Who We Are

The Intelligence Corps Association gather and process your personal information in accordance with this privacy notice and in compliance with the relevant data protection Regulations and Laws. This notice provides you with the necessary information regarding your rights and our obligations, and explains how, why and when we process your personal data.

The Intelligence Corps Association registered office is at HQ Intelligence Corps, Chicksands, Shefford, Bedfordshire SG17 5PR and we are a charity registered in England and Wales under charity number 1175211. Our designated Data Protection Manager for the organisation is Mrs Ellie Ferguson, who can be contacted at the address above.

Information We Collect

The Intelligence Corps Association processes your personal information to meet our legal, statutory and contractual obligations and to provide you with our products and services. We will never collect any unnecessary personal data from you and do not process your information in any way, other than as specified in this notice.

The personal data that we collect from you is: -

• Name, including Post Nominals
• Service Number
• Rank
• Date of Birth
• Home Address
• Personal Email
• Business Email
• Home Telephone Number
• Mobile Telephone Number

We collect information in the following ways: -

• Electronic forms
• Hard copy forms
• Website shop orders
• Telephone shop orders
• Verbally

How We Use Your Personal Data

The Intelligence Corps Association takes your privacy very seriously and will never disclose, share or sell your data without your consent; unless required to do so by law. We only retain your data for as long as is necessary and for the purposes specified in this notice. You are free to withdraw this consent at any time.  We use your personal information to manage your membership account on our customer relationship management system and/or to provide the services you have requested from us. We never share your information with third parties, unless it is necessary to deliver the service you have requested from us. Primary examples of this include, but are not limited, to:

• Ensuring that ICA Shop orders you have made are completed and can be sent out to your preferred address
• Sharing limited personal information with your specific Regional Secretary so they can keep you informed of ICA business and what is going on in your area.
• As part of our legal obligation for business accounting and tax purposes

We never share your information with third parties for marketing purposes.

Legitimate Interests

We will occasionally process your personal information using the legitimate interests’ legal basis. Where this is the case, we have carried out a thorough Legitimate Interests’ Assessment (LIA) to ensure that we have weighed your interests and any risk posed to you against our own interests, ensuring that they are proportionate and appropriate.

Your Rights

You have the right to access any personal information that the Intelligence Corps Association processes about you and to request information about: -

• What personal data we hold about you
• The purposes of the processing
• The categories of personal data concerned
• The recipients to whom the personal data has/will be disclosed
• How long we intend to store your personal data for
• If we did not collect the data directly from you, information about the source

If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to correct it as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.

You also have the right to request erasure of your personal data or to restrict processing (where applicable) in accordance with the data protection laws; as well as to object to any direct marketing from us; to exercise your data portability rights, and to be informed about any automated decision-making we may use.

If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the request; this is to ensure that your data is protected and kept secure.

Sharing and Disclosing Your Personal Information

We do not share or disclose any of your personal information without your consent, other than for the purposes specified in this notice or where there is a legal requirement. The Intelligence Corps Association uses third-parties to provide the services and business functions outlined below. All processors acting on our behalf only process your data in accordance with instructions from us and comply fully with this privacy notice, the data protection laws and any other appropriate confidentiality and security measures.  Processors include:

• Intelligence Corps Association Regional Secretaries
• Publishers of The Rose and The Laurel
• Our accountant and our bank

Safeguarding Measures

The Intelligence Corps Association takes your privacy seriously and takes every reasonable measure and precaution to protect and secure your personal data. We work hard to protect you and your information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures in place.

The Intelligence Corps Association ONLY transfers appropriate personal data outside of the EU to ensure those members who live outside the EU still benefit from being a member.

Consequences of Not Providing Your Data

You are not obligated to provide your personal information to the Intelligence Corps Association however, as this information is required for us to provide you with our services, we will not be able to offer all our services without it.

How Long We Keep Your Data

The Intelligence Corps Association only ever retains personal information for as long as is necessary and we have strict review and retention policies in place to meet these obligations. In most cases, we will keep your personal data until you leave the Association, and then for 12 months afterwards, at which point we will erase your data. We are, however, required under UK tax law to keep your basic personal data (name, address, contact details) for a minimum of 6 years after which time it will be destroyed.

Lodging A Complaint

The Intelligence Corps Association only processes your personal information in compliance with this Privacy Notice and in accordance with the relevant data protection laws. If, however you wish to raise a complaint regarding the processing of your personal data or are unsatisfied with how we have handled your information, you have the right to lodge a complaint with the Supervisory Authority.

Should you have any questions about anything contained in the Privacy Form, please contact us as follows:

Mr Adam Birch

HQ Intelligence Corps

Building 200

Chicksands

Bedfordshire

SG17 5PR

Email: ica_hq@roseandlaurel.uk

Telephone: 01462 752341