Your privacy is important to us and we take our role in maintaining your privacy very seriously. The following paragraphs detail who runs this website, our specific policies, and what that means for you.
This website (https://archives.soton.ac.uk/) and other associated domains is an archive catalogue/search portal for the collections held by University of Southampton Special Collections. You are welcome to use, browse, and search the information on this site, subject to our terms and conditions. The website is delivered on the Epexio archive platform, and is hosted and provided by Metadatis Ltd on behalf of University of Southampton Special Collections.
While using this website, some information about you may be captured or stored relating to your browsing history. Anonymised usage information may be used to help improve this website and the underlying Epexio product. Certain features of this website may require you to provide additional information (such as an email address), when this is the case, we only use the information for the purpose described (such as emailing you a notification).
We hope you enjoy your visit to this website.
The Epexio Team
Who we are
https://archives.soton.ac.uk/ is a site provided by Metadatis Ltd on behalf of University of Southampton Special Collections.
Metadatis Ltd (we/us) is a limited company registered in England and Wales under company number 09152120. Our registered office address is:
100 Main Street
Under data protection law, Metadatis Ltd act as a data processor for your personal data. We are registered under the ICO number ZA246788.
The data controller is University of Southampton Special Collections. Their registered address is:
University of Southampton, University Road, Southampton, SO17 1BJ
Metadatis Ltd are committed to protecting and respecting your privacy. We process your data only for the purpose it was intended for, and would never sell your data in any form. This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.
Information we may collect from you
We may collect and process the following data about you:
Contact us submissions
Information submitted to one of our ‘Contact us’ forms is processed by us and passed on to University of Southampton Special Collections by email. We transmit email over a TLS (secure connection), but email is not a guaranteed secure transmission, and we recommend that you do not include private information, such as credit card details, in your message.
We will not use this data for any other purpose than to send on to the archive team (within University of Southampton Special Collections), and will not pass it on to any other third party. The data may be stored and retained securely on our hosting platform, located within the EU.
Email a record
You may have the option to request the site to send either a record, your search results, or your saved basket of records by email. If you choose to do this, the system will process your email address. Other than retaining some anonymised usage information for system analysis, we will not use this data for any other purpose, and will not pass it on to any other third party. Any data we store will be securely on our hosting platform, located within the EU.
User Generated Contributions
From time to time, University of Southampton Special Collections may choose to invite the public to contibute to the Catalogue and the descriptive data held within in it.
You may have the option to submit your own suggestions, amendments, or other content to the site. When using these contribution features, it is your responsibility to ensure that you do not upload content that contains personal or sensitive data and that it legal for you to upload that content. Sharing content with this site grants University of Southampton Special Collections an irrovacable license to use and incorporate this content within its archive databases.Google Analytics
The only (potentially) sensitive data point that Google Analytics routinely processes is an IP Address. IP Address are generally anonymous but can, in certain circumstances, be traced back to an individual. We have chosen to instruct Google Analytics to not store the last few numbers of each IP Address held. This allows us to see a rough indication of your location, but ensures that the IP Address used is anonymised. Technical details about this anonymisation can be found at https://support.google.com/analytics/answer/2763052
Google Analytics is used by the vast majority of websites. If you wish to opt out of Google Analytics, then the most effective way is to install a browser add-on. See here for more information.
Google Analytics information may be stored on US servers, where the transfer is governed by the EU-US Privacy Shield (see here)Cookies
Where we store your data
All the data processed by us is stored within the European Economic Area. Google Analytics information may be stored on US servers, where the transfer is governed by the EU-US Privacy Shield (see the specific section describing our use of Google Analytics, above).
Access to information
You are entitled to view, amend, or delete any personal information that we hold about you. Please email your request to email@example.com
If you have any questions about the processing of your data by Metadatis Ltd, please email firstname.lastname@example.org.