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Special Collections

Data Privacy Statement


Durham University collects data from you in line with current data protection legislation. Durham University is the data controller for all the data which we collect from you, except as stated at (a) below. For information on how to contact the university or to exercise your rights in connection with this data, see the privacy notice at

This statement summarises the personal data from staff, students and members of the public, which Durham University processes in connection with the work of Culture Durham. Culture Durham brings together the diverse collections in the university's care (art, museums, archives, rare books and biological sciences), venues (Palace Green Library, Durham Castle Museum, World Heritage Site Visitor Centre, Museum of Archaeology and Oriental Museum) and cultural engagement activity.

All our collections, events, exhibitions and family activities support the statutory purpose of Durham University (for the advancement of learning).

What data do we collect from you and why?

We collect and process personal data from our learners, researchers, visitors and volunteers in order to provide access to the buildings and collections in our care.

We also process your personal data to enable us to administer our services and to fulfil our contractual obligations to you.

If you wish, you may opt in to receiving information from us in relation to our buildings, collections, exhibitions, family activities and other events. If you are receiving this information, you may opt out at any stage by contacting us at

We also process some personal data on behalf of both Durham Cathedral (when providing access to their collections), and the Friends of the Oriental Museum (membership application forms).

In each case, we collect only as much personal data as is necessary to provide the access and services concerned, in line with current data protection legislation and professional standards.

How do we look after your data and how long will we keep it?

We will retain your data within secure systems and protect it from loss, misuse, unauthorised access and disclosure. We will pass on data collected on behalf of other groups (as below), without retaining it within our own systems. Most other data will be kept only as long as required to provide our services or in line with professional standards for the management of collections in our care. Some data may be retained for archiving purposes. See our full privacy notice for further details.

Will we ever share your data outside Durham University?

We will not share your personal data with any other organisation except in the following circumstances:

a) data processed on behalf of Durham Cathedral or the Friends of the Oriental Museum will be passed on to those organisations, and not retained by us;

b) contractors may process data on our behalf (for instance, to manage our servers or systems), subject to strict contractual safeguards to ensure the safe and confidential processing of personal data at all times;

c) as part of occasional partnership projects (as outlined in separate privacy notices for each project).

Correcting your personal data and objecting to its retention

Please contact us at at any time if you wish to correct any data that we hold on you, object to its continued retention or to opt out of marketing from us.

27 April 2018