Privacy Policy

Who we are

Hall of Fame Collection Archives is a non-ministerial digital library. We are the guardians of documentation relevant to items and/or collections for referencing by their owners and/or authorized representatives for insurance and/or legal purposes.

We make our archives available to the widest possible audience. To do this we need to acquire and process some personal information from you.

This privacy notice tells you what to expect when Hall Of Fame Collection Archives collects personal information. This can be anything that identifies a living individual. It applies to information we collect about people who engage with us through

Our website:

  • people who access our online content
  • people who contact us, or respond to surveys through our website
  • people who upload material to our website in a professional capacity
  • people who contribute to our website by way of tagging, or comments

Find more information on cookies & information we collect online

Our services and activities:

  • people who book events, talks and exhibitions, training courses (find more information on booking events) 
  • people who complete a transaction with us – from our registry services or by authorized downloading of archival records
  • people who contact us with an enquiry, or to ask for information (a subject access request), or to make a freedom of information request
  • people who have signed up tom our mailing list and to receive information from Hall Of Fame Collection Archives
  • people who engage with us professionally, for example from insurance providers, legal authorities, and from the wider archival sectors
  • people involved in collaborative academic partnerships
  • people who undertake tasks for Hall Of Fame Collection Archives: staff, contractors, consultants, and volunteers (information about how we process their personal information can be found on Hall Of Fame Collection intranet)

If you are applying for a job with us, please see the careers section.

Our archival collections:

They are made available in accordance with the Freedom of Information Act 2000, as amended by the Data Protection Act 2018. This includes records created by Hall Of Fame Collection Archives itself.

Legal basis for processing your information

In order to collect, create or otherwise process your personal information for all these activities, Hall Of Fame Archives (as data controller) must have a legal basis for doing so under data protection legislation.

Under the direction for Digital, Culture, Media, in the form of a statutory obligation under the Public Records Act 1958, to process personal information in order to secure and to make accessible Hall Of Fame Collection Archives’ records, and to deliver its services as widely as possible.

Depending on the circumstances, we may also process your personal information because you, or your legal representative, have given us your consent (which you can withdraw at any time). By giving us your consent you are agreeing to Hall Of Fame Collection Archives processing your information in accordance with this privacy notice.

Consent is not the only legal basis under which we can acquire and process your personal information. We do not require your consent to process your personal information if

    • you have entered into a contract with us
    • you have made this information publicly available yourself
    • it is required by law
    • it is necessary for legal cases
  • it is to the benefit of the public in general
  • it is necessary for archiving, research, or statistical purposes – so long as certain conditions are met.

Circumstances under which we might process your information

 
Processing your personal information is required in order to:
  • give you access via a reader’s original archival documents and to safeguard the integrity of our collection
  • send you marketing information we think you might find useful or which you have requested from us – including our regular email updates, and information about events and services – and to inform you of new services we will be providing or we consider will be of interest to you
  • conduct research and data analysis and develop statistics to better understand the use made of our registry and our archival collection, including event attendance and trends
  • promote Hall Of Fame Archives, our courses and events, and for inclusion in educational/training material
  • administer your attendance at any workshops, programmes or events you sign up to
  • arrange and manage any contracts for the provision of any services or products: for example, downloading records and/or registries
  • manage the security of our facilities 
  •  manage the security of our IT systems
  • manage your interactions with our website
  • comply with safety requirements
  • answer your queries
  • gather evidence for possible grievance or disciplinary hearings
  • investigate possible fraudulent use owns/or abuse
 
The  information that is necessary  for this  purpose is:
  • your name and address
  • a record of the documents you have  ordered
  • your contact details
  • your marketing preferences
  • images in video and/or photographic form
  • contact details
  • transaction and payment information (we do not hold bank account or credit card details)
  • records of your interactions with us
  • records of your usage of our IT systems and online portals
  • email address
  • username
 
Hall Of Fame Collection Archives’ lawful basis for using your information
 
This is necessary for the exercise of our official authority by regulating the conditions under which authorized representatives may inspect public and other records.
 
Consent freely given by you when opting in to receive our regular email updates or other communications from us. You may withdraw your consent at any time by clicking on ‘unsubscribe’ in the emails that we send, or by contacting us directly at info@halloffamecollection.com
 
This is necessary to perform our legitimate interest with you to ensure that our audience is targeted and relevant. Any research undertaken will be done in accordance with safeguards in data protection legislation.
 
Where you (including our staff) have given us your explicit consent to do so.
 
This is necessary under your contract with us to enable us to register you and properly manage and administer your collection(s). If you are signing up via a separate organisation, you will also have a contract with them.
 
This is necessary to enable us to properly administer and perform any contract for the provision of any services you have acquired from us.
 
We have a legal obligation to provide you and everyone who visits or works at our premises with a safe environment.
 
We have a legitimate interest to provide query handling services to you, and official authority to process your requests under the Data Protection and Freedom of Information Acts.
 
We have a legitimate interest in doing so to provide a safe and fair environment for all staff and members of the public, and to ensure the effective management of any disciplinary hearings, appeals and adjudications.
 
We have a legitimate interest in identifying and investigating potentially fraudulent claims and payments.
 

Sharing your personal information outside Hall of Fame Collection Archives

Third parties will not have access to your personal information unless the law allows them to do so.

Use of data processors

Data processors are third parties who provide elements of our services for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will hold it securely and retain it for the period we instruct.

Sharing with third parties outside of a contract

We sometimes need to share your information with third parties. We will do this securely and with a data sharing agreement in place.  As an Archival Registry, we have a duty to abide by the terms under the Data Protection and Freedom of Information Acts, and to cooperate with any law-enforcement bodies, including law enforcement agencies, who have a requirement through court order to see what personal information we may have about you and/or your collection(s).

We do not sell your information to any other organisations.

Acquiring information from third parties

If we have acquired your information from a third party we will have ensured that the organisation obtained your freely-given consent for this.

If we invite you to an event or to take part in a survey, we may use a separate organisation to administer the booking or the survey. You will be giving your information directly to them and they will process it, and pass the necessary details to us. We recommend that you read their Privacy Notice.

Retention of your personal information

We keep your personal information for no longer than is necessary to fulfil the purposes for which it was collected, as described above or in another privacy notice provided to you, taking into account the requirements from the following criteria:

  • any laws or regulations that we are required to follow
  • whether we are in a legal or other type of dispute with each other or any third party
  • the type of information that we hold about you
  • whether you are still signed up to our services
  • retention in case of queries: we will retain it for a reasonable period in case of further queries from you
  • retention in case of claims: we will retain it for the period in which you might legally bring claims against us.

If you unsubscribe from our newsletter, we will keep a record of the fact that you have unsubscribed.

If you would like further information about our information retention practices, please contact us. 

Your rights over your personal information

Data protection legislation gives you various rights over your information.  These may include (as relevant) the right to:

  • Access information held about you: you must provide us with valid ID, and with enough information to enable us to identify your personal information. In certain circumstances, under data protection legislation, we may not be required to provide all the details of personal information held. You are only entitled to your own personal data, and not to information relating to other people. If your request is manifestly unfounded or excessive, we can request a “reasonable fee” to deal with the request; or refuse to deal with it. We will provide you with an explanation of this decision.
  • Amend and rectify personal information that is inaccurate and notify any third party recipients of the necessary changes. If your information is in our archival collection we will not alter the record. It may be to your advantage to have this documentary proof that a record was incorrect. We will, however, consider adding the correct information to the archival record.
  • Request restriction of information processing concerning you or to object to processing of your personal information.
  • Request the erasure of your personal information where it is no longer necessary for us to retain it. If your information is in our archival collection, we will consider withdrawing public access to it: please see our takedown and reclosure policy.
  • Data portability, including to obtain personal information in a commonly-used, machine-readable format in certain circumstances, such as where our processing of it is based on a consent. This is to assist you if you wish to transfer your information to another organisation. This does not apply to information in our archival collections.
  • Object to automated decision-making, including profiling (if any) that has a legal or significant effect on you as an individual and the right to object to marketing.
  • Withdraw your consent to any processing for which you have previously given that consent, without affecting the lawfulness of any processing based on your consent prior to its withdrawal.

Please see the details in the contact us  section if you wish to exercise any rights. We endeavour to acknowledge requests within three working days (Excluding weekends and statutory holidays) and to supply the appropriate response and information promptly and within the relevant statutory timescale (usually one month).

Processing your personal information outside of America

Most countries process personal information according to the General Data Protection regulations, which requires them to have a legal basis for processing it, and gives you rights over your information. Countries outside of America, although they may have their own Data Protection legislation, will not be subject to the same regulations.

Accordingly, we exercise particular care if we need to send your information outside of America. This ranges from arranging secure methods of transferring it to ensuring that we have a robust contract in place with any third party. If necessary we may send specialist IT staff abroad to inspect and approve the conditions under which your information would be processed.

We comply with the government’s current policy for off-shoring (processing outside of America).

We will take all practical steps to make sure your personal information is not sent to a country that is not seen as ‘safe’ either by the aforementioned governments.

If you are accessing our services from outside the Americas then any information you send or receive from us will, of necessity, be transferred via a non-specified country.

Keeping personal information secure

Hall Of Fame Collection Archives takes the technical and organisational security of all the information it holds very seriously. All our staff receive training in how to handle personal data when they join us and have to take an annual refresher course. We protect your information using varying levels of encryption. We also make sure that any third parties with which we deal have an obligation to keep all personal information they process on our behalf secure by penalty of law.

Archival collections

Hall Of Fame Collection Archives has a statutory obligation to permanently preserve the archives of the public and private historic records, and to make them available for use. These are documents (including files, maps, pictures, posters, etc- in digital form) for purposes of administration and jurisdiction.

We guarantee access to this archival material while observing the protection of private or public interests. In principle, every person has the right to access the documents in the Hall Of Fame Archives upon request.

Your information will be handled according to the safeguards in data protection legislation for archiving in the public interest. This means that we apply the same standards to handling this information, except that some of your rights have a limited application – see the Your rights over your personal information (WHAT DO I LINK HERE? section above. Hall Of Fame Collection Archives has co-produced detailed guidance about data protection legislation as applied to archives in America.

We allow third party publishers to digitise some of our records for online use. We and our publishers make every effort, taking into account the content and condition of the material, to avoid putting personal information online that may cause damage or distress to individuals. As data processors, our publishers must comply with data protection legislation; in particular, they have a duty to assist you in exercising your rights over your personal information.

We, or our publishers, may use automated profiling to calculate when personal information that is closed for a person’s lifetime can be made open. To do this we assume a lifespan of 100 years. This may result in information on people who are aged over 100 being made public. If this is the case, please contact Hall Of Fame Collection.

People who use information from the archives have a duty, under data protection legislation, not to use that information in a way which may cause distress or damage. You should also be aware that, just because information is in the public domain, it does not necessarily make it lawful for you to make it public. Personal information is not covered by the Open Government Licence and may also be subject to copyright. Find more information about copyright.

Where to find out more

Contact us

We welcome comments or queries about this privacy notice and our information handling practices.

If you wish to provide comments, update any of your preferences or exercise any of your rights you can contact us We will respond to you within ten days of receiving your enquiry.

 

Postal address: Hall of Fame Collection 700 12th Street Northwest Suite 700 Washington, DC 20005

 

Information on data protection

Data protection policy (PDF) 

 

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