Privacy policy

  1. Introduction

1.1    The Defence Medical Welfare Service (DMWS) is committed to protect the personal information of all visitors to this website. We recognise our obligation to keep personal information; in this policy we explain how we will treat your personal information.

1.2    [We will ask you to consent to our use of cookies in accordance with the terms of this policy when you first visit our website

1.3    This privacy policy was last updated on 26 Oct 2017

  1. Credit

2.1    This document was created using a template from SEQ Legal (http://www.seqlegal.com). 

  1. Collecting personal information

3.1    We may collect, store and use the following kinds of personal information:

(a)    information about your computer and about your visits to and use of this website (including your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths);

(b)    [information that you provide to us when registering with our website (including [your email address])];

(c)    [information that you provide when completing your profile on our website (including [your name, profile pictures, gender, date of birth, relationship status, interests and hobbies, educational details and employment details])];

(d)    [information that you provide to us for the purpose of subscribing to our email notifications and/or newsletters (including [your name and email address])];

(e)    [information that you provide to us when using the services on our website, or that is generated in the course of the use of those services (including [the timing, frequency and pattern of service use])];

(f)    [information relating to any purchases you make of our [goods] OR [services] OR [goods and/or services] or any other transactions that you enter into through our website (including [your name, address, telephone number, email address and card details])];

(g)    [information that you post to our website for publication on the internet (including [your user name, your profile pictures and the content of your posts and any peer to peer fundraising pages)];

(h)    [information contained in or relating to any communication that you send to us or send through our website (including [the communication content and metadata associated with the communication and any information gathered on a form])];

(i)     [any other personal information that you choose to send to us]; and

(j)    [information relating to any donations you make (including [your name, address, telephone number, email address, which appeal you are supporting and in the case of direct debits the frequency and date of when direct debits will be taken])].

3.2    Before you disclose to us the personal information of another person, you must obtain that person's consent to both the disclosure and the processing of that personal information in accordance with this policy.

  1. Using personal information

4.1    Personal information submitted to us through our website will be used for the purposes specified in this policy or on the relevant pages of the website.

4.2    We may use your personal information to:

(a)    [administer our website and business];

(b)    [personalise our website for you];

(c)    [enable your use of the services available on our website];

(d)    [send you goods purchased through our website];

(e)    [supply to you services purchased through our website];

(f)    [send statements, invoices and payment reminders to you, and collect payments from you];

(g)    [send you non-marketing commercial communications];

(h)    [send you email notifications that you have specifically requested];

(i)     [send you our email newsletter, if you have requested it (you can inform us at any time if you no longer require the newsletter)];

(j)     [send you marketing communications relating to our business [or the businesses of carefully-selected third parties] which we think may be of interest to you, by post or, where you have specifically agreed to this, by email or similar technology (you can inform us at any time if you no longer require marketing communications)];

(k)    [provide third parties with statistical information about our users (but those third parties will not be able to identify any individual user from that information)];

(l)     [deal with enquiries and complaints made by or about you relating to our website];

(m)   [keep our website secure and prevent fraud];

(n)    [verify compliance with the terms and conditions governing the use of our website [(including monitoring private messages sent through our website private messaging service)]];

(o)    [Complete the processing of any donation you have made to us];

(p)    [to conduct aggregate analysis and develop business intelligence that enable us to operate, protect, make informed decisions, and report on the performance of, our charity; and additional NON-OPTIONAL section required];

(q)    Your data may also be available to our website provider to enable us and them to carry out analysis and research on demographics, interests and behaviour of our users and supporters to help us gain a better understanding of them to enable us to improve our services. This may include connecting data we receive from you on the website to data available from other sources. Your personally identifiable data will only be used where it is necessary for the analysis required, and where your interests for privacy are not deemed to outweigh their legitimate interests in developing new services for us. In the case of this activity the follow will apply:

Your data will be made available to our website provider

The data that may be available to them include any of the data we collect as described in section 3 above.

Our website provider will not transfer your data to any other third party, or transfer your data outside of the EEA.

They will store your data for a maximum of [7] years.

This processing does not affect your rights under sections 10 or 16 of this privacy policy

4.3    If you submit personal information for publication on our website, we will publish and otherwise use that information in accordance with the licence you grant to us.

4.4    Your privacy settings can be used to limit the publication of your information on our website, and can be adjusted using privacy controls on the website.

4.5    We will not, without your express consent, supply your personal information to any third party for the purpose of their or any other third party's direct marketing.

4.6    All our website financial transactions are handled through our payment services provider, [Stripe, GoCardless and PayPal]. You can review the provider's privacy policy at [https://stripe.com/gb/privacy , https://gocardless.com/legal/privacy/ and https://www.paypal.com/ie/webapps/mpp/ua/privacy-full ]. We will share information with our payment services provider only to the extent necessary for the purposes of processing payments you make via our website, refunding such payments and dealing with complaints and queries relating to such payments and refunds.

  1. Disclosing personal information

5.1    We may disclose your personal information to [any of our employees, officers, insurers, professional advisers, agents, suppliers (including specifically the provider and host of our website or other subcontractors] insofar as reasonably necessary for the purposes set out in this policy.

5.2    We may disclose your personal information to any member of our group of companies (this means our subsidiaries, our ultimate holding company and all its subsidiaries) insofar as reasonably necessary for the purposes set out in this policy.

5.3    We may disclose your personal information:

(a)    to the extent that we are required to do so by law;

(b)    in connection with any ongoing or prospective legal proceedings;

(c)    in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk);

(d)    [to the purchaser (or prospective purchaser) of any business or asset that we are (or are contemplating) selling]; and

(e)    [to any person who we reasonably believe may apply to a court or other competent authority for disclosure of that personal information where, in our reasonable opinion, such court or authority would be reasonably likely to order disclosure of that personal information].

5.4    Except as provided in this policy, we will not provide your personal information to third parties.

  1. International data transfers

6.1    Information that we collect may be stored and processed in and transferred between any of the countries in which we operate in order to enable us to use the information in accordance with this policy.

6.2    Personal information that you publish on our website or submit for publication on our website may be available, via the internet, around the world. We cannot prevent the use or misuse of such information by others.

6.3    You expressly agree to the transfers of personal information described in this Section 6.

  1. Retaining personal information

7.1    This Section 7 sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal information.

7.2    Personal information that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.

7.3    Without prejudice to Section 7.2, we will usually store personal data for a maximum of [7] years

7.4    Notwithstanding the other provisions of this Section 7, we will retain documents (including electronic documents) containing personal data:

(a)    to the extent that we are required to do so by law;

(b)    if we believe that the documents may be relevant to any ongoing or prospective legal proceedings; and

(c)    in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk).

  1. Security of personal information

8.1    We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.

8.2    We will store all the personal information you provide on our, and where applicable our supplier’s, secure (password- and firewall-protected) servers.  This may include data storage services provided in the Cloud.

8.3    All electronic financial transactions entered into through our website will be protected by encryption technology.

8.4    You acknowledge that the transmission of information over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.

8.5    You are responsible for keeping the password you use for accessing our website confidential; we will not ask you for your password (except when you log in to our website).

  1. Amendments

9.1    We may update this policy from time to time by publishing a new version on our website.

9.2    You should check this page occasionally to ensure you are happy with any changes to this policy.

9.3    We may notify you of changes to this policy [by email or through the private messaging system on our website]. 

  1. Your rights

10.1  You may instruct us to provide you with any personal information we hold about you; provision of such information will be subject to:

(a)    the payment of a fee (currently fixed at GBP 10); and

(b)    the supply of appropriate evidence of your identity [(for this purpose, we will usually accept a photocopy of your passport certified by a solicitor or bank plus an original copy of a utility bill showing your current address)].

10.2  We may withhold personal information that you request to the extent permitted by law.

10.3  You may instruct us at any time not to process your personal information for marketing purposes.

10.4  In practice, you will expressly agree in advance to our use of your personal information for marketing purposes.

  1. Third party websites

11.1  Our website includes hyperlinks to, and details of, third party websites.

11.2 This privacy policy only governs our websites and we are not responsible for the privacy policies that govern third party websites even where we have provided links to them.  If you use any link on our website we recommend you read the privacy policy of that website before sharing any personal or financial data.

11.3 We may operate a number of social media pages ([including Facebook, Twitter, You Tube and Instagram]). Although this policy covers how we will use any data collected from those pages it does not cover how the providers of social media websites will use your information.  Please ensure you read the privacy policy of the social media website before sharing data and make use of the privacy settings and reporting mechanisms to control how your data is used.

  1. Updating information

12.1  Please let us know if the personal information that we hold about you needs to be corrected or updated.

  1. Data protection registration

        DMWS is registered under and complies with the provisions of the Data Protection Act 1998. For the purpose of Data Protection Act 1998 (The Act), the data controller is DMWS and we can be contacted on our principal place of business outlined below (14.3)

  1. Our details

14.1  This website is owned and operated by Defence Medical Welfare Service (DMWS).

14.2  We are registered Charity in England and Wales (1087210) and Scotland (SCO45460), Company Limited by Guarantee No. 04185635 (England and Wales) and our registered office is at The Old Stables, Redenham Park, Andover, Hampshire, SP11 8HH

14.3  Our principal place of business is at:

        Defence Medical Welfare Service (DMWS)
The Old Stables
Redenham Park
Andover
Hampshire
SP11 8HH

        Phone: 01264 774 000

        Email: [email protected]

14.4  You can contact us:

(a)    [by post, using the postal address [given above]];

(b)    [using our website contact form];

(c)    [by telephone, using the number [given above]];or

(d)    [by email, using the email address [given above]];

  1. Complaints

If you have a complaint about us, or the treatment of your data, you can contact the Charity Commission. The Charity Commission is the independent watchdog for charities.

You can make a complaint about a charity on their website at www.charity-commission.gov.uk.

[If you've got a complaint about our fundraising activities you can also complain to the Fundraising Standards Board (FRSB).

To find out whether a charity is an FRSB member and how to go about making a complaint, go to the FSRB public website at www.givewithconfidence.org.uk