Privacy Notice | The Western Front Association

This Privacy Notice tells you about our use of information and your rights in respect of certain information that the Western Front Association (the “Association”) and our branches may hold about you, whether or not you are a member of the Association.

We are committed to protecting your personal information, using it only in accordance with our responsibilities and being transparent about what we do with it.

We are required to provide you with the information in this Privacy Notice under applicable law which includes:

the Data Protection Act 1998, which will be replaced by the General Data Protection Regulation (EU) 2016/679 from 25 May 2018
the Privacy and Electronic Communications (EC Directive) Regulations 2003.

We won’t do anything with your information you wouldn’t reasonably expect.

Processing of your personal information is carried out by or on behalf of the Association at national and branch level.

This notice tells you about how we collect, use and protect your personal information.

If you have any queries about our Privacy Notice, please get in touch with The Western Front Associatiom's national office.

Email Office@westernfrontassociation.com

Phone 0207 118 1914

Post BM Box 1914, London WC1N 3XX

How and when we collect information

When you directly give us information

We may collect and store information about you when you interact with us, at national and branch level, which could be when you:

become a member or renew your membership of the Association
support our work through a donation
agree to be on our speaker list
fundraise on our behalf
register for or participate in an event or conference or in the activities of the Association or one or more of our branches
tell us information about yourself
submit an enquiry
register for or participate in the activities of the Association or one of our branches
make a complaint
become a volunteer

When you indirectly give us information

When you interact with us on social media platforms such as YouTube, Facebook, Instagram, Twitter or LinkedIn we may also obtain some personal information about you. The information we receive will depend on the privacy preferences you have set on each platform and the privacy policies of each platform. To change your settings on these platforms, please refer to their privacy notices.

We may also obtain information about you if you visit our national or branch websites by reference to the pages you visit and/or how you navigate the site.

What information we might collect

When you engage with us by email, phone, mail, in person or online, or if you attend any of our events, we may collect information about you (referred to in this Privacy Notice as personal information). This may include your name, address, email address, telephone number, date of birth, financial information related to your membership of the Association or the purchase of Association-related products, your job title and details of your education and career, why you are interested in the Association and/or the work of the Association`s branches, and/or other information relating to you personally which you may choose to provide to us.

The Association`s national office and our branches maintain membership, mailing and other lists related to the work of the Association and our branches. This may be in electronic form (on a computer or similar device) or in traditional paper form. Typically, this will contain personal information such as the name, address, email address and phone number of members and non-members who participate or have expressed interest in the activities of the Association and/or a branch of the Association.

Data protection law recognises that certain types of personal information are more sensitive. This is known as 'sensitive' or 'special category' personal information and covers information revealing racial or ethnic origin, religious or philosophical beliefs and political opinions, trade union membership, information concerning health or sexual orientation. Sensitive information will only be collected where necessary. For example, we may need to collect health information from you when you register for or attend an event, act as a volunteer or otherwise are involved in activities of the Association at national or branch level. Clear notices will be provided at the time we collect this information, stating what information is needed, and why.

If you're 16 or under

If you're aged 16 or under, you must get your parent/guardian’s permission before you provide any personal information to us.

How and why we use your information

At national and branch level, we will use your personal information for the following purposes:

To manage your membership of the Association or your involvement in our activities at national and/or branch level
To tell you by mail, email and other methods about the activities of Association and/or the branches of the Association, and providing you with news related to the above and matters of interest connected to the Great War
To send you our magazines, electronic bulletins and commodities
To record and to provide you with a response and/or resolution if you contact us with an order, query, request or complaint, or if you request not to receive further information from us
To generally advance the objectives of the Association, including in connection with the many activities of the Association and/or our branches, and for other essential record keeping purposes
To fulfil any legal obligation to which we are subject

Who do we share your information with?

We will only use your information for the purposes for which it was obtained. Where appropriate we will share your information between national and branch level but we will not, under any circumstances, sell or share your personal information with any third party for their own purposes. Some of our service providers may have access to your data in order to perform services on our behalf such as processing payments. We will only share your data where legally required. We will comply with requests where disclosure is required by law.

How we protect your information

We use technical and other prudent security safeguards to ensure that your personal information is secure. We take appropriate measures to ensure that people with access to your personal information, at both national and branch level, are aware that such information is only used in accordance with this Privacy Notice.

We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessed appropriately.

How long will we keep your information?

In respect of your personal information, we will retain it for no longer than necessary for the purposes for which it was collected, including in relation to your membership of the Association and/or your involvement with any branch, taking into account guidance issued by the Information Commissioner’s Office.

Your rights to your personal information

Data protection legislation gives you the right to request access to personal information about you which is processed by Association and/or its branches and to have any inaccuracies corrected.

You also have the right to ask us to erase your personal information, ask us to restrict our processing of your personal information or to object to our processing of your personal information.

If you wish to exercise these rights, please contact the Association`s national office (details above) or a branch in writing.

We will respond as soon as practical and in any event within 40 days of receipt of your written request.

How to make a complaint or raise a concern

If you would like more information, or have any questions about this policy, to make a formal complaint about our approach to data protection, to raise privacy concerns or to make a complaint in relation to how we have handled your personal information, please contact please contact the national office (details above) or a branch in writing.

If you are not happy with the response you receive, then you can raise your concern with the relevant statutory body which is the Information Commissioner’s Office.

Changes to our Privacy Notice

This Privacy Notice may change from time to time, and we will endeavour to tell you as soon as practicable if that occurs.

25 April 2018