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The Army Catering Corps Association’s Privacy Policy I n   order   to   comply   with   the   General   Data   Protection   Regulation   (GDPR),   effective   from   25th   May   2018,   the   Army   Catering   Corps   (ACC)   Association has   revised   and   updated   its   privacy   policy   in   order   to   strengthen   data   protection   and   to   ensure   members   have   control   over   their   personal   data   and its   use.   GDPR   places   greater   emphasis   on   the   documentation   that   data   controllers   must   keep   to   demonstrate   their   accountability.      Offences   with serious consequences can have fines of up to 20 million Euros Index to the Document (Click on a topic to jump to that section) Background Information Who is Responsible for the Data Security What is required to comply with General Data Protection Regulations How we collect the information we hold Use of cookies What information do we hold about you What we do with personal information How we ensure the accuracy of the informatio n How we ensure the security and privacy of the data Who do we share information with? What if you would like us not to contact you in the future What if you would like your details removed from our records Deceased Members ‘ Information Further Enquiries Background Information The   ACC   Association   is   fully   committed   to   ensuring   the   privacy   of   its   members   and   users   of   the   www.accassociation.org   website.   This   Privacy   Policy explains   how   we   use   personal   data   to   deliver   services   provided   to   members   and   the   measures   taken   to   secure   this   data.   This   policy   may   change occasionally so please check this statement from time to time. The ACC Association has a number of subordinate branches, currently these include: ACC Officers’ Club ACC & RLC Chefs (Past & Present) Sergeants' Association ACC Golfing Society Airborne Chefs Association All subordinate branches of the ACC Association are covered and bound by this privacy policy. In   1980,   as   part   of   the   preparations   for   the   40th   anniversary   of   the   founding   of   the   ACC,   a   database   was   compiled   of   "Old   Comrades".      This information   was   used   as   the   foundation   for   the   current   Association's   Membership   Database,   which   has   grown   to   around   3,000   as   new   members have joined. Who is Responsible for the Data Security The   Secretary   of   the   ACC   Association   is   designated   as   the   organisation’s   ‘Data   Controller’.   The   Data   Controller   is   responsible   for   ensuring   the   ACC Association   and   its   subordinate   branches   comply   with   the   provisions   of   GDPR.      The   Association’s   Executive   Council   member   responsible   for Communications & Media is designated as the ‘Data Protection Officer’. What is required to comply with General Data Protection Regulations Article 5 of GDPR requires that personal data shall be: a) processed lawfully, fairly and in a transparent manner in relation to individuals; b)   collected   for   specified,   explicit   and   legitimate   purposes   and   not   further   processed   in   a   manner   that   is   incompatible   with   those purposes;   further   processing   for   archiving   purposes   in   the   public   interest,   scientific   or   historical   research   or   statistical   purposes   shall not be considered to be incompatible with the initial purposes; c) adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed; d)   accurate   and,   where   necessary,   kept   up   to   date;   every   reasonable   step   must   be   taken   to   ensure   that   personal   data   are   inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay; e)   kept   in   a   form   which   permits   identification   of   data   subjects   for   no   longer   than   is   necessary   for   the   purposes   for   which   the   personal data   are   processed;   personal   data   may   be   stored   for   longer   periods   insofar   as   the   personal   data   will   be   processed   solely   for   archiving purposes   in   the   public   interest,   scientific   or   historical   research   purposes   or   statistical   purposes   subject   to   implementation   of   the appropriate   technical   and   organisational   measures   required   by   the   GDPR   in   order   to   safeguard   the   rights   and   freedoms   of   individuals; and f)   processed   in   a   manner   that   ensures   appropriate   security   of   the   personal   data,   including   protection   against   unauthorised   or   unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures. Article 5(2) requires that: A Data Controller shall be responsible for, and be able to demonstrate, compliance with the principles. How we collect the information we hold The   ACC   Association   collects   personal   information   from   you   through   your   Membership   Application   Form   and   any   other   forms   that   you   have submitted and through any e-mails that you send us. We   also   collect   information   automatically   each   time   you   visit   the   www.accassociation.org   website.   This   information,   which   records   what   parts   of   the website you visited, is only used as aggregate information, not as identifiable individual information. Use of cookies If   we   use   ‘cookies’   to   identify   you   when   you   visit   the   ACC   Association   website   we   will   display   the   regulatory   message   informing   you   what   we   are doing.      A   cookie   is   a   small   amount   of   information   which   is   sent   to   your   browser   and   stored   on   your   computer's   hard   drive,   which   then   enables   our web-server   to   collect   information   back   from   your   browser   each   time   you   visit   our   website.   You   can   find   out   more   about   the   use   of   cookies   at www.cookiecentral.com. No information is collected that can identify any one individual user of the website. What information do we hold about you We   hold   basic   contact   details,   rank   (where   known),   name,   initials,   postal   and   email   addresses   and   landline   and   mobile   telephone   numbers.      For some   members   we   have   a   few   additional   elements   such   as   date   of   birth,   service   number,   dates   of   military   service   where   provided.      Those   who   are members   of   any   subsidiary   branch   are   annotated   as   such.      None   of   the   data   we   hold   would   be   classified   as   ‘Sensitive   Personal   Data’   as   this generally relates to bank & medical details. We   also   use   the   aggregate   information   about   visitors'   site   usage   patterns   to   enable   us   to   see   how   popular   different   parts   of   the   website   are   with our visitors, helping us decide how best to further develop the website. What we do with personal information We   use   the   personal   information   that   you   give   us   to   keep   a   record   of   ACC   Association   membership   and   to   be   able   to   contact   individual   members. The   postal   address   is   required   so   that   we   can   send   you   your   copy   of   the   twice   yearly   published   Association   Newsletter.      We   will   also   use   this   data   to contact   you   from   time   to   time   via   email,   telephone   or   postal   mail   to   inform   you   of   Association   events   and   other   items   deemed   to   be   of   interest   to members.  Date   of   birth,   service   number,   dates   of   military   service   is   used   to   uniquely   identify   an   individual.      In   the   case   of   date   of   birth,   this   is   used   in   an aggregate form to gather demographic data on the membership as a whole. How we ensure the accuracy of the information   To   ensure   the   accuracy   of   the   information   we   hold   we   will   from   time   to   time   request   individual   members   of   the   ACC   Association   to   update   the information   we   hold   on   them   and   confirm   it   is   accurate.      We   also   request   and   rely   upon   members   to   inform   the   Secretary   of   any   changes   to   their personal details by completing the form on the website, writing, emailing or telephoning the Secretary. Who do we share the Information with   The   Association   shares   what   information   it   holds   about   identifiable   individual   members   with   those   who   have   a   legitimate   reason   to   have   access   to the   data   in   their   capacity   as   managers   or   controllers   of   the   ACC   Association   or   one   of   the   subordinate   branches.   The   ACC   Association   will   not   share any information we store about you with any other individuals or members of the Association without the express consent of the individual. From   time   to   time   the   Association   will   engage   external   ‘Data   Processors’   to   carry   out   such   work   as   printing   and   distributing   the   Association’s Newsletter and to carry out necessary data cleansing to ensure the accuracy to the data. The   Association   has   written   agreements   with   any   external   ‘Data   Processor’   given   access   to   the   information   we   hold,   that   requires   them   to   comply with the DGPR and abide with the principles laid out in this document. How we ensure the security and privacy of the data The   data   is   stored   on   a   server   and   access   to   that   part   of   the   system   where   data   is   physically   stored   is   via   a   User   ID   and   Password   login   process.   The number   of   personnel   who   have   been   issued   with   a   User   ID   and   Password   is   strictly   limited   to   people   who   would   have   a   valid   requirement   to process personal data. The   data   file   is   encrypted   and   can   only   be   opened   and   read   by   the   input   of   a   secure   password.      The   number   of   personnel   who   have   been   issued with the password is strictly limited to people who would have a legitimate requirement to process personal data. What if you would like us not to contact you in the future You can write, email or call us at the address below to request us not to contact you again in the future. What if you would like your details removed from our records Once again, write, email or call us at the address below and we will, at your request, delete your details from our records. Deceased Members’ Information The   Association   does   retain   limited   person   data   of   deceased   members   including   name,   rank,   date   of   birth,   service   period   and   date   of   death   for historical purposes unless specifically requested otherwise. Further Enquiries If you have any further enquiries you can contact the Association’s Secretary, who is the Data Controller, at: Secretary ACC Association, Dettingen House, Princess Royal Barracks, Deepcut, Surrey, GU16 6RW Phone: 01252 833393 E-mail: For more information about General Data Protection Regulations and your rights visit the following site
www.informationcommissioner.gov.uk www.informationcommissioner.gov.uk secretary@ACCassociation.org secretary@ACCassociation.org