Privacy notice – The Keep's Services


This privacy notice covers the following services:

  • The Keep’s self-service copying service
  • The Keep’s Reprographics Service (document copying service)
  • The Keep’s reader registration service
  • The East Sussex Record Offices Research Service
  • The Keep’s online ticketing system provided by Digitickets (Digital Ticketing Systems Ltd).

East Sussex County Council takes data protection seriously. Please be assured that your information will be used appropriately in line with data protection legislation, will be stored securely and will not be processed unless the requirements for fair and lawful processing can be met.

What information is being used?

In order to provide these services, we may collect: your name, date of birth, postal address, email address, telephone number and signature.

For Reader registration service, we will also collect: your age (if you are under 13), if you are a student for University of Sussex and whether you request an accessible seat when you visit The Keep.

How will your information be used?

We use your information to provide you with the service in the manner you would expect and to maintain the integrity of our holdings.

We aim to maintain high standards, adopt best practice for our record keeping and regularly check and report on how we are doing. Your information is never sold for direct marketing purposes.

Our staff are trained to handle your information correctly and protect your confidentiality and privacy.

Your information is not processed outside of the European Economic Area.

How long will your information be kept for?

6 years.

Sharing your information

We may use the information we hold about you to assist in the detection and prevention of crime and breaches of our own and third-party copyright.

Any sharing of personal data is always done:

  • on case-by-case basis
  • using the minimum personal data necessary
  • with the appropriate security controls in place
  • in line with legislation.

Information is only shared with those agencies and bodies who have a "need to know" or where you have consented to the sharing of your personal data to such persons.

We may use the information we hold about you to assist in the detection and prevention of crime or fraud. We may also share this information with other bodies that inspect and manage public funds.

Use of third party organisations

East Sussex County Council may share your information with trusted external organisations to process your data on our behalf.

We use Digital Ticketing Systems Ltd for one of our services listed. More details about their privacy notice can be found on their website.

Any organisation commissioned by the Council will be under contractual obligation to comply with data protection legislation.

Your rights

Under data protection legislation, you have the right:

  • to be informed why, where and how we use your information
  • to ask for access to your information
  • to ask for your information to be corrected if it is inaccurate or incomplete
  • to ask for your information to be deleted or removed where there is no need for us to continue processing it
  • to ask us to restrict the use of your information
  • to ask us to copy or transfer your information from one IT system to another in a safe and secure way, without impacting the quality of the information
  • to object to how your information is used
  • to challenge any decisions made without human intervention (automated decision making)

Please visit data subject rights for further details.

How to find out more or complain

Should you have any further queries on the uses of your information, please speak directly to our service:

Team Manager Heritage and Records Management
The Keep, Woollards Way
East Sussex
BN1 9BP.

To complain about the use of your information, please contact our Customer Services Team or our Data Protection Officer.

Further information on making a complaint.

You can also contact the ICO for further information or to make a complaint:

Information Commissioner's Office
Wycliffe House
Water Lane
Cheshire SK9 5AF

Phone: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number.

Email ICO

Report a concern on the ICO website