The Rothschild Archive Trust ('The Rothschild Archive') is responsible for ensuring that it uses your personal data in compliance with data protection law. The purpose of this notice (the “Privacy Notice”) is to explain what personal data The Rothschild Archive collects and how The Rothschild Archive uses it. For the purposes of data protection law, The Rothschild Archive is a data controller in respect of your personal data. “Personal data” is any data that can be used to identify you or that The Rothschild Archive can link to you and which The Rothschild Archive has in its possession or control.
Personal data that The Rothschild Archive collects
The Rothschild Archive will collect and process the following personal data:
Information that you or someone acting on your behalf provides to The Rothschild Archive.
This includes information about you that you give The Rothschild Archive by filling in forms, signing up for services on our website or by communicating with The Rothschild Archive, whether face-to-face, by phone, e-mail or otherwise.
Information The Rothschild Archive collects or generates about you.
Uses of your personal data
Personal data may be stored and processed by The Rothschild Archive in the following ways and for the following purposes:
- to provide The Rothschild Archive’s services;
- verify your identity (including for fraud prevention purposes), and to manage The Rothschild Archive’s relationship with you;
- to contact you in connection with your enquiries and other services that The Rothschild Archive may provide to you;
- to notify you about changes to The Rothschild Archive’s service; or
- to comply with The Rothschild Archive’s legal and regulatory obligations.
The Rothschild Archive is entitled to use personal data in these ways because:
- Consent – we may (but usually do not) need your consent to use your personal data. You can withdraw your consent by contacting us (see below).
- Performance of a contract – we may need to collect and use your personal data to enter into a contract with you.
- Legitimate interest – we may use your personal data for our legitimate interests, some examples of which are given above.
- Compliance with law or regulation – we may use your personal data as necessary to comply with applicable law/regulation.
Disclosure of personal data to third parties
The Rothschild Archive may disclose personal data to third parties, as follows:
- to provide the services or perform its obligations in connection with your contract;
- for the management and administration of The Rothschild Archive business;
- for the management and administration of internal policies and procedures within The Rothschild Archive;
- to third party agents, service providers or contractors, bound by obligations of confidentiality, who will only use personal data on The Rothschild Archive’s behalf for the purposes described in this Privacy Notice;
- to the extent required by law, regulation or court order for example if The Rothschild Archive is under a duty to disclose personal data in order to comply with any legal or regulatory obligation; and
- in order to establish, exercise or defend The Rothschild Archive’s legal rights, for example if The Rothschild Archive needs to obtain external legal advice or provide personal data in connection with judicial proceedings.
Transfers of personal data outside the European Economic Area
Personal data may be transferred to, and stored at, a destination outside the European Economic Area (“EEA”).
Where The Rothschild Archive transfers personal data outside the EEA, The Rothschild Archive will ensure that it is protected in a manner that is consistent with how personal data will be protected by The Rothschild Archive in the EEA. This may be achieved in one of the following ways:
- the country that The Rothschild Archive sends the data to might be approved by the European Commission; or
- the recipient might have signed a contract based on “model contractual clauses” approved by the European Commission, obliging them to protect the personal data that they receive; or
- where the recipient is located in the US, it might be a certified member of the EU-US Privacy Shield scheme.
In other circumstances the law may permit The Rothschild Archive to otherwise transfer personal data outside the EEA. In all cases, however, The Rothschild Archive will ensure that any transfer of personal data is compliant with applicable data protection law.
You can obtain further details of the protection given to your personal data when it is transferred outside the EEA by contacting The Rothschild Archive in accordance with the “Contacting The Rothschild Archive” section below.
Retention of personal data
How long The Rothschild Archive holds personal data for will vary. The retention period will be determined by various criteria including:
- the purpose for which The Rothschild Archive is using it – The Rothschild Archive will need to keep the data for as long as is necessary for that purpose; and
- legal obligations – laws or regulation may set a minimum period for which The Rothschild Archive has to retain personal data.
Rights in relation to personal data
You have a number of legal rights in relation to the personal data that The Rothschild Archive holds about you. These rights include:
- the right to obtain information regarding the processing of your personal data and access to the personal data which The Rothschild Archive holds about you;
- the right to request that The Rothschild Archive rectify your personal data if it is inaccurate or incomplete;
- the right to request that The Rothschild Archive erase your personal data in certain circumstances. Please note that there may be circumstances where you ask The Rothschild Archive to erase your personal data but The Rothschild Archive is legally entitled to retain it;
- the right to object to, and the right to request that The Rothschild Archive restrict, its processing of your personal data in certain circumstances. Again, there may be circumstances where you object to, or ask The Rothschild Archive to restrict, its processing of your personal data but The Rothschild Archive is legally entitled to continue processing your personal data and / or to refuse that request;
- in some circumstances, the right to receive some personal data in a structured, commonly used and machine-readable format and/or request that The Rothschild Archive transmit such data to a third party where this is technically feasible. Please note that this right only applies to personal data which you have provided to The Rothschild Archive;
- the right to withdraw your consent, although in certain circumstance it may be lawful for The Rothschild Archive to continue processing your data where The Rothschild Archive has another legitimate reason (other than consent) for doing so; and
- the right to lodge a complaint with the relevant data protection authority if you think that any of your rights have been infringed by The Rothschild Archive.
You can exercise your rights by contacting The Rothschild Archive using the details set out in the “Contacting The Rothschild Archive” section below.
You can find out more information about your rights by contacting the relevant data protection authority. We can, on request, tell you which data protection authority is relevant to the processing of your personal data.
Contacting The Rothschild Archive
If you would like further information about The Rothschild Archive’s processing of your personal data or the exercise of any of the rights referred to above, please address questions, comments and requests to:
The Rothschild Archive,
St Swithin’s Lane,