Surrey Heritage - Privacy Notice


  • Name of service - Surrey Heritage
  • Directorate - Children, Families, Lifelong Learning and Culture
  • Date of issue - 6 February 2019
  • Date of current version - 2 June 2021
  • Review date - 2 June 2024


The reasons why we use your personal data

Purpose / function of the service

Surrey Heritage gathers, preserves, shares and promotes historic archive and local studies collections relating to Surrey; it also provides commercial archaeological services through the Surrey County Archaeological Unit and a museums advisory service through the Museums Engagement Officer.

This privacy notice tells you what to expect when Surrey Heritage collects your personal information. It applies to information we collect when you:

  • Visit our research room and consult our collections
  • Contact us by email, letter, phone or website feedback/contact form
  • Visit our websites
  • Make online payments to us
  • Use our social media channels – twitter and Facebook.
  • Take part in surveys on site and online.
  • Sign up to join our mailing list and receive our Surrey Heritage newsletter
  • Register as a volunteer
  • Register to contribute to our 'Surrey in the Great War' and 'Recording Remembrance' websites

What processing of personal data is undertaken by the specific teams or services

We collect this information in order to deliver and promote the archive service and the other services within Surrey Heritage and to respond to enquiries. In particular, without your personal details we cannot give access to the unique and irreplaceable archives in our research room.

We also process some personal data created by Surrey County Council and by external organisations for the purposes of archiving in the public interest where the data has been selected as being of enduring historical significance.

This privacy notice covers the following websites:

What information do we collect?

Surrey County Council will collect only the personal information we need to deliver our archives service and the other services within Surrey Heritage.

  • We will collect your contact information to respond to your requests for information or one of our services.
  • If you are visiting the searchroom we will collect: your name, address, postcode, telephone and/or email address. We also ask you to verify your identity before we allow access to the original archives and rare books.
  • If you post a comment on our Surrey in the Great War and Exploring Surrey's Past website your IP address will be automatically collected via WordPress (WordPress privacy notice).
  • If you register to upload stories to our Surrey in the Great War website or to add data to our Recording Remembrance website we will store your name, email address and username
  • If you give us your postcode, we may use it to analyse the take-up of our service so that we can develop and improve it
  • If you register as a volunteer we will collect your contact information and information about any special requirements to be taken account of while you volunteer with us.
  • If you pay for a product or service online we will process the payment in accordance with Surrey County Council procedures

Personal data selected for archiving in the public interest will have been judged by a professionally qualified archivist to have enduring historical significance and will be processed with the intention of maintaining this information over the very long-term. Such information, which may include the special categories of sensitive data defined in the legislation, will be processed to minimise any adverse impact on living individuals.

How we are allowed to use your personal data

Legal obligation or public task under various UK legislation including but not limited to:

  • Local Government Act 1972, s 224
  • Local Government (Records) Act 1962
  • Public Records Act, 1958
  • Law of Property Amendment Act 1924 (for manorial records in our custody)
  • Tithe Act 1936 (for tithe records in our custody)
  • Parochial Registers and Records Measure 1978 (for Church of England parish records in our custody)

Your rights

In respect of personal data selected for archiving in the public interest and to be kept indefinitely as having been adjudged to be of enduring historical significance please see our Archives and Data Protection legislation note.


To process your personal data, we will explain to you what we are asking you to agree to and why. If we have consent to use your personal data, you have the right to remove it at any time. If you want to remove your consent, please contact us at the following email address and we will deal with your request.

How to contact us:

Please contact us if you have any questions about this privacy notice:

Who we share your personal data with

If you apply to join the national CARN archives ticket scheme at the History Centre, in order to consult original records in the Heather D Hawker research room, we currently share your details with the Archives and Records Association who run the scheme, but this is currently under review.

If you sign up to our newsletter, your email and your name (if supplied) are retained by us in order to deliver the newsletter but they are not shared with any third party.

If you make an enquiry relating to information on the Exploring Surrey's Past website which was provided by one of our ESP partner organisations we may pass your enquiry on to that organisation so that you receive a fuller response.

Automated decision making (when computers make any decisions about you)

We do not use automated decision making.

Personal data being sent or processed outside of the UK and EU

We do not send or process data outside of the UK and EU.

Retention of data

When you contact us by email, letter, phone or web form we retain details of the business transaction usually for no longer than 7 years

We retain details of donors, depositors and vendors of archives permanently.

We retain details provided by those leaving comments to our Exploring Surrey's Past and Surrey in the Great War websites indefinitely

When you register to visit the Heather D Hawker research room and order documents, we permanently retain your details and details of documents you have consulted for security reasons and to safeguard the integrity of our collections.

When you sign up to join our mailing list and receive our newsletter we retain your details until you choose to unsubscribe from the service.

When you take part in our surveys we will use your details for the purposes you have given them to us (e.g. to provide more detailed feedback) but not usually for more than 2 years.

Personal data relating to volunteers will be destroyed two years after volunteering ceases; however volunteer undertakings defining how the service may use the work produced during their volunteering will be kept indefinitely.

Personal data selected for archiving in the public interest will be kept indefinitely as having been adjudged to be of enduring historical significance

Digital CCTV images can be retained for up to one month.

Other information

For further information on our privacy notices, please see information and privacy.

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