Data Privacy Policy

The Army Catering Corps Association’s Policy on Data Privacy The Army Catering Corps Association is fully committed to ensuring the privacy of its members and users of the www.accassociation.org website. This Privacy Policy Statement explains how we use what personal information we hold on any identifiable individual to improve the service the Association offers the membership and the measures we take to keep that information secure. This policy may change occasionally so please check this statement from time to time. The ACC Association has a number of associated subordinate branches. Currently these branches are: Officers Club ACC & RLC Chefs (Past & Present) Sergeants' Association ACC Golfing Society All subordinate organisations of the ACC Association are covered and bound by the policies laid out in this document. Background Information In 1980, as part of the preparations for the 40th anniversary of the founding of the Army Catering Corps, a database was compiled of "Old Comrades". This database was used as the foundation for the ACC Association's Membership Database, which has been added to as new members have joined the Association. A copy of this database was passed to The Royal Logistic Corps Association in 1993. That data, along with the data from all the forming corps associations, was used to create a consolidated database which formed the starting point for the RLC Association's own membership records. The RLC Association became the Data Controller for this new RLC Membership database and at the same time the ACC Association ceased to have any direct responsibility for that data that was passed to them. Responsibilities The ACC Association, as the Data Controller for the ACC Association Membership database, must comply with the provisions of the 1998 Data Protection Act. The Act has eight principles that must be adhered to. In summary, they require that data in our databases shall be: 1. fairly and lawfully processed; 2. processed for limited purposes; 3. adequate, relevant and not excessive; 4. accurate; 5. not kept longer than necessary; 6. processed in accordance with the data subjects’ rights; 7. secure; 8. not transferred to countries outside the European Economic Area without adequate protection How we collect the information we hold The ACC Association will collect 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 the ACC Association site. You can find out more about the use of cookies at www.cookiecentral.com/ . No information is collected that can identify an one individual user of the website. What information do we hold about you? In the membership database we hold basic contact details, name, initials, postal and email addresses and telephone numbers. For some members we have a few additional elements like date of birth, service number, dates of military service. None of the data we hold on an individual would be classified under the Data Protection Act as "Sensitive Personal Data". You can write to the address below to request a report of all data we hold about you. There is currently no charge for this service. We also use the aggregate information about visitors' site usage patterns to enable us to see how popular different parts of the site 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 the ACC Association membership and to able the Association to contact individual members. We also use the information to answer your enquiries, and provide you with information you have requested about the Association. How we ensure the accuracy of the information In an attempt 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. Who do we share information with? The ACC Association shares what information it holds about identifiable individual members with The RLC Association and 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 associated branches. The ACC Association will not share any information we store about you with any other third party or individual member of the Association. 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 processes to ensure the accuracy to the data that is held. The ACC Association has agreements with both The RLC Association and the associated branches, and any "Data Processors" who is given access to the information we hold, that requires them to comply with the Data Protection Act 1998 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 the 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 the 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 the 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. For more information about Data Protection and your rights visit the following site Queries If you have any further queries, 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: