Manchester High School for Girls Archive Privacy Notice

The aims of this privacy notice

The Manchester High School Archive holds a comprehensive collection of records, documents and artefacts which chart the history of the School from its foundation to the present day. The collection is an important source of information for authors and academics interested in the history of girls’ education in general, as well as biographical information on celebrated members of the school community. It is regularly consulted by families for the purposes of genealogical research. This privacy notice explains how personal data may be used and shared.

Legal grounds for retaining and using personal data

The General Data Protection Regulation (GDPR) and the Data Protection Act 2018 allow for ‘archiving in the public interest’.

The activities that form ‘archiving in the public interest’ are described in the GDPR at Recital 158:

‘Public authorities or public or private bodies that hold records of public interest should be services which, pursuant to Union or Member State law, have a legal obligation to acquire, preserve, appraise, arrange, describe, communicate, promote, disseminate and provide access to records of enduring value for general public interest’

Article 5 of Recital 158 clarifies that ‘personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes in accordance with Article 89 (i)’

The purpose of archiving is primarily to maintain information for use over the very long-term when the potential for impact on individuals is low or non-existent.

How we use and share information

General principles

·         Information relating to deceased persons is not covered by the GDPR or the Data Protection Act 2018.

·         All files on former students or staff are closed until their death (or 100 years from their date of birth). After this time, direct access is still restricted to the archivists, but relevant information may be extracted by the archivists to support researchers. Due consideration is always given to the sensitivities of relatives of the data subject.

·         The files of data subjects who are still alive are closed.

This Privacy Notice should be read in conjunction with the School’s Privacy Notices which may be found on the School website: https://www.manchesterhigh.co.uk/about/privacy-policy