Privacy and Confidentiality of Archived Personal Data

Your privacy is important to us. The Expatriate Archive Centre (EAC), established under Dutch law, works within the legal boundaries set by EU privacy laws and adheres to Dutch regulations concerning copyright. We only process personal data in line with the purpose for which they were provided to us and in conformity with the EU General Data Protection Regulation (GDPR).  

About us

The Expatriate Archive Centre (hereinafter: ‘EAC’) is the controller with regard to the processing of the personal data in the materials under the GDPR.  

Our contact details are:
Expatriate Archive Centre
Paramaribostraat 20
2585 GN The Hague
Chamber of Commerce: 41159441 

Which data do we collect?

We collect personal data in our archive for historical and scientific purposes. We focus on material that represents the multifaceted aspects of expatriate life. Our main focus is on unique personal writings such as letters and diaries, which can be supplemented by other relevant material like photos and films.  

These collections may contain personal data of still-living persons, which are provided to us by the donor. These data may include names, date of birth/death, nationality/citizenship, and profession. In our archive, we may also process personal data on racial or ethnic origin, political opinions, religious beliefs or other beliefs of a similar nature, trade union membership, physical or mental health or condition, and sexual orientation.  

For what purpose do we use personal these data?

The personal data contained in the archive are collected and preserved for the historical and scientific purpose of keeping the life stories of expatriates worldwide for future research.  

With whom do we share personal data?

We use the services of LAN, who take care of the online back-up of our digital files. More information about the policy of LAN can be found here: https://www.lan-services.nl/. The server is located on our own premises. 

Our archive management system runs on the Adlib software of Axiell. In order to perform updates and maintenance of this system, the staff members of Axiell may receive access to the personal data stored in our archives. More information on the privacy policy of Axiell may be found here: http://www.axiell.com/onlineprivacypolicy/. 

Taking the terms of your depository agreement into account, the EAC only makes materials in our archive available to researchers and other parties approved by the EAC. If materials of the archive are shared with volunteers, researchers, interns or other approved parties, these parties sign a confidentiality agreement.  

Security of personal data

We have taken appropriate technical measures to protect personal data against loss or other unlawful forms of processing. These measures ensure a level of security appropriate to the data that we process.  

Terms of a donation of materials into our archive are discussed and agreed upon with the donating party, on a case-by-case basis. Upon request of the donor of materials, these materials – or part thereof – can be kept closed for a number of years (maximum 50) and/or all identifying information can be disguised when it is used for research purposes.  

Retention period

The personal data that applies to our archive and is stored in our archive, will be stored indefinitely, for historical and scientific purposes. The personal data in our archive will, however, be removed or made anonymous once they are no longer necessary for the research purpose of the archive. 

Protection of Archival Material and Liability

We take great care to look after your collection. All material is kept in a climate-monitored storage facility, in acid-free folders and boxes. We do our utmost to protect your collection from loss, decay and other damage but cannot accept any responsibility for damages unless there has been a gross negligence of our duty. To help safeguard the privacy of our donors, all researchers must sign a declaration which clearly sets out the EAC’s privacy requirements, but we do not accept any liability for publications resulting from our collection.

Modifications

We reserve the right to change this privacy statement. These changes take effect at the time of implementation. If at any time you desire an updated copy of this privacy statement, please send a written request to welcome@xpatarchive.com. 

If you have any questions please contact us.

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