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DCU Library

Archives and Special Collections

Data Protection Agreement

Introduction

I acknowledge that, during the course of my research in Dublin City University Library's Archives & Special Collections (A&SC), I may encounter archival or special collections material containing personal data relating to identifiable living individuals. This Agreement applies to all researchers using A&SC and sets out the responsibilities that apply where personal data is encountered.

I understand that Dublin City University, as data controller, processes personal data in accordance with the General Data Protection Regulation (GDPR), the Data Protection Acts 1988-2018, and related legislation. For the purposes of this Agreement, personal data means any information relating to an identified or identifiable living individual.

I understand that access to archival or special collections materials containing personal data is provided solely for the purposes of historical research, statistical research or private study, in accordance with the A&SC Access to Collections Statement, Copyright Statement and Reading Room Rules & Procedures. 

By agreeing to this Data Protection Agreement as part of the Archives & Special Collections Appointment Request Form, I agree to:

  • use any personal data encountered solely for the purposes of historical research, statistical research or private study.
  • not use personal data in any way which may cause substantial damage, distress, or prejudice to any living individual.
  • not use personal data encountered during my research to support measures or decisions relating to any identifiable living individual.
  • not disclose, share, publish, circulate, or otherwise make available personal data to any person who is not lawfully entitled to receive it.
  • ensure that any notes, transcripts, photographs, copies, or reproductions containing personal data are stored securely and protected against unauthorised access or disclosure.
  • where appropriate, anonymise personal data in any notes, publications, presentations or research outputs in accordance with applicable legislation and guidance provided by A&SC staff. 
  • comply with all applicable copyright and data protection legislation, including the GDPR and the Data Protection Acts, 1988-2018.
  • comply with all A&SC Reading Room Rules & Procedures and any instructions issued by A&SC staff regarding access restrictions or handling requirements.

I understand that failure to comply with this Agreement may result in withdrawal or refusal of access to Archives & Special Collections, and may constitute a breach of data protection legislation.

 

Compliance

Before consulting material in Dublin City University Library's Archives & Special Collections, researchers must read and comply with this Data Protection Agreement. 

Confirmation that you have read, understood and agree to comply with this Agreement is provided through the Archives & Special Collections Appointment Request Form or, where applicable, before access to collection material is granted.