THE 6th QUEEN ELIZABETH’S OWN GURKHA RIFLES
REGIMENTAL ASSOCIATION (6GRRA) GENERAL DATA PROTECTION REGULATION (GDPR)
How we will use your information when you give your data to 6GRRA or you sign up as a new member
This document explains why we ask for your personal information, how we store and use it, for how long, with whom we may share it and what your rights are.
Why we ask for your personal information
We want you to continue to be a member of the 6GR Association and we want to be able to contact you about our Association events and other Gurkha Brigade Association (GBA) events. By consenting to us holding your information we can administer membership and subscriptions and keep you informed about the various activities and events that are due to take place.
How we store and use your information
The personal information you consent to give us is stored in database format on the personal computer of the 6GRRA Honorary Secretary which can only be accessed by him. Specifically, email addresses are held in Microsoft Outlook (for regular communication), names and postal addresses are held in Microsoft Excel (for envelope labels) and all the personal information you provide (full name, address, telephone number and email address) is stored in Microsoft Word (for annual production of the Address Book). The computer is located in his private residence and is password protected. It has suitable anti-virus software which ensures we are fully compliant with GDPR in relation to the physical security of the information held. This will be a fully managed ‘database’ and there are procedures and policies in place in order to keep your information protected from misuse in accordance with the GDPR.
For how long do we keep your information
If you normally pay a subscription every year, but for some reason stop doing so, we will hold your data for a maximum of 6 years or until death whichever is the earlier. If you have signed the Consent Form, and continue to pay your subscription, we will maintain your records until you tell us you would like us to delete them or until death.
With whom is your data shared.
The data collected will only be shared with the GBA who will offer a number of events that you may wish to attend. A small amount of marketing is used, inviting you to events and supplying you with information in which we believe you may be interested. In future the Address Book will be sent only to members and one copy to GBA.
You have the right to see the information that we hold on you at any time, by submitting a Subject Access Request (SAR) in writing to the 6GRRA Honorary Secretary at the address below. (In reality you would write to him and ask for a copy of all the information he holds on you.) You may also request to opt out of any of these services or have your details deleted from the database at any time, again by contacting the 6GRRA Honorary Secretary in writing and letting him know what your preferences are. (Please note that if your details are deleted you would cease to be a member of the Association.)
The Honorary Secretary 6GRRA
101 Kings Ride
When we receive your information, we only use it for the purposes that you have agreed to in your consent form and we will adhere to all aspects of the new General Data Protection Regulation (GDPR) that will be introduced in May 2018. For independent advice about data protection, privacy and data-sharing issues, you can contact the Information Commissioner at: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Phone: 08456 30 60 60 or Fax: 01625 524510. Website: http://www.ico.gov.uk
Objects of the Association
For your information the principal object 6GRRA is to foster esprit de corps and comradeship and to preserve the traditions and history of the Regiment for all former members of the Regiment and members of the Association.
Further objects include to:
1. Maintain contact between members of the Association, fostering mutual friendship among them;
2. Maintain liaison between the Association and the Regimental Association of The Royal Gurkha Rifles and with serving members of that regiment;
3. Provide for members of the Association to play a full part in the charitable activities carried out by The Gurkha Brigade Association and The Gurkha Welfare Trust in the relief of individual former members of the Regiment and their dependants who are in conditions of need, hardship or distress, and further to act as a channel of communication between members of the Association in need and the many sources of welfare support and benevolence that may from time to time be available.
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