Application for access to protected material
The material you have requested is subject to the General Data Protection Regulation (GDPR) and the Data Protection Act (DPA) 2018. You are required to submit an application for access to protected material below before we can process your request.
Your application for access to protected material will be reviewed and we will contact you to communicate our decision. We will assess your request in line with the National Archives Guide to Archiving Personal Data. This may take some time, depending on the size and nature of the material. Please do not expect to access protected material on the day it is requested.
Some material will not be available at all. Other material will be available in part, or subject to certain protections. Access to particularly sensitive material may need to be discussed with the Associate Director: Special Collections & Galleries and will depend on the purpose of use.
As a researcher, you are responsible for any personal data concerning living individuals that you take away from Special Collections (including any notes, digital images and/or photocopies).
This means that you have certain responsibilities:
- You must not cause substantial damage or distress to data subjects.
- You must not use data to support measures or decisions concerning individuals.
- You must anonymise identities when note-taking, in results of research and statistics If this is not possible then you must seek the consent of identifiable individuals prior to publishing your research.
- You must store any personal data that you extract from the archive securely and dispose of it safely when you no longer need it.
- You must respect the confidentiality of any documents and information not connected with your research but which you have seen in the course of it.
The GDPR requires that data subjects are notified if their personal data is processed. Researchers who process personal data for historical, scientific or statistical research are exempt from this requirement only if the results of the research/any resulting statistics are not be made available in a form which identifies data subjects.
Further guidance on the act can be found on the Information Commissioners Office website.
I request permission to consult the records named above and agree to make use of any personal data contained therein in compliance with the General Data Protection Regulations (EU and UK GDPR) and Data Protection Act (DPA) 2018.
My research will not be used to support measures or decisions with respect to particular individuals and will not cause or be likely to cause substantial damage or substantial distress to any person who is the subject of those data while he or she is alive or likely to be alive (assuming a lifespan of 100 years).
I will not make the results of my research available in a form that identifies any data subject without the consent in writing of the data subject.
I understand that I shall become responsible for compliance with the EU and UK GDPR and DPA as a data controller in relation to any processing by me of personal data obtained from the above records and undertake to dispose of this data in an appropriate manner when it is no longer required for my research.
We will use the information in this form to process your request to access protected material. The information will be kept for 6 years in our collections management databases EMu and Alma. You may request for the information to be deleted before the 6 years elapse by emailing specialcollections@library.leeds.ac.uk.
Your information is kept securely and accessible only to limited University staff members.
No photography is permitted of any protected access material.
