PN143 - Gwent Archives Volunteer Privacy Notice

Gwent Archives is committed to protecting the privacy of our volunteers. This Privacy Notice is designed to give you information about the data we hold about you, how we use it, your rights in relation to it and the safeguards in place to protect it.

TCBC Service Area: Resources
Work Area: Gwent Archives
Contact Details: Dr Lisa Snook - Tel: 01495 766261 - Email: enquiries@gwentarchives.gov.uk
Privacy Notice Name: Gwent Archives Volunteer Privacy Notice

Data Controller: Gwent Archives, The General Offices, Steelworks Road, Ebbw Vale, Blaenau Gwent, NP23 6AA

If you wish to raise a concern about the handling of your personal data, please contact the Data Protection Officer on 01495 762200 or email dpa@torfaen.gov.uk

Gwent Archives is committed to protecting your privacy and ensuring transparency in how your information is used. The information is gathered through the Gwent Archive volunteer recruitment process and is held throughout your time as a volunteer and for 6 years after. This Privacy Notice is designed to give you information about the data we hold about you, how we use it, your rights in relation to is and the safeguards in place to protect it.

Who provides your data to Gwent Archives?

All volunteers working with us on projects are asked to complete a Volunteer Application Form which collects the information we need to communicate with you for us to manage projects effectively. and whether any access support is needed so that we can ensure that support is in place.

How does Gwent Archives collect this information?

Information is collected via the Volunteer Application Form, sent out to volunteers by a member of Gwent Archives staff and completed and returned by the volunteer.

What information does Gwent Archives collect about you?

Gwent Archives collects information from two sets of volunteers, the Gwent Archives volunteers, and the volunteers on the CrowdCymru digital volunteering project.

The following information is collected from the Gwent Archives volunteers:

  • Name
  • Address & postcode
  • Contact telephone numbers
  • Email address
  • Any disability or access requirements

The following information is collected from the CrowdCymru volunteers:

  • Name
  • Age range
  • Country of residence
  • Employment Status
  • Email address
  • Phone number
  • Language spoken (Welsh/English)

You have the option of providing the following information for equalities monitoring purposes: -

  • Gender
  • Ethnicity
  • Disability

The information you provide is used solely for the purposes of:

  • Managing and supporting your participation in the project
  • Communicating with you about project updates and activities

Transcriptions and other content you generate as part of your volunteer work may be:

  • Stored securely and anonymously within the collections management systems managed by the partner organisations
  • Used in research, publications, or public-facing outputs, with appropriate attribution where applicable

We do not associate your personal identity with transcription content in public outputs unless you have explicitly agreed to be credited.

Why does Gwent Archives process your personal data?

Under Article 6 of the UK General Data Protection Regulation (GDPR), the lawful basis we rely on for processing this information is:

(e) We need it to perform a public task - it is necessary for archiving purposes, scientific or historical research purposes or statistical purposes

Special categories of personal data

We collect the following special category data if you choose to provide it: -

  • personal data revealing racial or ethnic origin
  • data concerning health

We collect this under Article 9 of the UK GDPR.

AND

We do not collect any criminal data.

Who has access to your data?

Your data is shared internally only with the appropriate staff where it is necessary for the performance of their roles.

We will also share specific anonymised data with our partner organisations, for reporting purposes when working on partnership projects.

Apart from where previously stated, we do not pass your details to third parties unless we are lawfully required do so.

Is the Data transferred out of the UK?

No

How does Gwent Archives keep your data secure?

Gwent Archives has internal policies in place to ensure the data it processes is not lost, accidentally destroyed, misused, or disclosed. Access to this data is restricted in accordance with internal policies and in compliance with the UK GDPR.

Data will be stored securely in:

  • Networked storage and secure email systems, restricted to staff involved with the volunteer process.

How long does Gwent Archives keep your data?

Gwent Archives will hold your personal data only for the period that is necessary and will follow organisational and Local Authority standards in this area. At the end of the retention period, Gwent Archives will securely destroy or dispose of the data in line with retention schedules.

  • For 6 years following the end of volunteering with us

Are we making automated decisions/profiling with your data?

No

Your rights

You have a number of Rights you can exercise:

  • Access - to obtain a copy of your data on request
  • Rectification – to require the Gwent Archives to change incorrect or incomplete data
  • Object, Restrict or Delete - under certain circumstances you can require Gwent Archives to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing
  • Data portability – to receive and/or transmit data provided to the Gwent Archives to other organisations (this applies in limited circumstances)
  • Withdraw your consent at any time (where consent has been given)
  • To know the consequences of failing to provide data to the Gwent Archives
  • To know the existence of any Automated Decision-making, including profiling, and the consequences of this for you.
  • To lodge a complaint with a supervisory authority (Information Commissioners Office)

If you would like to exercise any of these rights, please contact: Lisa Snook, Gwent Archives, The General Offices, Steelworks Road, Ebbw Vale, Blaenau Gwent, NP23 6AA, email enquiries@gwentarchives.gov.uk

The Information Commissioner can be contacted at: The Information Commissioner’s Office (Wales), 2nd Floor, Churchill House, Churchill Way, Cardiff, CF10 2HH. Telephone 0330 414 6421 or e-mail wales@ico.org.uk.

Last Modified: 28/05/2026 Back to top