Brasenose College GDPR ROPA – Archive Activities (v1.4, Reviewed July 2023)
Version 1.4 (Reviewed July 2023)
| ID | Category of personal data | Source of the data | Why we process it | How long we keep this data | Our lawful basis for processing | Details relating to lawful basis (where applicable) | Special category / public interest / criminal data |
|---|---|---|---|---|---|---|---|
| 1 | Names, contact details, dates and nature of enquiries relating to archive visitors, enquirers, researchers, volunteers, and donors. May include disability or belief information where relevant to access. | Obtained from you; generated by us. | To maintain records of archive use, ensure collection security, monitor usage, and provide reference for similar enquiries. | Permanently (except disability data retained for 12 months after last contact). | Legitimate interests; legal obligation (equality compliance). | Interest in maintaining archive integrity, security, and accessibility. Equality information processed for legal compliance. | Substantial public interest under the UK Data Protection Act 2018; Equality Act compliance; archiving/research in public interest. |
| 2 | Records of College cultural life: photographs, audiovisual material, student handbooks, prospectuses, trophies, memorabilia, correspondence, and related items. | Obtained from you, student societies, and other third parties; generated by us. | To maintain the College archive as a record of College life, cultural activity, and achievements of members. | Permanently. | Legitimate interests. | Interest in maintaining records of College life for future generations and research. | Archiving in the public interest under the Data Protection Act 2018; appropriate safeguards applied. |
| 3 | Conservation information for archived items, including who carried out conservation and which items were treated. | Obtained from or about you; generated by us; third parties. | To maintain a conservation record for future preservation work. | Permanently. | Legitimate interests. | Ensuring appropriate conservation and preservation practices. | |
| 4 | Personal papers and collections donated to the College archive, including correspondence and references to third parties. | Obtained from you; from donors or other third parties. | To accept and preserve collections of significance to the College or of wider historical importance. | Permanently. | Legitimate interests; public interest (archiving and research). | Interest in maintaining a permanent record for research and College history. | Archiving/research in the public interest under the Data Protection Act 2018; safeguards for individual rights applied. |
| 5 | Records of archive acquisitions, including donors, sources, and dates of receipt; catalogues and indexes. | Generated by us. | To maintain an accurate record of archive content, provenance and ownership. | Permanently. | Public task; legitimate interests. | Interest in recording, indexing and cataloguing archive acquisitions for future research and verification. | |
| 6 | Archives of academic conferences, seminars and lectures hosted or organised by the College, including names of attendees and programmes. | Obtained from you. | To maintain a record of events organised by the College and those who participated. | Permanently. | Legal obligation; legitimate interests. | Interest in archiving the academic activities of the College for reference and history. | |
| 7 | Student files: dates of attendance, course of study, results, assessments, awards, scholarships, disciplinary and academic records, applications and references. | Generated by us; obtained from the University of Oxford. | To record academic progression, verify attendance, provide references and preserve College teaching history. | Permanently. | Performance of contract; public task; legitimate interests. | Interest in maintaining a historical record of student life and teaching as part of the University’s heritage. | Archiving in the public interest; research purposes; safeguards under the Data Protection Act 2018. |
| 8 | Employee records for academic staff – name, employment dates, roles, reasons for departure, photograph, and references given. | Obtained from you; generated by us. | To preserve a record of employment and enable reference provision for former staff. | Permanently. | Legitimate interests; archiving/research in public interest. | College and staff share an interest in accurate historic employment records for reference and research. | |
| 9 | Employee records for non-academic staff – name, employment dates, roles, reasons for departure, photograph and references. | Obtained from you; generated by us. | To maintain historic staff records and provide references. | Permanently. | Legitimate interests; archiving/research in public interest. | Interest in preserving a full record of College operations and employment history. | |
| 10 | Governing body and committee agendas, minutes and correspondence. | Obtained from you; generated by us. | To preserve an historical record of College administration and decision-making. | Permanently. | Legitimate interests; archiving/research in public interest. | Interest in documenting College governance as part of institutional history and research. | Public interest archiving under Data Protection Act 2018 with safeguards. |
| 11 | Financial and legal records relating to College assets, estates and property. May include personal data of witnesses, tenants, vendors or purchasers. | Obtained from you; generated by us. | To maintain a permanent record of College finances, estates and assets. | Permanently. | Legitimate interests. | Interest in documenting asset ownership and transactions for legal and historic purposes. | |
| 12 | Records relating to College buildings – architectural plans, maintenance and conservation records. | Obtained from or about you; generated by us. | To preserve architectural history and support future conservation. | Permanently. | Public task; legitimate interests. | Interest in maintaining the architectural and historical heritage of the College. | |
| 13 | Governance documents (College statutes, Privy Council correspondence, Visitor decisions, Royal Commissions, etc.). | Obtained from or about you; generated by us. | To preserve records of College governance and interpretation of its statutes. | Permanently. | Legitimate interests. | Interest in preserving a record of governance documents for historical and legal reference. | |
| 14 | Records of College events – may include data of invitees and guests. | Obtained from you; generated by us. | To maintain a record of College events and attendees. | Permanently. | Legal obligation; legitimate interests. | Interest in preserving a record of College-hosted and organised events. | |
| 15 | Records of benefactions and trusts, including data of benefactors and recipients. | Obtained from you; generated by us. | To maintain a record of College benefactions and trusts. | Permanently. | Legitimate interests. | Interest in recording donations, trusts and their purposes for posterity. | |
| 16 | Records relating to payments for research or copies of archive material, including contact information and correspondence. | Obtained from you; generated by us. | To process payments for research services or archive copies. | 7 years after the end of the financial year of the transaction. | Legal obligation. | To meet accounting and tax compliance requirements. |
Version control: v1.4 (Reviewed July 2023)