The Council of Reserve Forces’ and Cadets’ Association, Defence Relationship Management and the Reserve Forces’ and Cadets’ Associations (CRFCA, DRM & RFCAs) collect certain information or data about you when you access CRFCA, DRM & RFCAs websites and landing pages.
- Questions, queries or feedback you leave, including your email address if you contact CRFCA, DRM & RFCAs
- Your email address and subscription preferences when you sign up to our email alerts, and how you use our emails – for example whether you open them and which links you click on.
- Your IP address, and details of which version of web browser you used
- Information on how you use the site, using cookies and page tagging techniques
This data can be viewed by authorised people in CRFCA, DRM & RFCAs and our suppliers, to:
- Improve the site by monitoring how you use it
- Gather feedback to improve our services, for example our email alerts
- Respond to any feedback you send us, if you’ve asked us to
- Send email alerts to users who request them
- Allow you to access government services and make transactions
- Provide you with information about local services if you want it
- We may also get in touch with you regarding Defence related research
Visitors to our websites
We use a third party service, WordPress.com, which is run by Automattic Inc, to host our website. When someone visits www.rfca-wessex.org.uk WordPress collects standard internet log information and details of visitor behaviour patterns. We use this to find out things such as the number of visitors to the various parts of the site. This information is processed in a way which does not identify anyone. We do not make, and do not allow WordPress to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it. For more information about how WordPress processes data, please see Automattic’s privacy notice.
Where your data is stored
We store your data on secure servers in the European Economic Area (EEA).
By submitting your personal data, you agree to this.
When you sign up to our email alerts
We use Mailchimp for our email alerts. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-newsletter. For more information, please see Mailchimp’s privacy notice.
Some of our providers have staff and servers based outside the EEA, and stores your data in the US.
As a subscriber to our email alerts, we may contact you from time to time to ask for your feedback on how to improve our email alert service.
Click here to unsubscribe or update your preferences.
Keeping your data secure
Sending information over the internet is generally not completely secure, and we can’t guarantee the security of your data while it’s in transit.
Any data you send is at your own risk.
We have procedures and security features in place to keep your data secure once we receive it.
People who contact us via social media
We manage our social media interactions in-house.
If you send us a private or direct message via social media it will not be shared with any other organisations without additional consent from you.
People who email us
Any email sent to us, including any attachments, may be monitored and used by us for reasons of security and for monitoring compliance with office policy. Email monitoring or blocking software may also be used. Please be aware that you have a responsibility to ensure that any email you send to us is within the bounds of the law.
Job applicants, current and former Wessex RFCA employees
When individuals apply to work at Wessex RFCA, we will only use the information they supply to us to process their application and to monitor recruitment statistics. Where we want to disclose information to a third party, for example where we want to take up a reference or obtain a ‘disclosure’ from the Criminal Records Bureau we will not do so without informing them beforehand unless the disclosure is required by law.
Personal information about unsuccessful candidates will be held for 12 months after the recruitment exercise has been completed, it will then be destroyed or deleted. We retain de-personalised statistical information about applicants to help inform our recruitment activities, but no individuals are identifiable from that data.
Once a person has taken up employment with Wessex RFCA, we will compile a file relating to their employment. The information contained in this will be kept secure and will only be used for purposes directly relevant to that person’s employment. Once their employment with Wessex RFCA has ended, we will retain the file in accordance with the requirements of our retention schedule and then delete it.
Wessex RFCA Association Members and Association Database
All Association Members have been sent a GDPR form allowing Wessex RFCA to store their data on the Association Database. All personal data is held on secure servers. We may share your details with other parties for the purpose of RFCA related activities such as inviting members to Reserve and Cadet events. Personal data is never shared with third party marketing companies.
Disclosing your information
We may pass on your personal information if we have a legal obligation to do so. This includes exchanging information with other government departments for legal reasons.
We may pass your contact details to other reserve, cadet and regular service units for the purpose of invitations to RFCA, reserve, regular and cadet service events.
We will not share your information with any other organisations for marketing, market research or commercial purposes, and we don’t pass on your details to other websites.
You can find out what information we hold about you, and ask us not to use any of the information we collect.
If you’ve signed up for email alerts, you can unsubscribe or change your settings at any time.
Links to other RFCA Websites
CRFCA, DRM & RFCAs websites contain links to other websites.
Following a link to another website
Following a link to a CRFCA, DRM, & RFCAs website from another website
Complaints or queries
Wessex RFCA tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of Wessex RFCA’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.
Changes to this privacy notice
We keep our privacy notice under regular review. This privacy notice was last updated on the 3 May 2018.
Removal of personal information
If you wish to have your personal information amended or removed from our database you should contact us in writing at:
Subject Access Requests
You have the right to request access to any personal information the Association holds on you. Should you wish to see this information a Subject Access Request should be sent to:
Data Compliance Officer