Notice: Data Retention and Deletion Policy
The Institute of Heraldic and Genealogical Studies has adopted a Data Retention and Deletion Policy, effective 25 July 2026.
We are doing this to comply with UK data protection law, which requires us to keep personal data only for as long as we need it, and only the minimum necessary. This notice explains how long we keep information about students, research clients and informal depositors, and when we will begin deleting older records and unclaimed materials.
Students and alumni
If we awarded you a qualification, we will keep a minimal core record indefinitely. That record contains only:
- student number
- full name
- year of enrolment
- qualification awarded
- date of award
We keep this so we can verify awards, issue replacements where appropriate, and maintain an accurate historical record.
All other student information — including incomplete records, progress summaries, module marks, correspondence, application materials and supporting documents — will be kept for a maximum of six years from the latest of course completion, final examination, certificate issue or last recorded activity with us. After that it will be securely deleted.
We will begin deleting student records that are more than six years old from 16th November 2026. Alumni core data will not be deleted.
Research clients
Personal data relating to a research project will be kept for a maximum of six years from the last engagement or completion of the project, whichever is later. After that it will be securely deleted.
We will begin deleting client research files that are more than six years old from 16th November 2026.
Informal family history and research deposits
If you previously left family history or research materials with us on an informal basis (that is, not as part of a paid research commission), we will try to return them.
If you would like materials returned, please contact us by 21st December 2026 with:
- your name
- an approximate date of the deposit, if known
- a description of the materials
- a current postal address
If we do not hear from you by that date, unclaimed materials will be securely destroyed. We do not keep informal deposits permanently.
Your rights
You have the right to access your personal data and to ask us to correct it. In certain circumstances you may also ask us to delete or restrict it. We may refuse a request to delete the alumni core record if we still need it to verify a qualification or maintain our historical record.
This policy applies to information held in paper and electronic form.
The full Data Retention and Deletion Policy and our Privacy Notice are available on this website.
If you have questions, or wish to claim deposited materials, please contact our Data Protection Officer at admin@ihgs.ac.uk or write to The Data Protection Officer, 80 – 82 Northgate, Canterbury, Kent. CT11BA.
