Data Protection, Privacy and Communications Policy of the RYRA dated 22 Mar 2019.
This website is administered by the Royal Yeomanry Regimental Association (RYRA), a registered charity. This policy covers data concerning members of the RYRA and any personal data collected by the RYRA or through any other connection with the RYRA, or its squadrons, associations, museums and clubs or from whatever source.
Our main contact address is: RYRA, RHQ The Royal Yeomanry, Tiger Road Wigston, Leicester.
The RYRA takes the privacy of our members and supporters very seriously. At the RYRA we are strongly committed to protecting your privacy and every reasonable effort is taken to ensure that your information is kept secure and intact. This policy describes how the RYRA collects and uses personal information about the people who give us their data including but not limited to by phone, face-to-face, through our website, by email and in writing. This policy also states how and why we use data, how we store it and how individual personal preferences can be amended.
The terms of this policy may change, so please check it from time to time. This version, supersedes all previous versions.
If you have any queries about this policy please contact RYRA:
The Secretary, RYRA, RHQ The Royal Yeomanry, Tigers Road, South Wigston, Leicester LE18 4WS
The RYRA Privacy Statement
• Your personal information is only used for the purpose for which we collect it.
• Your personal information is only seen by those who need it to do their jobs.
• We will only disclose data with your consent, or where we are obliged to disclose personal data by law, or as expressly permitted under the GDPR (through contract; legal obligation; vital interests; public task; or legitimate interests).
• We will endeavour to keep your information up to date. Inaccurate or misleading data will be corrected as soon as possible.
• Personal information is retained only for as long as it is required for the purpose collected, or as required by law.
• Your information will be protected from unauthorised or accidental disclosure and processed in an appropriate manner to maintain its integrity and confidentiality.
• We will provide you with a copy of your personal information on request (please see below for information on access rights and requests).
These principles apply whether we hold your information in hard copy or in electronic form.
How do we collect information?
What information do we collect?
The personal information we collect will include but is not limited to, name, nickname, service number, date of birth, dates of service, email address, postal address and telephone numbers.
We may also collect 'special categories' of personal data such as information about your health if this is required for the purpose you have contacted the RYRA. We collect special categories of personal data only if we are permitted to do so by data protection law, and we have additional measures in place to protect this data.
Why do we collect this information?
We collect this information for the purpose of promoting the aims of the the RYRA, communicating effectively and appropriately with our members and supporters. The lawful basis for which we process your information is:
• that you have provided your consent;
• processing is necessary for the performance of a contract;
• processing is necessary to protect your interests or that of another person;
• processing is necessary for the purpose of the legitimate interest pursued by us, except
where your rights as a data subject override our legitimate interest. The legitimate interest
we rely upon is subject to an assessment based on the specific context and circumstances.
How do we use this information?
We will use the information you provide in the ways set out below:
• Promote the aims of the RYRA;
• To provide and personalise our services to our members and supporters;
• To communicate with our members and supporters, dealing with your enquiries and requests, recording contact with you if needed;
• To provide you with information, to include but not limited to information about the RYRA events, news, association, museums, sports, projects, fundraising and how you can donate to our charities;
• To claim Gift Aid on your donations;
• For administrative purposes.
Do we share your information with anybody else?
We do not share your personal information with any other parties, however we may need to disclose your information if required to do so by law or as expressly permitted under applicable data protection legislation. We do not sell personal details to third parties. Our website may include links to websites run by other organisations. The RYRA is not responsible for the privacy practices of these other websites so you should read their privacy policies carefully before sharing any personal or financial data.
Storing and protecting your information
We recognise the concerns that many people have about giving personal information.
We place great importance on the security of all personally identifiable information associated with our members. We have security measures in place to protect against the loss, misuse and alteration or destruction of personal data under our control. Information is stored by us on secure computers. We may also store information in hardcopy paper files. We also use a secure connection for our website.
However, no data transmission over the internet is 100% secure. As a result, whilst we cannot absolutely guarantee that loss, misuse or alteration of data will not occur while it is under our control, we use our best efforts to prevent this and protect your personal data. Except as required by law, we will keep your information only for as long as we need it to provide you with the services of being a member of the RYRA. When your information is no longer required, or if you ask us , we will always dispose of it securely.
Transfer of Information Outside of the EU
We do not send transfer your data to any other person or organisation. However given that the Internet is a global environment, using it to collect and process personal data may involve the transmission of data on an international basis. This means for instance that data you pass to us may be processed outside the European Economic Area, although the data will always be held securely and we will take steps to ensure that any third-party organisation we engage to process data on our behalf provides an adequate level of protection in accordance with GDPR. By submitting your personal information, you agree to this transfer, storing or processing at a location outside the EEA.
The RYRA is concerned to protect the privacy of children aged under 16. We will not knowingly request or collect information from a child under 16 for any purpose.
You have a right to object to the RYRA processing your personal information at any time where we rely on our legitimate interests for doing so. Such a request must be sent to the RYRA. RYRA will always act upon your choices around what type of communications you want to receive and how you want to receive them. If you don't want to hear from us please inform the RYRA team. You have a right to ask us to confirm whether we are processing information about you, and to request access to this information ('right of access'). Please contact us at the address below for further information on how to request access.
You may ask us, or we may ask you, to rectify information you or we think is inaccurate, and you may also ask us to remove information which is inaccurate or add to information, which is incomplete ('right to rectification'). If your personal details change, please help us to keep your information up to date by notifying us at the address below.
You have a right to seek the erasure of your data (often referred to as the 'right to be forgotten'). If you wish to exercise this right for any reason, for example where it is no longer necessary for us to continue holding or processing your personal data you may withdraw your consent. You should note that we are entitled to and reserve the right to retain your data for statistical purposes. This right is not absolute, as we may need to continue processing this information, for example, to comply with our legal obligations.
You have a right to ask us to restrict our processing of your information ('right to restriction ') if:
• You contest its accuracy and we need to verify whether it is accurate
• The processing is unlawful and you ask us to restrict use of it instead of erasing it,
• We no longer need the information for the purpose of processing, but you need it to establish or defend legal claims,
If you object to processing of your information the restriction on processing would apply while we carry out a balancing act between your rights and our legitimate interests.
When you exercise your right to restrict processing, we would still need to process your information for the purpose of exercising or defending legal claims, protecting the rights of another person or for public interest reasons.
If you would like to exercise any of your rights above, please contact firstname.lastname@example.org. We will act in accordance with your instructions as soon as reasonably possible and there will be no charge.
You have a right to report any of your concerns about our use of your data to the Information Commissioner's Office. You may do so by calling their helpline at 0303 123 1113.
Trademarks and copyright
The RYRA website contains material which is protected by copyright and/or other intellectual property rights. All copyright and intellectual property rights including the names, images and logos are owned by RYRA or The Royal Yeomanry unless otherwise stated. All rights are reserved.
You are responsible for complying with all applicable copyright laws. We permit you to make copies of information on the RYRA website as necessary and incidental to your viewing and you may take a print for your personal use of so much of the site as is reasonable for private purposes. All other uses are prohibited. Nothing in these terms shall be construed as conferring any right to use any trademark, logo, patent right or copyright of RYRA or The Royal Yeomanry.