The Rifles & RGBW Regimental Association

Supporting veterans from Gloucestershire's, Berkshire's and Wiltshire's infantry regiments

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Regimental Association Privacy Policy

Objectives of the Association

1. The objects of The Rifles and The Royal Gloucestershire, Berkshire and Wiltshire Regimental Association, Registered Charity Number 1038562, ("the Association" and "the Objects") are to promote the efficiency of the Army by:

(a) Maintaining contact between past or present members of The Rifles ("the Regiment") and The Royal Gloucestershire, Berkshire and Wiltshire Regiment ("RGBW"), The Gloucestershire Regiment (28th and 61st), The Royal Berkshire Regiment (Princess Charlotte of Wales's), The Wiltshire Regiment (Duke of Edinburgh's), The Duke of Edinburgh'sRoyal Regiment (Berkshire and Wiltshire) and The Royal Gloucestershire, Berkshire and Wiltshire Light Infantry ("the Former Regiments"), fostering mutual friendship and providing social gatherings for them;

(b) Fostering esprit de corps, comradeship and welfare of the Regiment and preserving its traditions and those of the Former Regiments;

(c) Relieving, either generally or individually, past and present members of the Regiment and the former Regiments, their families and dependants who are in conditions of need,hardship or distress ("Beneficiaries").


Legitimate Interest

2. To enable the Association to fulfil its remit and communicate effectively with its members and branches it inherited, from the former county offices of the Rifles located in Gloucester and Salisbury/Winchester, the personal data of those who served in our antecedent Regiments. This data, or Personal Identifiable Information (PII), held by the Association consists of:

Member’s Name
Address
Phone Numbers
E-mail

3. Having inherited this data under the former regulation (Data Protection Act 1998) the Association conducted a Legitimate Interest Assessment (LIA), to confirm that it has a Legitimate Interest to hold members personal data in compliance of the General Data Protection Regulation (GDPR), that becomes effective on 25 May 2018. Any Asssociation member wishing to see the LIA may do so by following the GDPR link on the Association web site (https://www.rgbw-association.org.uk/legitimate-interest-assessment) or contacting the Association Data Protection Officer (DPO) on (This email address is being protected from spambots. You need JavaScript enabled to view it.).

4. The former members of the Regiments although predominantly living in the three recruiting counties also reside across the length and breadth of the nation. Communication with this dispersed membership is essential if the Association is to meet its Charitable Objectives. Modern communications increasingly rely on the electronic medium, email or SMS, though it must be recognised that there is still a sizeable membership reliant of posted mail to receive information.

5. Holdings this PII will enable the Association to centralise the data so that it may be used to produce lists based on either an antecedent regiment basis, a county basis or an association wide basis. Allowing the association to tailor the dissemination of information so it reaches the intended audience

The Association commitment to its members

6. The data held by the Association will only be used for Association matters. Should the Association be approached by those Welfare organisations supporting former members of the Armed Forces, no personal data will be handed over unless the Association has been given the express permission of that individual to do so. In the event of the Association member becoming deceased the Association would need the expressed consent of the Next of Kin.

7. In the interest of being able to produce suitable obituaries or notes for eulogies the Association may hold additional personal information concerning a member’s service career, if the individual has voluntarily provided that information.

8. The Association will make every effort to ensure that the personal data held is up to date and accurate. Member of the Association may ask a copy of their personal data, from either the DPO or the Association Secretary (This email address is being protected from spambots. You need JavaScript enabled to view it.) and should receive a free copy within one month of their request.

9. The PII held will on the Association lap top, held by the Secretary, which is password protected and the data stored on a spreadsheet programme will also be password protected. The data will be held for the duration of a member’s lifetime and those details relating to a member’ service once used for a eulogy or obituary will be deleted.

10. The Rifles and RGBW Web site has a member’s element where those who join provide personal data. That Personal data is password protected to the individual member and is encrypted within the web site itself.

11. Should any member feel the Association has failed to meet the standards of the Privacy Policy or that their own PII has been compromise they have the right to complain to the Information Commissioner’s Office (https://ico.org.uk/concerns/)

Rights of the Individual Members

11. Members, on request, have the right of access to their PII held by the Association them and may do so by asking the Association Data Protection Officer (This email address is being protected from spambots. You need JavaScript enabled to view it.).

12. Any member has the right to make corrections to the PII held. They should do so by contacting the Association Secretary (This email address is being protected from spambots. You need JavaScript enabled to view it.) and providing the amendments they wish to have made to their PII.

13. A member may also have the right to restrict who uses or receive details of their PII and should do so by informing the Association’s Data Protection Officer of the restriction they wish placed on their PII by contacting the DPO (This email address is being protected from spambots. You need JavaScript enabled to view it.).

14. It is the right of every member to have their personal data completely removed from the Association’s database and that may be initiated by contacting the Association Secretary (This email address is being protected from spambots. You need JavaScript enabled to view it.) or the DPO (This email address is being protected from spambots. You need JavaScript enabled to view it.). Removal from the database effectively means leaving the Association.

Method of Communicating to the Membership

14. The Association will use the most practical and efficient means to communicate with its members; using any combination of written, telephone or electronic communications.

15. The Association Secretary uses Mailchimp to send emails to multiple recipients. Mailchimp is itself GDPR compliant and if anyone wishing to view Mailchimp’s own Privacy Policy they can do so by visiting https://mailchimp.com/legal/privacy/

Security of PII

16. The Association will appoint a Data Protection Officer (DPO) and until that appointment is officially made the Chairman of the Association will fill that role. The PII, is held on a password protected programme within a password protected laptop in the possession of the Association.

Consent

17. Under the Privacy and Electronic Communication (EC Directive) Regulations for the Association to sends out communications on association activities the Association is now required to have each member’s consent as to which method of communication they wish to receive. This is a fundamental change, members now must consent to receiving information, if the association does not have that consent you will not be included on the distribution. Consent may be given by completing the proforma electronically, phoning in and giving you consent or writing to the Association.

18. So that the Association is in line with the Privacy and Electronic Communications Regulations, members are asked to complete the form to be found at Annex A. By completing the form and providing the information and submitting it to the association, it is providing members with the opportunity of ensuring the details we have inherited are up to date and correct.

Alternative Methods of Contacting the Association

19. For those members who prefer to phone in or write the contact details are as follows:

Address for Correspondence

Association Secretary/ Association Chairman/DPO
Rifles and RGBW Regimental Association
The Wardrobe
58 The Close
Salisbury
Wiltshire
SP1 2EX

Telephone Contact:

Association Secretary:
Association Chairman/DPO: 07388224129

Signed by: MJ Cornwell

 

Role: Chairman of the Association

 

 

Date: 15 May 2018

 

Review Date: 14 May 2019

Site Last Modified

  • Last Modified: Wednesday 17 October 2018, 16:41:19.