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STAFF Privacy Policy

Who does this policy apply to?

This policy applies to Archive Mole’s current and former employees, workers and contractors.

What is the purpose of this document?

Archive Mole is committed to protecting the privacy and security of your personal information (‘personal data’). This privacy policy describes how we collect, use, share and secure your personal data during and after your work with us, in accordance with the General Data Protection Regulation (GDPR) and related UK data protection legislation.

The type of personal information that we collect

The information that we hold about you may include the following:

  • Personal details such as name, title, address, telephone number, email addresses, date of birth, National Insurance number, nationality;

  • Banking, tax status and other financial information;

  • Salary, leave, pension and benefits information;

  • Recruitment information (including copies of right to work documentation, references and other information included in a CV or cover letter or as part of the application process);

  • Employment records (including job titles, work history, working hours, location of workplace, personal development and training records, performance information, exit interview, health and safety information and professional memberships);

  • Disciplinary and grievance information.

  • Usernames and passwords for online archive accounts.


How we get your data

We obtain the vast majority of information directly from you, through the application and recruitment process. We may also obtain information from third parties, such as employment agencies, background check providers or referees. We will collect additional information about you during your employment or work with us.


How we use your data

We use your data for a number of purposes connected with your employment or work, including appointment (e.g. payment of salary), staff management (e.g. induction, performance appraisal), and discipline or grievance processes. Under the GDPR, the lawful bases we rely on for processing this information are:

  • Your consent. You are able to remove your consent at any time. You can do this by contacting Archive Mole at

  • We have a contractual obligation. We need to process your data in order to meet our obligations or exercise rights under the contract of services or other contractual document relating to your engagement with us.

  • We have a legal obligation. We need to process your data in order to meet legal obligations, such as those relating to immigration, health and safety, and equal opportunities.

  • We have a vital interest. There may be circumstances in which it is necessary for us to process your data to protect an interest which is essential for your life or that of another person.

  • We have a legitimate interest. We need to process your data in order to meet our legitimate interests relating to the management and operation of Archive Mole. Examples include, but are not limited to, the following activities:

    • Internal reporting;

    • Management of staffing budgets;

    • Financial Audits;

    • Internal communications;

    • Administration of health and safety;

    • Business continuity


How we store your personal information

Your information is securely stored on Google Drive. All files uploaded to Google Drive folders are stored in secure, encrypted data centers.


We will retain your data for as long as you remain engaged with Archive Mole. We will delete your data within six months of your professional relationship with Archive Mole concluding.


Your data protection rights

Under data protection law, you have rights including:

  • Your right of access. You have the right to ask us for copies of your personal information.

  • Your right to rectification. You have the right to ask us to rectify personal information that you think is inaccurate. You also have the right to ask us to complete information that you think is incomplete.

  • Your right to erasure. You have the right to ask us to erase your personal information in certain circumstances.

  • Your right to restriction of processing. You have the right to ask us to restrict the processing of your personal information in certain circumstances.

  • Your right to object to processing. You have the the right to object to the processing of your personal information in certain circumstances.

  • Your right to data portability. You have the right to ask that we transfer the personal information that you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. Please contact us at if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at


You can also complain to the ICO if you are unhappy with how we have used your data.


The ICO’s address:           

Information Commissioner’s Office

Wycliffe House

Water Lane




Helpline number: 0303 123 1113

ICO website:

June 2022

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