Privacy Policy

 GDPR and our Privacy Policy

The GI’s Association takes seriously your privacy and will only use your personal information to administer the Association.

What personal data does our Association collect?

The data we collect includes members’ names, addresses, phone numbers and email addresses. Rank or rating, (current or on leaving the RN) and date of birth, also if provided, Next of Kin name and address. We collect this data from our members when they join the Association.

What is this personal data used for?

We use members’ data for the administration of your membership, the communication of information, and the organisation of events. We will not collect any information from you that we do not need.

Who is your data shared with?

We do not pass your data to any third party, with the exception (when required) of a list of names of members and guests attending an event, for example, the Annual Dinner, when held at venues other than at Whale Island.

How is your data stored?

Your information is mainly stored in digital form on a database held by the Secretary and in the form of written documents stored with the Secretary.

Who is responsible for ensuring compliance with the relevant laws and regulations?

Under the GDPR (General Data Protection Regulation) we do not have a statutory requirement to have a Data Protection Officer. The person who is responsible for ensuring the GI’s Association discharges its obligations under the GDPR is the Secretary.

Who has access to your data?

Members of the Committee have access to members’ data to enable them to carry out their legitimate tasks for the Association.

What is the legal basis for collecting this data?

The GI’s Association collects personal data that is necessary for its legitimate interests as a membership organisation.

For some data, such as that relating to financial matters, the basis for its collection and retention is to comply with our legal obligations.

How can you check what data we have about you?

If you want to see the basic membership data we hold about you, you should contact the Secretary.

Does the GI’s Association collect any “special” data?

The GDPR refers to sensitive personal data as “special categories of personal data”. We do not record any such special data.

Banking details?

We do not hold your banking details.

How long we keep your data for, and why?

We normally keep members’ data after they resign or their membership lapses in case they later wish to re-join. However, we will delete any former member’s contact details entirely on request.

Other data, such as that relating to accounting, is kept for the legally required period.

What happens if a member dies?

We normally keep members’ information after they die. If requested by their next-of-kin to delete it, we will do so on the same basis as when requested to remove data by a former member.

What are your rights?

If at any point you believe the information, we process on you is incorrect you can request to see this information, have it corrected and or deleted. If you wish to raise a complaint on how we have handled your personal data, you can contact us to have the matter investigated.