Privacy & Data Protection Policy

1. Introduction

Forces & Families United CIC ("FFU", "we", "us") is committed to protecting the privacy, dignity and personal data of everyone who engages with us, including veterans, serving personnel, family members, carers, volunteers, supporters, donors, partners and website users.

This Privacy & Data Protection Policy explains how we collect, use, store, share and protect personal data in accordance with:

  • the UK General Data Protection Regulation (UK GDPR)

  • the Data Protection Act 2018

  • relevant safeguarding and governance obligations

We aim to be transparent, fair, proportionate and trauma informed in all data handling.

2. Who We Are – Data Controller

Data Controller: Forces & Families United CIC

Legal status: Community Interest Company (CIC)

Contact email: info@forcesandfamiliesunited.org.uk

For data protection purposes, Forces & Families United CIC is the Data Controller.

Responsibility for data protection sits with the Directors of FFU.

3. Scope of This Policy

This policy applies to personal data collected through:

  • our website, including contact forms, newsletter sign-ups, event registrations and donation pages

  • email, telephone, written and in person contact

  • membership, volunteering and participation in activities

  • safeguarding or well-being related contact

  • fundraising, donations and Gift Aid (where applicable)

  • partnerships and professional engagement

This policy should be read alongside our Cookie Policy and Safeguarding Policy.

4. Personal Data We Collect

We only collect data that is relevant, necessary and proportionate.

4.1 Identity & Contact Information

  • Full name

  • Postal address

  • Email address

  • Telephone number

  • Date of birth or age range (where relevant)

4.2 Armed Forces Connection

  • Military service background (your own or a partner/family member’s)

  • Relationship to the service person

  • Bereavement status (only where voluntarily provided)

4.3 Membership, Volunteering & Participation

  • Membership registration details

  • Volunteer role information and availability

  • Attendance at activities or events

  • Code of Conduct acknowledgements

4.4 Communications

  • Records of correspondence with FFU

  • Preferences for receiving newsletters or updates

4.5 Emergency & Safeguarding Information

  • Emergency contact details

  • Safeguarding or risk related information (where concerns arise)

4.6 Financial Information

  • Donation amounts and dates

  • Gift Aid declarations (where applicable)

FFU does not store full card or payment details.

5. How We Collect Personal Data

We collect personal data when you:

  • complete forms online or on paper

  • register as a member or supporter

  • apply to volunteer

  • attend activities or events

  • make a donation or fundraise for FFU

  • contact us by email, phone, social media or in person

  • interact with our website (subject to cookie preferences)

6. How We Use Personal Data

We use personal data to:

  • manage membership, volunteering and participation

  • deliver services, activities and community support

  • communicate information you have consented to receive

  • process donations and maintain financial records

  • meet safeguarding and duty of care responsibilities

  • respond to enquiries, concerns or complaints

  • maintain accurate organisational records

  • meet legal, regulatory and governance obligations

We do not use personal data for automated decision making or profiling.

7. Lawful Bases for Processing

We process personal data under the following lawful bases:

Purpose

Lawful Basis

Membership administration

Contract / Legitimate Interests

Volunteering management

Legitimate Interests

Communications (newsletters/events)

Consent

Safeguarding & welfare

Legal Obligation / Vital Interests

Emergency contact use

Vital Interests

Governance & record keeping

Legal Obligation

Website analytics (non essential cookies)

Consent

Consent for communications may be withdrawn at any time.

8. Special Category & Sensitive Data

Some information we collect may be sensitive in nature and may fall within special category data, including information relating to well-being, safeguarding concerns or bereavement status.

We only process this data where:

  • it is provided voluntarily

  • it is necessary to provide appropriate support

  • it supports safeguarding or safety obligations

  • we are legally permitted to do so

Such data is handled with enhanced security and restricted access.

9. Safeguarding & Confidentiality

Safeguarding information is:

  • recorded separately from general records

  • accessed only by authorised safeguarding leads

  • shared strictly on a need-to-know basis

Safeguarding concerns may override normal confidentiality where there is a risk of harm.

10. Data Sharing

FFU does not sell personal data.

We may share personal data only where necessary:

  • to comply with legal obligations

  • for safeguarding purposes

  • with emergency services where required

  • with trusted service providers acting on our instructions

Where data is processed by third parties, appropriate contractual safeguards, including data processing agreements, are in place.

11. Data Security

We take appropriate technical and organisational measures to protect personal data, including:

  • secure digital systems and/or locked physical storage

  • restricted access on a need-to-know basis

  • password protection and good information security practices

  • awareness training for staff and volunteers

12. Data Retention

Personal data is retained only for as long as necessary:

  • membership and volunteer data is retained while you are involved with FFU

  • safeguarding and governance records may be retained longer in line with statutory guidance

Data is securely deleted or anonymised when no longer required.

13. Your Rights Under UK GDPR

You have the right to:

  • access your personal data

  • request correction of inaccurate data

  • request erasure where legally applicable

  • restrict or object to processing

  • withdraw consent at any time

  • lodge a complaint with the Information Commissioner’s Office (ICO)

ICO website: https://www.ico.org.uk

14. Cookies & Website Analytics

Our website uses cookies to ensure essential functionality and, with your consent, to help us understand anonymous usage.

Non essential cookies are only placed after you have made a choice via our cookie banner.

Further information is available in our Cookie Policy.

15. Your Responsibilities

When providing information to FFU, you confirm that:

  • the information is accurate to the best of your knowledge

  • you will inform us of significant changes

  • you have read and understood this Privacy Policy

16. Changes to This Policy

We may update this policy from time to time. The most current version will always be available on our website or on request.