43 (FIGHTER) SQUADRON ASSOCIATION DATA PRIVACY STATEMENT – May 2018
The 43 Squadron Fighting Cocks Association (‘the Association’) is committed to safeguarding your privacy. We want you to know how we collect, use, share, and keep information about you and the choices that are available to you as a member.
In this privacy statement, we describe how the Association, in its capacity as a data controller and data processor, collects, uses, shares, and keeps information about you in accordance with Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 (the General Data Protection Regulation).
The Association handles your personal data in the following ways:
Information Collected
We only collect basic personal data. This information includes your name, home address, email address, social media account addresses, and telephone numbers. This data is only ever sourced from the data you provide personally.
Use of Personal Information
We use your Personal Information to:
Security of Information
Only the President, Chairman and Secretary will be able to access your full details. Other committee members may hold limited details applicable to their roles, with the consent of the individual members concerned, eg when distributing hard copies of the annual newsletter.
We use organisational, administrative, technical and physical security measures to safeguard your Personal Information and to help ensure that your information is processed promptly and accurately. Specifically:
Information Sharing
We will share your Personal Information only with your consent, such as with:
Retention of Information
We will keep your Personal Information only for as long as we need to support your membership, unless we are required to keep it for longer periods. Specifically:
Access to Your Information
The Association encourages you to check regularly that all Personal Information held by us is accurate and up to date. If you believe that any information we hold about you is incorrect or incomplete, you may ask us to correct or remove this information from our records. The best way to do this is via a contact change request on the Association website, www.43squadronassociation.com, or directly to the Secretary via email, telephone, text or letter.
Any corrections or new information will be updated promptly.
Your Rights
You have the right to access, update, erase, change or correct your Personal Information. Specifically, you have the right to:
If you have questions about this privacy statement or how your information is handled or wish to make a complaint or exercise your rights, please contact the Honorary Secretary in the first instance.
Data Protection Roles
Under the GDPR, a Data Protection Officer (DPO) must be appointed if:
The Association does not conduct such activities, nor does it collect or use Sensitive Information. A DPO has not therefore been appointed. For enquiries relating to information management within the Association, please contact the Secretary.
The 43 Squadron Fighting Cocks Association (‘the Association’) is committed to safeguarding your privacy. We want you to know how we collect, use, share, and keep information about you and the choices that are available to you as a member.
In this privacy statement, we describe how the Association, in its capacity as a data controller and data processor, collects, uses, shares, and keeps information about you in accordance with Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 (the General Data Protection Regulation).
The Association handles your personal data in the following ways:
Information Collected
We only collect basic personal data. This information includes your name, home address, email address, social media account addresses, and telephone numbers. This data is only ever sourced from the data you provide personally.
Use of Personal Information
We use your Personal Information to:
- Administer and manage your membership
- Communicate with you through email, letter or any other electronic methods about your membership
- Communicate Association news and information (by mail, e-mail, telephone, SMS, via the internet, social media, or using other electronic means) principally via an electronic newsletter
- Allow you to give feedback and to permit us to respond
- Conduct testing (to ensure security and when we update our systems), data processing, website administration and information technology system support and development.
Security of Information
Only the President, Chairman and Secretary will be able to access your full details. Other committee members may hold limited details applicable to their roles, with the consent of the individual members concerned, eg when distributing hard copies of the annual newsletter.
We use organisational, administrative, technical and physical security measures to safeguard your Personal Information and to help ensure that your information is processed promptly and accurately. Specifically:
- Association committee members use personal IT devices to maintain and store information applicable to their roles. Access to these devices is password protected and adequate anti-virus software is installed
- When using electronic communications with a membership-wide distribution, appropriate measures will be taken to withhold member’s email addresses by use of a mailshot application or the “Bcc” facility. To facilitate Association business, committee members are deemed to have agreed to their email addresses being visible on emails requiring group discussion.
Information Sharing
We will share your Personal Information only with your consent, such as with:
- Other members via the Association membership list.
- Aviation historians researching specific historical events.
- Families of recently deceased Association members who seek support in organising funerals or memorial services.
- No personal information will be provided on deceased members unless we gain permission from families.
- We will share information on events from squadron histories and archives only where these are in the public domain, such as Jimmy Beedle’s biography, ‘The Fighting Cocks’, and National Archives.
Retention of Information
We will keep your Personal Information only for as long as we need to support your membership, unless we are required to keep it for longer periods. Specifically:
- Your Personal Information that forms part of the Association’s financial records may be stored by us for 7 years after you end your membership, due to Inland Revenue requirements;
- If we lose contact, after 2 years your information will be transferred to the Dormant List where your last given contact details will be maintained until you decide otherwise;
- If you terminate your membership and your Personal Information is no longer necessary for legal or regulatory needs, we will take reasonable steps to destroy such information securely.
Access to Your Information
The Association encourages you to check regularly that all Personal Information held by us is accurate and up to date. If you believe that any information we hold about you is incorrect or incomplete, you may ask us to correct or remove this information from our records. The best way to do this is via a contact change request on the Association website, www.43squadronassociation.com, or directly to the Secretary via email, telephone, text or letter.
Any corrections or new information will be updated promptly.
Your Rights
You have the right to access, update, erase, change or correct your Personal Information. Specifically, you have the right to:
- Withdraw your consent for our use of your Personal Information at any time, where our processing is based on your consent
- Restrict and/or object to the use of your Personal Information
- Request a copy of the Personal Information we hold about you
If you have questions about this privacy statement or how your information is handled or wish to make a complaint or exercise your rights, please contact the Honorary Secretary in the first instance.
Data Protection Roles
Under the GDPR, a Data Protection Officer (DPO) must be appointed if:
- You are a public authority (except for courts acting in their judicial capacity);
- Your core activities require large scale, regular and systematic monitoring of individuals (for example, online behaviour tracking); or
- Your core activities consist of large scale processing of special categories of data or data relating to criminal convictions and offences.
The Association does not conduct such activities, nor does it collect or use Sensitive Information. A DPO has not therefore been appointed. For enquiries relating to information management within the Association, please contact the Secretary.