From: Membership Secretary
Princess Mary’s Royal Air Force Nursing Service Association
COS Health / DGMS (RAF)
Nimrod Block
RAF High Wycombe
High Wycombe
HP14 4UE
Email: pmassmembership@hotmail.co.uk
05 January 2012
Dear Member
DATA PROTECTION ACT
1.
The Data Protection Act has been amended to reflect current thinking on the possible
consequences of retained personal Data. The PMRAFNS Association complies with the
current regulations but it is now incumbent on the Association to inform you of what personal
information we keep, in what format we retain the information and who has access to the facts.
This letter aims to explain these points and seeks your confirmed acceptance of the
Association’s responsibilities in relation to the Data Protection Act 1998.
2.
The essence of the 1998 Act is to offer more ‘protection’ to the individual whilst allowing
organisations to function. You should read carefully and note the following:
a.
Information on you is retained for the sole purpose of the PMRAFNS Association.
We do not knowingly pass personal details of any sort to a third party without your
consent.
b.
Electronic records are kept by the Membership Secretary and the Deputy
Membership Secretary only.
c.
Other elected PMRAFNS Association Committee Members may from time to
time be given personal details in pursuance of specific duties in relation to the
association only.
d.
Membership details are retained for two years after a lapse in membership.
e.
All personnel and contact information provided on the application form are
retained for the duration of the individual membership by the membership secretary and
her deputy.
3.
For the purpose of the Data Protection Act, PMRAFNS Association Committee
members holding the following positions are nominated as Data Controllers:
a.
Membership Secretary.
b.
Deputy Membership Secretary.
c.
AGM & Reunion Coordinator.
d.
Treasurer.
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e.
Deputy Treasurer.
f.
Special Events Co-ordinator
4.
You have the right to request details of any information the PMRAFNS Association hold
on you by applying in writing to the Membership Secretary giving as much detail as possible
on your request. A response will be returned to you within 21 days from receipt.
5.
You should be aware that authorised details printed in the Membership List might be
sent to Association Members residing out side the United Kingdom. In these circumstances
the Association whilst making every effort to comply with the Data Protection Act can not be
held responsible for any disclosure by a third party.
6.
Association members must give their written informed consent to the PMRAFNS
Association allowing personal information to be stored and used for the stated purpose.
Failure to give this consent will result in the member being removed from all databases. In
these circumstances, the PMRAFNS Association cannot guarantee individuals will receive all
correspondence in a timely manner.
7.
You are now requested to complete the attached Data Protection Act proforma and
return it to the Membership Secretary.
8.
Thank you for your continued support of the PMRAFNS Association.
<Original Signed>
FM McGLYNN
Sqn Ldr
Membership Secretary
<Original Signed>
TP PHILLIPS
Retired Member
Membership Team
<Original Signed>
P PYBIS
Flt Lt
Deputy Membership Secretary
<Original Signed>
EMA CAMP
Cpl
JNCO Membership Team
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To: Membership Secretary
Princess Mary’s Royal Air Force Nursing
Service Association
COS Health / DGMS (RAF)
Nimrod Block
RAF High Wycombe
High Wycombe
HP14 4UE
Email: pmassmembership@hotmail.co.uk
DATA PROTECTION ACT
1.
I have read and understood the information sent to me by the
Membership Secretary to the PMRAFNS Association in relation to the Data
Protection Act 1998 and I agree to the following information being kept by the
Association:
a.
Surname.
b.
Initials.
c.
Maiden name.
d.
Date of Birth.
e.
Post Nominal’s.
f.
Dates of Service; - Start date:
g.
Home Address.
h.
Work Address.
i.
Email Address.
j.
Payment method.
End of Service date:
2.
I understand that personal information will only be used by the
PMRAFNS Association in pursuance of their lawful business and in good
faith.
3.
I confirm that I have read and understood the terms of this subject
form.
Signature: ...........................................................................
NAME (Please Print): ........................................................
Date: ...............................................................................
Please return this proforma to the Membership Secretary annually.
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