Terms and conditions Suffolk Archives registration

The information that you have submitted to register with The Hold will be stored and used by us provide services to you in accordance with the General Data Protection Regulations 2018.

How we look after your information

We make data protection an essential component of the core functionality of our processing systems and services. We only use data processors that provide sufficient guarantees of their technical and organisational measures for data protection by design. We only process your personal data that we need for our purposes, and we only use the data for those purposes.

When we ask for personal information we promise:

  • to make sure you know why we need it
  • to ask only for what we need, and not to collect too much or irrelevant information
  • to protect it and make sure nobody has access to it who shouldn't
  • to make sure we don't keep it longer than necessary

Accounts will be deleted after a year of inactivity. If you wish to withdraw your consent for Suffolk Archives to hold your data please email [email protected] with your user name and details.
Your request will be acknowledged within 5 working days and processed within 10 working days.
Our Privacy notice can be found here

In return we ask you to:

  • give us accurate information; and
  • tell us as soon as possible if there are any changes, such as a new address.

This helps us keep your information reliable and up to date

Reader’s Tickets

Reader’s tickets are issued on provision of proof of identity and address and are non-transferable. A validated Reader’s account will be usable for three years and on expiry can be renewed with proof of current identity and address. Access to the searchroom and consultation of documents is only permitted with a valid Reader’s ticket. All tickets are non-transferable. Only one current reader’s ticket may be held per person. Lost or stolen tickets must be reported immediately. Ticket holders are responsible for any use of a ticket issued to them unless and until they have reported it stolen. A replacement charge will be made for lost cards.

Conditions of Access

Researchers are expected to observe the specific conditions regulating access to and reproduction of individual collections, especially in relation to copyright and data protection. Regulations for use of material are available on Suffolk Archives website and copies can be obtained in the searchroom.

Researchers are required to make use of personal data contained within documents in compliance with the General Data Protection Regulation (GDPR). Your research cannot be used to support measures or decisions with respect to particular individuals and cannot 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 life span of 100 years). You shall not make the results of your research available in a form that identifies any data subject without the consent in writing of the data subject or the data controller.

Further information about specific conditions governing the collections will be provided by staff on request.