301 Squadron Air Training Corps and its Civilian Committee ("We") are committed to protecting and respecting your privacy. This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.
The rules on processing of personal data are set out in the General Data Protection Regulation (the “GDPR”).
- Data controller – A controller determines the purposes and means of processing personal data. Data processor – A processor is responsible for processing personal data on behalf of a controller Data subject – Natural person.
- Personal data – The GDPR applies to ‘personal data’ meaning any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier (as explained in Article 6 of GDPR). For example, name, passport number, home address or private email address. Online identifiers include IP addresses and cookies.
- Processing – means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.
- Third party – means a natural or legal person, public authority, agency or body other than the data subject, controller, processor and persons who, under the direct authority of the controller or processor, are authorised to process personal data. This might include the Air Cadet Organisation who operate, and are responsible for, their own GDPR policy.
2. Who are we?
The 301 Sqn ATC Civilian Committee is the data controller. This means we decide how your personal data is processed and for what purposes. Our contact details are: TA Centre, Newmarket Road, Bury St Edmunds IP33 3SW. Telephone number 01284 760723
We use your personal data for the following purposes:
- To communicate internally with all staff, trustees and parents or guardians of cadets
- To allow us to receive and process any funding application
- To allow us to validate any funding application
- To carry out the internal processes of the business of 301 Sqn ATC Civilian Committee
- To provide information to you that we consider may be of future interest to you regarding our activities and funding possibilities
4. The categories of personal data concerned
With reference to the categories of personal data described in the definitions section, we process the following categories of your data:
Personal data: Title, Name, Address, Telephone number/s, Email Address, On-line presence, Images, Specific Requests, other Affiliations. We have obtained your personal data from you directly and/or publicly accessible sources such as the internet or publications.
5. Our lawful basis for processing your general personal data:
- Consent of the data subject; Received either by email or post within the context of a funding application.
- Processing necessary for the performance of a contract with the data subject or to take steps to enter into a contract:
- General enquiry, Processing of a funding application.
6. Sharing your personal data
Your personal data will be treated as strictly confidential and will be shared only within the membership of 301 Sqn ATC Civilian Committee and members of the public when authorised by the data subject to do so.
7. How long do we keep your personal data?
We keep your personal data for no longer than reasonably necessary and we only retain your data for the following purposes and use the following criteria to determine how long to retain your personal data
- When related to funding - six years, as dictated by HMRC
- For supplementary inspection by the Charity Commission - six years
- General email enquiries will be deleted twelve months from the date of last correspondence
8. Providing us with your personal data We require your personal data as it is necessary to communicate efficiently, quickly, effectively and freely with you and for you to communicate with us.
9. Your rights and your personal data
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:
- The right to request a copy of the personal data which we hold about you;
- The right to request that we correct any personal data if it is found to be inaccurate or out of date;
- The right to request your personal data is erased where it is no longer necessary to retain such data;
- The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable i.e. where the processing is based on consent or is necessary for the performance of a contract with the data subject and where the data controller processes the data by automated means);
- The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
- The right to object to the processing of personal data, (where applicable i.e. where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics).