PN143 - Gwent Archives Volunteers Privacy Notice

Gwent Archives is committed to protecting your privacy when you use our services. 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:
Privacy Notice Name: Gwent Archives Volunteers Privacy Notice

Data Controller: Torfaen County Borough Council, c/o Civic Centre, Pontypool, NP4 6YB

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

Gwent Archives is committed to protecting your privacy. The information is gathered through the volunteer recruitment process and is held throughout the volunteer’s engagement with the service. 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?

The personal information we process is provided to us directly by you through the volunteer application form.

How does Gwent Archives collect this information?

Personal information provided via volunteer’s registration forms is held by Gwent Archives. Information provided via registration to the digital platform for the #CrowdCymru project is held by National Library of Wales.

What information does Gwent Archives collect about you?

Gwent Archives collects the following information on volunteers through the recruitment process.

  • Name
  • Age range
  • Country of residence
  • Employment Status
  • Email address
  • Phone number
  • Language

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

  • Gender
  • Ethnicity
  • Disability

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.


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.

Your data may also be shared externally with organisations for administrational purposes.

We will also share anonymised data with the following organisations for reporting purposes: -

  • Glamorgan Archives
  • Cardiff University Special Collections & Archives
  • National Library Wales
  • National Lottery Heritage Fund

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?


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, 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.

  • Termination plus 6 years

Are we making automated decisions/profiling with your data?


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:  Mrs Neta Whitehead, Gwent Archives, The General Offices, Steelworks Road, Ebbw Vale, Blaenau Gwent, NP23 6AA, email:

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

Last Modified: 17/07/2023 Back to top