Army Families Federation (AFF) Privacy Notice
The Army Families Federation (AFF) respects the privacy of your personal data.
Please read this privacy notice carefully as it contains important information about who we are and how and why we collect, store, use and share your personal data. This notice also explains your rights in relation to your personal data and how to contact us or supervisory authorities in the event you have a complaint.
1. Who we are
Army Families Federation is a charitable incorporated organisation registered in England and Wales with registered charity number 1176393 and a charity registered in Scotland with registered charity number SC048282 having its principal office at IDL 414, Floor 1, Zone 6, Ramillies Building, Marlborough lines, Monxton Road, Andover SP11 8HJ. We collect, use and are responsible as “controller” for certain personal information about you and are regulated under the Data Protection Act 2018, along with the General Data Protection Regulation and other laws, most of which apply across the European Union and in the United Kingdom.
2. The personal information we collect and use
a. Information collected by us from you
b. Information collected from other sources
This explanation only covers the AFF website at www.aff.org.uk. Links to external websites are not covered by this policy.
Surveys / Online Forms
3. How we use your personal data
We use personal data primarily to ensure that AFF staff are able to efficiently help you with your enquiry. In addition, we use your personal data for purposes described in this Policy or disclosed to you on our site. For example, we may use your information:
a. where we have asked for your name and other identifiable data. This data will be stored on a secure database only accessible to our staff for the purpose of helping you as an Army family. It will not be passed to a third party without your prior consent.
b. if we are using data for research and statistical purposes. Evidence based reports that are drawing information from our case management database, survey forms or other similar platforms will be anonymised before being analysed. You may be asked to provide personal details to enter a prize draw. However, your details will be used for draw purposes only and not form part of the data used for statistical purposes.
c. to improve our site to ensure that content is presented in the most effective manner for you and for your computer;
d. to respond to your comments and questions and provide support to Army families;
e. as part of our efforts to keep our site safe and secure;
f. to process and deliver competition entries and prizes.
4. Who we share your personal data with
We will share personal data with law enforcement or other authorities if required by applicable law, otherwise we will not share your personal data with any other third party unless you have expressly given us permission to do so in order that we may assist you with your enquiry.
5. Reasons we can collect information and whether you have to provide it
The provision of your personal data is legitimately required to enable us to fairly and appropriately assist you with your enquiry. We will inform you at the point of collecting information from you, whether you are required to provide the information to us. The amount of personal data we will require from you will depend on the complexity of your enquiry, we will never ask you for information that is surplus to requirements.
6. How long your personal data will be kept
We will hold your personal data as listed above for a period not exceeding 6 years from the time of your last engagement with AFF. We are obliged by the OISC, the regulatory body that governs our Foreign & Commonwealth work, to maintain such data for 6 years. In the majority of other instances, we will not hold your personal data for this long and will endeavour to inform you of the time periods as appropriate in the Terms and Conditions for Surveys or Competitions.
7. Where we store your personal data and how we keep it secure
We shall collect, store and use (‘process’) your personal data in a manner that is compatible with the General Data Protection Regulation. By submitting your personal data, you agree to the obtaining of this data by AFF for us to store and process it.
We have appropriate security measures in place to prevent personal data from being accidentally lost, used or accessed in an unauthorised way. We limit access to your personal data to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
8. Your rights
Under the General Data Protection Regulation you have a number of important rights free of charge. In summary, these include rights to:
a. fair processing of information and transparency over how we use your use personal information;
b. access to your personal information and to certain other supplementary information that this Privacy Notice is already designed to provide;
c. require us to correct any mistakes in your information which we hold;
d. require the erasure of personal information concerning you in certain situations;
e. receive the personal information which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit that data to a third party in certain situations;
object at any time to processing of personal data concerning you for direct marketing;
g. object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you;
h. object in certain other situations to our continued processing of your data;
i. otherwise restrict our processing of your personal data in certain circumstances.
For further information on each of these rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the General Data Protection Regulation.
If you would like to exercise any of those rights, please:
a. email, call or write to us or contact our Data Lead;
b. provide us with proof of your identity and address; and
c. let us know the information to which your request relates.
If you would like to unsubscribe from any AFF correspondence, you can click on the link which will be displayed on all emails. To unsubscribe from Army&You magazine use the link on the home page armyandyou.co.uk or you can write to us at firstname.lastname@example.org. Please note it may take up to fourteen days for your changes to take effect.
9. How to complain
We hope that we can resolve any query or concern you raise about our use of your information. If we did anything wrong, please tell us: we want to resolve your complaint as quickly as possible – email us on email@example.com. The General Data Protection Regulation also gives you the right to lodge a complaint directly with a supervisory authority, in particular with the Information Commissioner who may be contacted at ico.org.uk/concerns or telephone: 0303 123 1113.
10. Changes to this privacy notice
Any changes we may make to our privacy notice in the future will be reflected in the version held on our web page.
11. How to contact us
Questions, comments and requests regarding this privacy notice are welcomed and should be addressed to the AFF Data lead:
Business Support Manager, Army Families Federation, IDL 414, Floor 1, Zone 6, Ramillies Building, Marlborough Line, Monxton Road, Andover, Hampshire SP11 8HJ
01264 554 004 (Option 3).