From 25th May 2018 changes come into force regarding the General Data Protection Regulation (GDPR). In future all clubs, societies, etc will need to ask permission to hold individuals personal information.
What personal information does the MCA collect and how is it collected?
Member personal information that we routinely collect comprises
- member & spouse/partner name & title
- mugshot and other photos
- address
- email address
- telephone number
- date of birth
- military service details (personal/regimental number
- dates of service
- type of service (regular and/or reserve)
- regiment/corps
- service dates and locations)
Personal information for most of our members comes from when they join the MCA or update their information.
What is this personal information used for?
We use members’ information for administration of membership, the website, circulation of “Journal” magazine, organisation of events and historical research.
Who is your information shared with?
Membership information is passed to the Treasurer and Secretary who assist in the administration of the Association.
How is your information stored?
Your membership information is primarily stored in a database on a stand alone Hard Disk Drive (HDD), secured with a strong password, which is regularly changed. Access is limited to Committee Members who may keep copies of the database on their personal computers for processing and back-up purposes.
Committee Members’ personal computers are secured using passwords and commercial malware (e.g. Virus) protection software.
Who is responsible for ensuring compliance with the relevant laws and regulations?
Under the GDPR, there is no statutory requirement to have a Data Protection Officer. The MCA Secretary is responsible for ensuring that the MCA discharges its obligations under the regulation.
Who has access to your information?
MCA Committee Members have access to members’ information to carry out their legitimate tasks on behalf of the Association and its membership.
What is the legal basis for collecting this information?
The MCA collects only the personal information necessary for discharging its responsibilities as a membership organisation.
How can you check what information we hold about you?
Members wishing to see the personal information that the MCA holds about them, or who wish to remove, limit or correct it, should contact the MCA Membership Secretary.
There are ways in which you can limit what personal information is held. For example:
You may maintain your membership of the MCA with your current name but with limited contact details. However, we need to have at least one method of contacting you. You could, for example simply maintain an up-to- date email address, but this would limit what information we are able to provide you with, so you would not for example receive the “Journal”.
You may choose not to receive information emails from the MCA (We do not send any out on behalf of other organisations).
We also normally keep members’ information after notification of decease for historical research. If requested by their next-of- kin to delete it, we will do so on the same basis as when requested to remove information by a former member.
For how long do we keep personal information?
We normally keep members’ personal information after their membership lapses for historical research. However, we will delete any former member’s contact details entirely upon request.