Army Air Corps (AAC) website privacy notice
Please note this is an interim (DRAFT) privacy policy which is under review.
While the policy is undergoing review we have endeavoured to be as factually accurate and transparent as we can be.
Contact information and further advice
If you have concerns about the use of your personal data, the Information Commissioners Office is an independent body set up to uphold information rights in the UK. They can be contacted through their website: www.ico.org.uk or their helpline on 0303 123 1113, or in writing to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
This draft privacy notice tells you what to expect when the AAC website collects, processes, shares and stores your personal data.
What information do we collect?
When you contact us
- Personal data you provide about yourself (for example, your name and contact details).
When a third party contacts us on your behalf e.g. in connection with a Welfare enquiry or bereavement notification.
- Personal data provided by a third party such as your name, contact details and specific circumstances. This could be from friends, family, employers or government agencies.
When you are invited to attend an Army Air Corps event or visit an Army Air Corps base on an MOD site or you visit a site owned and managed either by us or a third party.
- Information about you is usually provided to us by the organisation or body you are connected with or affiliated to e.g. a regimental association or charity.
When you visit our website, or if you are registered as a member to access our Members’ Area on this site and you post a notice on one of the noticeboards.
- Your IP address and browsing preferences and choices;
- Your name and username and any comments that you make.
How do we collect it?
We may collect information about you from a number of sources these include:
- From you when you contact or interact with us by telephone, email or post, or when you communicate with us through social media;
- From forms we may ask you to complete;
Why do we collect it?
In some instances we collect the data because it is a legitimate interest of the organisation to process the information, for example, to log any correspondence you send us and respond accordingly. We process members’ information to be able to send out invitations for meetings or events, and to know who will be in our buildings for security and health and safety purposes. We provide such information to AAC representative(s) so that they know who else is attending and why.
In other cases, we hold the information because you have given us your consent. If the basis for collecting and processing your data is based on your active consent, you also have the right to withdraw that consent at any time.
How do we use your information?
We process your data in order to:
- Record any correspondence and be able to make changes to e.g. our website based on comments and emails sent to us.
How is data stored?
- Your personal data is stored mainly on software systems which are managed on a secure network or by a third party supplier.
- Paper information is stored in secure filing systems within a secure system on an AAC base.
Who do we share your information with?
We may share your data with and/or obtain information from some third parties:
Service providers
We work with selected service providers that carry out certain IT functions on our behalf, e.g. website developer(s) as well as:
- Contractors for the provision of event management services;
- Stationery providers and other companies who produce event invitations for us;
- Publishers for the distribution of print Journals;
- Third party providers for the management of cookies on our website;
- Integrated App providers that enable us to provide services to you e.g. Mailchimp, Eventbrite; ISSUU.
Other organisations
We may share personal data with other organisations in the following circumstances:
- Government departments or Independent Parliamentary Bodies where we are required to by law or by a public authority to do so.
How do we protect your data?
We take the security of your data very seriously. We have internal policies and controls in place to ensure that your data is retained appropriately, and is not accessed except by our employees or authorised third parties in the proper performance of their duties.
Where we engage third parties to process personal data on our behalf, they do so under a duty of confidentiality, and are obliged to implement appropriate technical and organisational measures to ensure the security of data in line with the relevant legislation.
How long do we keep it for?
We retain your data in line with our retention schedules which are currently under review. Some personal data may be kept indefinitely as it is stored in the archives of the Army Flying Museum or Imperial War Museum, or British Archive, for reasons of historic interest.
The Army Air Corps website
The Army Air Corps website, with the exception of the membership registration does not store or capture personal information per se; it logs the user's IP address which is automatically recognised by the web server.
We will not collect any information about you except that required for system administration of our web server and integrated App based service providers as above, e.g. Eventbrite, Mailchimp.
If you register to receive updates and ‘newsletters’ by email, hosted by third party integrated App Mailchimp (now owned by Intuit) your information will be held on secure server and your email address will be used only to provide you with e-mail updates on the topics you have requested.
Google Analytic Cookies
The Army Air Corps website uses the Google Analytics tool to track overall browsing patterns on the website. For instance, it helps us identify the most popular pages on the website, find out which links are being clicked on), and to give us broad demographics about from where, in the Commonwealth for example, users are accessing the site. We cannot personally identify any user with these cookies.
The five Google Analytics cookies are called utma, utmb, utmc, utmv and utmz. They track how often the website is visited, when you enter and leave the site, and which site you visited that lead you to royal.uk. utmz also tracks any keywords you entered into a search engine that lead you to royal.uk if appropriate.
Contact information and further advice
If you have concerns about the use of your personal data, the Information Commissioners Office is an independent body set up to uphold information rights in the UK. They can be contacted through their website: www.ico.org.uk or their helpline on 0303 123 1113, or in writing to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF