1962
Local Government Act 1972

GDPR condition relied upon for processing special category data

Article 9.2 j - Archiving, research, statistics

Sharing of personal data with External Recipients

We do not share your personal data with extenal recipients unless you specifically authorise us to do so.

How long is the personal data retained by the Council?

We keep your personal data securely for 5 years. This enables us to link any future enquiries you may have to existing enquiries, in order to provide you with the best service possible. After 5 years the data is securely destroyed.

Questions or concerns?

Please email 

Appeals to the Information Commissioner’s Office

If you are unhappy about the way we have treated your personal data, or feel we have not properly respected your data subject rights, you have the right to contact the Information Commissioner’s Office (ICO) and tell them about this.

You can also contact the ICO by phone on 0303 1231113.