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University of Manchester: Privacy Notice – Special Collections

1. Introduction

This notice is applicable to the readers, enquirers and donors of the University of Manchester Special Collections.

2. What is personal data (also known as personal information)?

Personal information means any information which relates to or identifies you as an individual and includes opinions about you or information which may not explicitly identify you (e.g. where your name has been removed) but which nevertheless does identify you if it is combined with other information that is readily available.

3. How does this notice relate to other information about data protection?

It links here to our Reader Service registration form and GDPR statement. 

4. Who will process my personal information?

This notice explains how the University of Manchester will hold and process your personal information when you make an enquiry, register as a member of the reading room, or donate or deposit Special Collections material.

5. What personal information will you process?

The University needs to collect, maintain and use personal data relating to or about you. This includes:

  • Name
  • Address
  • Contact details

6. What is the purpose of the processing under data protection law? [legal basis]

We will only use your personal information when the law allows us to do so by providing us with a legal basis or valid condition. Most commonly, we will use your personal information in the following circumstances: when the consent of the individual is given for specific processing purposes.

7. Can you provide examples of processing?

  • Personal data will be processed in order to respond to an enquiry
  • Personal data will be added to our Customer Relationship Management system to facilitate visits to the Reading Room
  • Personal data will be processed as part of the process of donating or depositing material with Special Collections, and retained in the relevant agreements which accompany the donation/deposit.

8. Who will my personal information be shared with?

This information will not be shared with any other organisation without your consent.

9. What are my rights in connection with my personal information?

Under certain circumstances, by law you have the right to:

  • 9.1: Request access to your personal information (commonly known as a "data subject access request"). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it
  • 9.2: Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected
  • 9.3: Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing
  • 9.4: Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes
  • 9.5: Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it
  • 9.6: Request the transfer of your personal information to another party

You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

If you would like to exercise any of these rights, you should contact the University Data Protection Officer by email: Alternatively you can write to The Information Governance Office, University of Manchester, Christie Building, Oxford Road, Manchester M13 9PL. Further information about your rights is available from the University’s data protection web pages.

10. How long is my information kept?

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for. Details about how long different types of information are retained by the University is published here

11. Who can I contact if I have any queries?

If you have any questions about how your personal information is used by the University as a whole, or wish to exercise any of your rights, please consult the University’s data protection webpages at the data protection web pages. If you need further assistance, please contact the University’s Data Protection Officer (”

12. How do I complain?

If you are not happy with the way your information is being handled, or with the response received from us, you have the right to lodge a complaint with the Information Commissioner’s Office at Wycliffe House, Water Lane, Wilmslow, SK9 5AF (

13. Are changes made to this notice?

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.

Updated: 12 October 2020