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Privacy statement: unique collections

About us:

The Unique Collections Department at The National Library of Wales includes Archives and Manuscripts, the National Screen and Sound Archive of Wales, Graphics and Audiovisual and Collection Care. The Department works to safeguard the memory of the nation by looking after unique materials.

On what basis do we keep personal data:

Unique materials often contain personal information which is part of the historical record. We process personal information for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes in keeping with Article 89 of the EU General Data Protection Regulation (GDPR) 2018. The Department also processes and keeps personal information for a reasonable amount of time to perform its tasks, duties, necessary functions and contracts.

What kind of information do we keep, and why do we keep it:

Unique Collections collects and keeps personal information for the following:

  • Corresponding with donors/depositors/sellers of collections.
  • Recording decisions and reasons for accepting or rejecting collections.
  • Managing contracts and databases to maintain catalogues and finding aids.
  • Answering enquiries and research about the collections, including licensing.
  • Accounting and recordkeeping, for example to complete orders.
  • Administering committees and consultations, for example The Welsh Political Archive.

With whom will we share your personal information:

We will not use your information for any other purpose or share them with any third party. Occasionally we may use a third party to deliver a service to us (for example, courier or conservation company) but we will not allow any third party to use your information in any way not agreed with you in your contract with us. Occasionally we may transfer materials to other archives but this will only be done with your consent.

How do we keep your information:

We hold information securely in accordance with the Data Protection Act 2018 and the EU General Data Protection Regulation 2018.

Access to your information:

You have the right to see, change, amend or receive a copy of the personal information that we hold about you. If you would like to receive further information about this information or the Library’s Data Protection policies, please contact the Data Protection Officer, Rhodri Llwyd Morgan Tel. 01970 632952, e-mail

You can view the National Library of Wales' current data registration in the Data Protection Register (registration no. Z7670787).

We will be reviewing this Privacy Notice periodically. (Published May 2018)