The Rifles & RGBW Regimental Association

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

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Data Protection Policy

DATA PROTECTION POLICY FOR RHQ RIFLES AND COUNTY OFFICES

Introduction

RHQ Rifles and its County Offices are required to keep a certain amount of information on veterans,association members and other individuals. This allows the RHQ and the County Offices to keep their members up to date on events, assist them with benevolence and keep them informed generally. To comply with the law, information must be collected and used fairly, stored safely and not disclosed to any other person unlawfully.

To do this RHQ Rifles and its County Offices must comply with the Data Protection Principles which are set out in the Data Protection Act 1998.

In summary these state that personal data shall:
' Be obtained and processed fairly and lawfully and shall not be processed unless certain conditions are met.

' Be obtained for a specific and lawful purpose and shall not be processed in any manner incompatible with that purpose.

' Be adequate, relevant and not excessive for that purpose ' Be accurate and kept up to date

' Not to be kept for longer than is necessary for that purpose

' Be processed in accordance with the data subject's rights

' Be kept safe from unauthorised access, accidental loss or destruction

' Not transferred to a country outside the European Economic Area, unless that country has equivalent levels of protection for personal data.

RHQ Rifles, County Ofiices and all stafi or others who process or use personal information must ensure the]/follow these principles at all times.
Status of this Policy

This policy does not form part of the formal contract of employment for staff but it is a condition of employment that staff will abide by the rules and policies of the MOD. Failure to follow the policy can result in disciplinary action.

Any person who considers the policy is not being followed or is unsure of the policy should raise the matter with their Line Manager or Data Protection Officer, (Assistant Regimental Secretary
Infrastructure).

Data Security

All staff including County Offices are responsible for ensuring that:

' Any personal data that they hold is kept securely.

' Personal information is not disclosed either orally or in writing or via Web pages or by any other means, accidentally or otherwise, to any unauthorised third party.

Personal information should if computerised, be coded, encrypted or password protected both on a local hard drive and on a network drive that is regularly backed up. If a copy is kept on a diskette or other removable storage media, that media must be kept in a locked filing cabinet, drawer or safe.

Consent

Personal data can only be processed with the consent of the individual therefore all personal records held by RHQ Rifles / County Offices must be with the consent of the individual. RHQ Rifles and County Offices are to ensure a Privacy statement has been completed by the individual of whose record they wish to hold.
Training

All staff are required to complete the following training annually:

' Protecting Information Level 1 -all staff

' Protecting Information Level 2 — Managers only

Conclusion

Compliance with the 1998 Act is the responsibility of RHQ Rifles and County Offices. Any deliberate breach of the data protection policy may lead to disciplinary action. Any questions or concerns about the interpretation or operation of this policy should be taken up with the RHQ Data Protection Officer, (Assistant Regimental Secretary Infrastructure).

Website Terms and Conditions

(1) Introduction

 These terms and conditions govern your use of our website; by using our website, you accept these terms and conditions in full. If you disagree with these terms and conditions or any part of these terms and conditions, you must not use our website.

 You must be at least 18 years of age to use our website. By using our website and by agreeing to these terms and conditions] you warrant and represent that you are at least 18years of age.

Our website uses cookies. By using our website and agreeing to these terms and conditions, you consent to our use of cookies in accordance with the terms of our privacy policy / cookies policy.

 (2) License to use website

Unless otherwise stated, we or our licensors own the intellectual property rights in the website and material on the website. Subject to the license below, all these intellectual property rights are reserved.

You may view, download for caching purposes only, and print pages from the website for your own personal use, subject to the restrictions set out below and elsewhere in these terms and conditions.

You must not:

(a) republish material from this website (including republication on another website);

(b) sell, rent or sub-license material from the website;

(c) show any material from the website in public;

(d) reproduce, duplicate, copy or otherwise exploit material on our website for a commercial purpose;

(e) edit or otherwise modify any material on the website; or

(f) redistribute material from this website except for content specifically and expressly made available for redistribution (such as our newsletter).

 Where content is specifically made available for redistribution, it may only be redistributed within your organisation.

(3) Acceptable use

You must not use our website in any way that causes, or may cause, damage to the website or impairment of the availability or accessibility of the website; or in any way which is unlawful, illegal, fraudulent or harmful, or in connection with any unlawful, illegal, fraudulent or harmful purpose or activity.

You must not use our website to copy, store, host, transmit, send, use, publish or distribute any material which consists of (or is linked to) any spyware, computer virus, Trojan horse, worm, keystroke logger, rootkit or other malicious computer software.

You must not conduct any systematic or automated data collection activities (including without limitation scraping, data mining, data extraction and data harvesting) on or in relation to our website without our express written consent.

You must not use our website to transmit or send unsolicited commercial communications.

You must not use our website for any purposes related to marketing without our express written consent.

(4) Restricted access

Access to certain areas of our website is restricted. We reserve the right to restrict access to other areas of our website, or indeed our whole website, at our discretion.

If we provide you with a user ID and password to enable you to access restricted areas of our website or other content or services, you must ensure that that user ID and password is kept confidential.

We may disable your user ID and password in our sole discretion without notice or explanation.

(5) User generated content

In these terms and conditions, “your user content” means material (including without limitation text, images, audio material, video material and audio-visual material) that you submit to our website, for whatever purpose.

You grant to us a worldwide, irrevocable, non-exclusive, royalty-free license to use, reproduce, adapt, publish, translate and distribute your user content in any existing or future media. You also grant to us the right to sub-license these rights, and the right to bring an action for infringement of these rights.

Your user content must not be illegal or unlawful, must not infringe any third party's legal rights, and must not be capable of giving rise to legal action whether against you or us or a third party (in each case under any applicable law).

You must not submit any user content to the website that is or has ever been the subject of any threatened or actual legal proceedings or other similar complaint.

We reserve the right to edit or remove any material submitted to our website, or stored on our servers, or hosted or published upon our website.

Notwithstanding our rights under these terms and conditions in relation to user content, we do not undertake to monitor the submission of such content to, or the publication of such content on, our website.

(6) Limited warranties

We do not warrant the completeness or accuracy of the information published on this website; nor do we commit to ensuring that the website remains available or that the material on the website is kept up-to-date.

To the maximum extent permitted by applicable law we exclude all representations, warranties and conditions relating to this website and the use of this website (including, without limitation, any warranties implied by law of satisfactory quality, fitness for purpose and/or the use of reasonable care and skill).

(7) Limitations and exclusions of liability

Nothing in these terms and conditions will: (a) limit or exclude our or your liability for death or personal injury resulting from negligence; (b) limit or exclude our or your liability for fraud or fraudulent misrepresentation; (c) limit any of our or your liabilities in any way that is not permitted under applicable law; or (d) exclude any of our or your liabilities that may not be excluded under applicable law.

The limitations and exclusions of liability set out in this Section and elsewhere in these terms and conditions: (a) are subject to the preceding paragraph; and (b) govern all liabilities arising under the terms and conditions or in relation to the subject matter of the terms and conditions, including liabilities arising [in contract and/or in tort.

To the extent that the website and the information and services on the website are provided free-of-charge, we will not be liable for any loss or damage of any nature.

We will not be liable to you in respect of any losses arising out of any event or events beyond our reasonable control.

We will not be liable to you in respect of any business losses, including (without limitation) loss of or damage to profits, income, revenue, use, production, anticipated savings, business, contracts, commercial opportunities or goodwill.

We will not be liable to you in respect of any loss or corruption of any data, database or software.

We will not be liable to you in respect of any special, indirect or consequential loss or damage.

(8) Indemnity

You hereby indemnify us and undertake to keep us indemnified against any losses, damages, costs, liabilities and expenses (including without limitation legal expenses and any amounts paid by us to a third party in settlement of a claim or dispute on the advice of our legal advisers) incurred or suffered by us arising out of any breach by you of any provision of these terms and conditions, or arising out of any claim that you have breached any provision of these terms and conditions.

(9) Breaches of these terms and conditions

Without prejudice to our other rights under these terms and conditions, if you breach these terms and conditions in any way, we may take such action as we deem appropriate to deal with the breach, including suspending your access to the website, prohibiting you from accessing the website, blocking computers using your IP address from accessing the website, contacting your internet service provider to request that they block your access to the website and/or bringing court proceedings against you.

(10) Variation

We may revise these terms and conditions from time-to-time. Revised terms and conditions will apply to the use of our website from the date of the publication of the revised terms and conditions on our website. Please check this page regularly to ensure you are familiar with the current version.

(11) Assignment 

We may transfer, sub-contract or otherwise deal with our rights and/or obligations under these terms and conditions without notifying you or obtaining your consent.

You may not transfer, sub-contract or otherwise deal with your rights and/or obligations under these terms and conditions.

 (12) Severability

 If a provision of these terms and conditions is determined by any court or other competent authority to be unlawful and/or unenforceable, the other provisions will continue in effect. If any unlawful and/or unenforceable provision would be lawful or enforceable if part of it were deleted, that part will be deemed to be deleted, and the rest of the provision will continue in effect.

 (13) Exclusion of third party rights

 These terms and conditions are for the benefit of you and us, and are not intended to benefit any third party or be enforceable by any third party. The exercise of our and your rights in relation to these terms and conditions is not subject to the consent of any third party.

 (14) Entire agreement

 These terms and conditions, together with our privacy policy, constitute the entire agreement between you and us in relation to your use of our website, and supersede all previous agreements in respect of your use of this website.

 (15) Law and jurisdiction

These terms and conditions will be governed by and construed in accordance with The United Kingdom, and any disputes relating to these terms and conditions will be subject to the non-exclusive jurisdiction of the courts of The United Kingdom.

(16) Our details

The full name of our company is The Rifles and RGBW Regimental Association.

You can contact us by email to This email address is being protected from spambots. You need JavaScript enabled to view it.

Our Cookie Policy

COOKIES POLICY

Credit

This document was created using a Contractology template available at http://www.freenetlaw.com.

About cookies

This website uses cookies. By using this website and agreeing to this policy, you consent to Regimental Association of the Rifles and RGBW’s use of cookies in accordance with the terms of this policy.

Cookies are files sent by web servers to web browsers, and stored by the web browsers.

The information is then sent back to the server each time the browser requests a page from the server. This enables a web server to identify and track web browsers.

There are two main kinds of cookies: session cookies and persistent cookies. Session cookies are deleted from your computer when you close your browser, whereas persistent cookies remain stored on your computer until deleted, or until they reach their expiry date.

Cookies on our website

Regimental Association of the Rifles and RGBW uses the following cookies on this website, for the following purposes:

l Track your use of the website

l Shopping basket

l analytics

Google cookies

Regimental Association of the Rifles and RGBW uses Google Analytics to analyse the use of this website. Google Analytics generates statistical and other information about website use by means of cookies, which are stored on users' computers. The information generated relating to our website is used to create reports about the use of the website. Google will store and use this information. Google's privacy policy is available at: http://www.google.com/privacypolicy.html.

Third party cookies

When you use this website, you may also be sent the following third party cookies, which may be used for the following purposes:

l Paypal to keeptrack of you

Refusing cookies

Most browsers allow you to refuse to accept cookies.

In Internet Explorer, you can refuse all cookies by clicking “Tools”, “Internet Options”, “Privacy”, and selecting “Block all cookies” using the sliding selector.

In Firefox, you can adjust your cookies settings by clicking “Tools”, “Options” and “Privacy”.

Blocking cookies will have a negative impact upon the usability of some websites.

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: Monday 18 February 2019, 18:19:10.

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