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The Army Catering Corps Association’s Policy on Data Privacy   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 information 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? Further Enquiries Background Information 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 Airborne Chefs Association All subordinate organisations of the ACC Association are covered and bound by the policies laid out in this document. 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. Who is Responsible for the Data Security The   ACC   Association’s   Secretary   is   designated   at   the   “Data   Controller”   for   the   ACC   Association   Membership   Database.   The   Data   Controller   is responsible   for   ensuring   the   ACC   Association   and   the   subsidiary   branches   complies   with   the   provisions   of   the   General   Data   Protection   Regulations (GDPR) which came into force on 25th May 2018. 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 the 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   purposes   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   that   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: 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   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 GDPR as "Sensitive Personal Data". 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.   The   postal   address   is   required   so   that   we   can   send   you   your   copy   of   the   twice   yearly   published   Association   Magazine.      We   will also use this data to contact you from time to time via email, telephone or postal mail to inform you of Association event and items of interest.  The   date   of   birth,   service   number,   dates   of   military   service   information   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 at a whole   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   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 individuals or members 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   any   "Data   Processors"   who   is   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   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. 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