Museum Archives and Collections

The purposes of the processing
Personal data we collect
Sensitive (special category) personal data we collect
Who we are
The contact details of our data protection officer
The lawful basis for processing personal data
The lawful basis for processing special category personal data
Relevant legislation
The legitimate interests for the processing
Who we share your data with
Transfers of personal data to any third countries or international organisations
How long we keep your personal data
Your rights
Your right to withdraw consent
Mailing list
Your obligation to provide the personal data
The existence of automated decision-making, including profiling
Your right to lodge a complaint with a supervisory authority

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The purposes of the processing

Hastings Borough Council maintains and manages a number of historical archives and collections. In some cases these contain personal information. The contents of these archives and collections are available for public viewing and research purposes. 

Most of the archives and collections are so old that they do not mention anyone who is still alive. Consequently, this information is not covered by the General Data Protection Regulation (GDPR) and Data Protection Act 2018.

Less often, there is personal information about people who are still alive.  When processing such personal data, Hastings Borough Council is required to identify a legal basis for that processing. In this case, the personal information is processed as a public task; the processing is necessary for Hastings Borough Council to perform a task in the public interest or for its official functions. The provision of historical archives and collections is clearly in the public interest. The personal information is regarded as having been archived in the public interest.  

The Data Protection Act 2018 provides an exemption when personal information is processed for archiving purposes in the public interest.  It exempts Hastings Borough Council from the GDPR's provisions on:

• the right of access;
• the right to rectification;
• the right to restrict processing;
• the obligation to notify others regarding rectification, erasure or restriction;
• the right to data portability; and
• the right to object.

The GDPR also provides exemptions from its provisions on the right to be informed (for indirectly collected data) and the right to erasure.

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Personal data we collect

Our archives and collections may contain basic personal data:

• Names
• Addresses
• Email addresses
• Phone numbers

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Sensitive (special category) personal data we collect

Our archives and collections may contain special category data:

• Race
• Ethic Origin
• Politics
• Religion
• Trade Union Membership
• Genetics
• Biometrics (where used for ID purposes)
• Health
• Sex Life
• Sexual Orientation

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Who we are

Hastings Borough Council
Muriel Matters House
Hastings
East Sussex
TN34 3UY

Tel:  01424 451066

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The contact details of our data protection officer

Data Protection Officer
Hastings Borough Council
Muriel Matters House
Hastings
East Sussex
TN34 3UY

Contact our data protection officer.

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The lawful basis for processing personal data

Public task: the processing is necessary for us to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law.

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The lawful basis for processing special category personal data

Substantial public interest: the processing is necessary for reasons of substantial public interest, on the basis of Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights of the data subject.

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Relevant legislation 

Public Libraries and Museums Act 1964
The Local Government Act 1972

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The legitimate interests for the processing

Not applicable.

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Who we share your data with

Our archives and collections may be viewed by members of the public and researchers.

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Transfers of personal data to any third countries or international organisations

Any contracts with providers who might host personal information abroad have appropriate clauses to ensure adequate technical and organisational security measures are in place.

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How long we keep your personal data

Our archives and collections are held indefinitely.

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Your rights

When information is archived in the public interest, Hastings Borough Council is exempted from the standard GDPR provisions.

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Your right to withdraw consent

Not applicable.

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Mailing list 

Not applicable.

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Your obligation to provide the personal data

Not applicable.

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The existence of automated decision-making, including profiling

Not applicable.

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Your right to lodge a complaint with a supervisory authority

The Information Commissioner is the UK's independent body set up to uphold information rights.

If you would like to know more about your rights under the Data Protection law, and what you should expect from us, visit the Information Commissioner's website.

If you have any concerns regarding our privacy practices or about exercising your Data Protection rights, you may contact the Information Commissioner's Office:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Tel: 0303 123 1113 or 01625 545 745
Email: casework@ico.org.uk

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