Privacy policy

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.

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 (UK, and EU where
applicable) and other laws, most of which apply across the European Union and in
the United Kingdom.

The personal information we collect and use

Information collected by us from you

  • In the course of our activities, and to assist you with your enquiry, we may
    collect some of the following personal data when you provide it to us, for
    example: your name, email address and phone number. Some of our specialists
    may need to ask you for more sensitive information in order to assist you,
    however only relevant information will be requested and recorded.
  • You may give us information about you by filling in forms on our site
    (www.aff.org.uk) or by corresponding with us by telephone, email, surveys or
    otherwise. This includes information you provide when you attend one of our
    events, participate in discussion boards or other social media functions on our
    sites, enter a competition, promotion or survey, donate funds to the charity
    and when you report a problem with our site or services.

Information collected from other sources

  • With regards to your visits to our website we may automatically collect the
    following information:
  • Browser type and version, time zone setting, country, location and operating
    platform. We also use analytics to discover which areas of the website are of
    the most interest to visitors.
  • Our website uses cookies to distinguish you from other users. This helps us to
    provide you with a good experience when you browse, allowing our web
    provider to improve our site. Cookies are small data files that may have unique
    identifiers, and reside, among other places, on your computer or mobile
    device, in emails we send to you, and on our web pages.
  • Cookies may also transmit information about you and your use of the site, such
    as your browser type, search preferences, and the date and time of your use.

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

We use Survey Monkey to conduct our surveys and create online forms. We use the
enhanced security option, SSL. SSL is short for Secure Sockets Layer, and it is a
protocol initially developed for transmitting private documents or information via
the Internet. It essentially works through a cryptographic system that secures a
connection between a client and a server. All our survey links show this by the URL
being https:// so any personal details that you have chosen to provide are
encrypted. Occasionally IP addresses may be collected purely as an auditing measure
and for no other purpose. See Survey Monkey’s Privacy Policy.

E-news

Our email marketing company is Constant Contact. If you sign up to receive our E-news your details are kept private and will not be sold or passed on to any third party. See Constant Contact’s Privacy Policy.

How we use your personal data

We use personal data primarily to ensure that AFF staff is 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:

  • 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
  • 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
  • to improve our site to ensure that content is presented in the most effective
    manner for you and for your computer
  • to respond to your comments and questions and provide support to Army
    families
  • as part of our efforts to keep our site safe and secure
  • to process and deliver competition entries and prizes.

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.

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.

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.

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 (UK, and EU where
applicable). By submitting your personal data, you agree to the obtaining of this
data by AFF for us to store and process.

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.

Your rights

Under the General Data Protection Regulation (UK and EU) you have a number of
important rights free of charge. In summary, these include rights to:

  • fair processing of information and transparency over how we use your personal
    information
  • access to your personal information and to certain other supplementary
    information that this Privacy Notice is already designed to provide
  • require us to correct any mistakes in your information which we hold
  • require the erasure of personal information concerning you in certain situations
  • 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
  • object to decisions being taken by automated means which produce legal
    effects concerning you or similarly significantly affect you
  • object in certain other situations to our continued processing of your data
  • 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) or
your national data protection authority (if relating to GDPR EU).

If you would like to exercise any of those rights, please:

  • email, call or write to us or contact our Data Lead
  • provide us with proof of your identity and address; and
  • 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 http://armyandyou.co.uk/ or you can write to us at
unsubscribe@aff.org.uk. Please note it may take up to 14 days for your changes to
take effect.

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 complaints@aff.org.uk. The General
Data Protection Regulation (UK and EU, where applicable) also gives you the right to
lodge a complaint with a supervisory authority, in particular with the Information
Commissioner within the UK (https://ico.org.uk/concerns/ or telephone: 0303 123
1113), or your national Data Protection Authority within the EU
https://edpb.europa.eu/about-edpb/board/members_en.

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.

How to contact us

Questions, comments and requests regarding this Privacy Notice are welcomed and
should be addressed to the AFF Data Lead:

Business Manager, Army Families Federation, IDL 414, Floor 1, Zone 6, Ramillies
Building, Marlborough Lines, Monxton Road, Andover, Hampshire SP11 8HJ
data@aff.org.uk
01264 554 004 (Option 3).

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