Privacy Policy

 

GEORGE PADMORE INSTITUTE

PRIVACY POLICY

The following Privacy Policy explains what personal data the George Padmore Institute (GPI) collects about you and how we use that personal data. It also explains the rights you have in relation to that personal data. We are responsible for how we hold, use and keep personal data secure. We are committed to complying fully with our obligations under applicable data protection laws, including the EU General Data Protection Regulation (GDPR).

SUMMARY:

We need to request, process, handle, and store selected personal data in order to operate:

  • We could request your personal data from you (for example, by asking you to fill in a form)
  • You could choose to give us your personal data (for example, by communicating with us directly by email, phone, letter or in some other way).
  • We may need to pass your personal data to a third party (for example, if you are an employee of the GPI, we may need to pass your details to an external pension provider).
  • If you choose to join our mailing list or follow us on social media, your personal data may be monitored by or held on third party sites.

WHO HAS ACCESS TO YOUR PERSONAL DATA:

Your personal data may be accessed by GPI staff but only where this is necessary for their job role. We may also need to share your personal data with the following people, but we will only give out the data required to carry out the task and nothing else:

  • Third parties when processing payments and other transactions, payroll or dealing with external pension providers.
  • The government or regulators, where we are required to do so by law or to assist with their investigations or initiatives, including the Information Commissioner’s Office.
  • Police and law enforcement, to assist with the investigation and prevention of crime.

HOW WE OBTAIN PERSONAL DATA FROM YOU AND WHY:

The personal data we request or receive from you when dealing with the GPI breaks down into 4 areas:

  • GPI Archives
  • GPI Employees and Volunteers
  • Marketing and Publicity
  • General Enquiries and Communication

GPI ARCHIVES:

RESEARCHERS AND VISITORS USING THE ARCHIVES:

Reader Registration Forms

We require all readers to complete registration forms when visiting the archive. Data requested includes your name, contact details, organisation or place of study (if applicable), research topic and signature. You will also be asked if you wish to join our mailing list. All personal data requested is for internal use only, to ensure the efficient management of our collections, increase security and aid the preservation of our archives. Registration forms are destroyed in accordance with set retention periods to ensure that personal data is not kept for longer than necessary.

Visitors’ Book

All visitors are asked to write their name in a visitors’ book when they are visiting the building. The personal data requested is for internal use only to increase security. Books are destroyed in accordance with set retention periods to ensure that personal data is not kept for longer than necessary.

File Transfer Slips

We need to record the physical movement of archives ordered by researchers. File transfer slips create a records tracking system which alerts us if a file is misplaced or has gone missing. Each slip will record the reference number, the name of the person who has requested it, the date of ordering and the current location of the item. These slips are for internal use only. We also produce statistics from the slips to monitor which records are being consulted the most (and may therefore require repair due to frequent handling) and popular areas of study. These statistics are anonymous. File transfer slips are destroyed in accordance with set retention periods to ensure that personal data is not kept for longer than necessary.

Archive Reprographic Services - Copyright Declaration Forms

In order to comply with the Copyright and Related Rights Regulations 2003, the GPI cannot photocopy or scan material for researchers unless you complete and sign a Copyright Declaration Form. We will ask for your name and contact details. These forms are for internal use only and are destroyed in accordance with set retention periods to ensure that personal data is not kept for longer than necessary.

Booking Research Appointments

Research appointments are recorded in a calendar held in a secure place. There are no appointment lists containing personal data on display or held in a public place, such as our search room. Appointment bookings will record your name only. Such calendars are for internal use only and are destroyed in accordance with set retention periods to ensure that personal data is not kept for longer than necessary.

ACQUISITION OF ARCHIVE MATERIAL:

Transfer Agreement

If you donate material to the GPI archive collections, you will be required to complete a Transfer Agreement Form. This will either record transfer of ownership of records to the GPI or the loaning of records to the GPI. We will require name and full contact details, signature and any information relating to intellectual property rights (eg: copyright you hold in the material). The Transfer Agreement is for internal use and will be kept permanently as a record of the material you have either gifted to or deposited in the GPI Archive. A copy of the completed Transfer Agreement Form will be held by you. Should the GPI cease to exist and the archive material is passed to another archive, the transfer agreement will accompany the material and pass into the ownership of the new organisation.

PERSONAL DATA HELD IN THE ARCHIVES:

In order to protect the privacy of individuals, archival records containing personal data are often closed to public access for the lifetime of the individual. However, in some instances we may provide access to records containing the personal data of living individuals where access would not prejudice the legitimate interests of the individual concerned.

Archival data should not be processed in a way that causes or could cause substantial damage or distress to an individual. We therefore close any records containing sensitive personal data, for example, health issues; sexuality; or potentially libellous material.

You have a right to see personal data held about you. If you cannot access the document(s) because the records are closed, a photocopy or transcription can be provided by staff, although we may need to redact the document(s). Any request must be received in writing.

Under the EU General Data Protection Regulation (GDPR), you have a right to ask us to remove your personal data (right of erasure) from our records (see section below headed General Enquiries and Communication). However, there is special provision under GDPR for the archiving of personal data in the public interest and exemptions will apply for personal data held in our archive collections.

GPI EMPLOYEES AND VOLUNTEERS:

VOLUNTEERS AND NON-CONTRACTUAL STAFF:

Volunteer Agreements

In order to volunteer at the GPI, you will be asked to complete and sign a non-contractual Volunteer Agreement. A copy of the completed Volunteer Agreement will be held by you. These agreements are for internal use only and will be destroyed in accordance with set retention periods to ensure that personal data is not kept for longer than necessary.

Log of Volunteer Hours

We monitor the number of hours that volunteers spend working in the GPI. If we are in receipt of a heritage funding grant, the total number of volunteer hours can count as work ‘in kind’ and can increase the size of the grant. We use initials, rather than your full name, the date and number of hours spent in the GPI, and brief details of the work you carried out (by category – cataloguing; boxing; cleaning, etc). The total number of hours is also beneficial to individual volunteers for quoting on CVs etc. The information is recorded by staff supervising the volunteer and not by the volunteer themselves. The information is for internal use only and is logged in a book. The books will be retained by the GPI as a permanent record of work achieved and will pass into the GPI’s own archive in due course.

Surveys, Feedback and Ethnic Monitoring Forms

Any surveys and feedback forms produced and issued by the GPI will be anonymous and will not request any personally identifiable data. We may issue anonymous forms asking for some sensitive personal data such as ethnic monitoring forms to help us provide you with work or experience that is relevant and fulfils your needs and interests. Such forms will be destroyed in accordance with set retention periods to ensure that data is not kept for longer than necessary.

EMPLOYEES:

All personal data that we request from you relating to recruitment, contracts of employment, and all aspects of your work as an employee of the GPI is for internal use only and will be held in a secure way. However, we may need to pass your personal data to third parties for processing payroll and also to contact external pension providers. Employee records will be destroyed in accordance with set retention periods to ensure that personal data is not kept for longer than necessary.

Surveys, Feedback and Ethnic Monitoring Forms

Any surveys and feedback forms produced and issued by the GPI will be anonymous and will not request any personally identifiable data. We may issue anonymous forms asking for some sensitive personal data such as ethnic monitoring forms to help us provide you with work or experience that is relevant and fulfils your needs and interests. Such forms will be destroyed in accordance with set retention periods to ensure that data is not kept for longer than necessary.

MARKETING AND PUBLICITY:

MAILING LISTS:

We use MailChimp to keep in touch with our supporters. If you have agreed to be contacted by us, your name and email address will be used to create mailing lists in MailChimp. You can unsubscribe from MailChimp using the link at the bottom of any email received.

WEBSITE:

Social Media

You can choose to view and/or comment on social media accounts used by the GPI – Facebook, Twitter and Instagram. However, to enable these services, your personal data will be stored on third party sites. You should refer to the privacy policies of those sites before giving out personal data. The GPI undertakes to operate within the guidelines of these sites and will not collect your personal data.

PayPal

You can choose to use the PayPal link on our website in order to give donations to the George Padmore Institute. However, to enable this service, your personal information will be stored on and processed by the third-party PayPal site. You should refer to the privacy policy of this site.

Google Analytics

We use Google Analytics to help collect information on how you use our website. This helps us to improve the website and provides statistics on the number of people visiting and which pages they have viewed. The information collected is anonymous and does not identify individual visitors.

SURVEYS AND FEEDBACK:

Any surveys and feedback forms produced and issued by the GPI will be anonymous and will not request any personally identifiable data. Such forms will be destroyed in accordance with set retention periods to ensure that data is not kept for longer than necessary.

GENERAL ENQUIRIES AND COMMUNICATION:

Enquiries Received by the GPI

If you send us an enquiry by email, phone call or letter, we will answer that enquiry using the contact details you have provided. We will not ask you for additional personal data unless we feel this is necessary in order to answer your enquiry. We will not forward your enquiry or pass your personal data to anyone outside of the GPI without your consent unless required to by law.

Accessing Personal Data Held by the GPI

You have a right to access your personal data. If you ask us, we will confirm whether we hold and/or are processing your personal data. If you request it, we can provide you with a copy of your personal data. Any request must be made in writing.

Restricting or Prohibiting Processing of Personal Data Held by the GPI

You can ask us to restrict or stop processing your personal data if you contest the accuracy of that data or object to us processing it. We will do so, unless we can demonstrate legal grounds for the processing of it or if such processing is necessary for the performance of a task carried out in the public interest (such as archiving).

Correcting or Removing Personal Data Held by the GPI

We want to make sure that your personal data is accurate and kept up to date. You may ask us to correct your personal data if you think it is inaccurate or incomplete. You also have the right to have personal data erased (removed) from our records but this only applies in certain circumstances. See the following guidelines https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/right-to-erasure/   Please note that the right to erasure may not apply to personal information held in our archive collections as there is special provision under GDPR for the archiving of personal data in the public interest.

For further information on how we use your personal information, keep your personal information secure and your rights to access the personal information we hold on you, please contact Sarah Garrod, Archivist, info@georgepadmoreinstitute.org. Tel: 0202 7272 8915 (10.00-4.00pm) or write to us at 76 Stroud Green Road, Finsbury Park, London N4 3EN.