Your personal data – what is it?
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone, or in conjunction with any other information in the possession of the person controlling the data. The processing of personal data is governed by the General Data Protection Regulation (GDPR).
Who are we?
The Reserve Forces and Cadet’s Association for the North West of England and the Isle of Man (NW RFCA) is the data controller. This means we decide how your personal data is processed and for what purposes.
How do we process your personal data?
NW RFCA complies with its obligations under GDPR by:
a. Keeping personal data up to date;
b. Storing and destroying personal data securely;
c. Not collecting or retaining excessive amounts of data;
d. Protecting personal data from loss, misuse, unauthorised access and disclosure; and,
e. Ensuring appropriate technical measures are in place to protect personal data.
We use your personal data to:
a. Enable us to provide a voluntary service for the benefit of the public in a particular geographical area as specified by our constitution;
b. Administer our membership records;
c. Manage our employees and volunteers;
d. Maintain our own accounts; and,
e. Inform you of news, events, activities and services of relevance.
What is the legal basis for processing your personal data?
a. Your acceptance for us to keep you informed about news, events, activities and services of relevance;
b. Obligations under employment, social security or social protection law, or a collective agreement;
c. Processing is carried out by a public, not-for-profit body;
d. Processing relates only to members or former members, or those who have regular contact with us in connection with those purposes; and,
e. There is no disclosure to a third party without consent.
Sharing your personal data
Your personal data will be treated as strictly confidential. We may share your contact details with the single Service Reserve Forces and Cadets Chains of Command in the region so they can keep you informed about news, events, activities and services of relevance. We will only share your data with other third parties with your consent.
How long do we keep your personal data?
Specifically, we retain data while it is still current and until you cease to be a member of the Association. Your data will then be deleted from our files with immediate effect.
Your rights and your personal data
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:
a. To request a copy of your personal data which NW RFCA holds about you;
b. To request that NW RFCA corrects any personal data if it is found to be inaccurate or out of date;
c. To request that your personal data is erased where it is no longer necessary for NW RFCA to retain such data;
d. To withdraw your consent to the processing at any time;
e. To request that the data controller provide you with your personal data and, where possible, transmit that data directly to another data controller (known as the right to data portability) where applicable;
f. To object to the processing of personal data where applicable; and,
g. To lodge a complaint with the Information Commissioner’s Office.
If we wish to use your personal data for a new purpose not covered by this Data Privacy Notice then we will provide you with a new notice explaining this new use prior to commencing processing and setting the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
To exercise all relevant rights, queries or complaints, please in the first instance contact NW RFCA.
You can contact the Information Commissioner’s Office on 0303 123 1113 or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF. Alternatively, visit their website, ico.org.uk