How we use your information at the Defence Academy of the United Kingdom
The following is to explain your rights and to give you information you are entitled to under the Data Protection Act 2018. Please note this refers to your personal data (your name; address and anything that could be used to identify you personally).
The identity and contact details of MOD Data Controller and Data Protection Officer are:
MOD Data Protection Officer
Ground floor, zone D
Email address: firstname.lastname@example.org
Why are we collecting or processing your data?
Your personal information is being collected and processed for several purposes, including:
- to facilitate invoicing in support of payment for course and conference attendance
- to respond to questions, queries or feedback left through this website
- correspondence and communication
- course/event applications, course enrolment and registration
- station welfare and accommodation arrangements
- security and site access
- travel and accommodation bookings on your behalf
- statistical analysis
- training and course attendance records
- to inform you about other services, products, courses or events that may be of interest
- user registration and authentication within online portals
Additionally, when you contact us through this website we may collect:
- questions, queries or feedback that you leave, including your email address
- your IP address
Your personal information will not be used for any automated decision making.
Our lawful basis for processing your personal data
The Data Protection Act 2018 states that, as a government department, the MOD may process personal data as necessary for the effective performance of a public task.
With whom will we be sharing your personal data?
The information we collect from you may be shared with other MOD departments and our academic and facilities partners:
- Serco Group PLC
- Cranfield University
- King's College London
We may also need to share your information overseas (including destinations outside of the European Economic Area (EEA)) for the purposes of travel, accommodation, or registration with third-party sponsors, on your behalf. The external sharing of your personal information occurs only when necessary in each distinct instance, and we will inform you beforehand. We take steps to ensure that your information is used and handled by third parties securely and in compliance with the Data Protection Act 2018.
How long will we keep your personal information?
Your personal information will be stored in a secure government IT system and destroyed securely when it is no longer required.
We have strict controls over how and why your data can be accessed. Information obtained that is necessary for course or event attendance, or information subsequently obtained or generated during course/event attendance, will be retained for the duration of the course/event plus an additional period of no longer than ten years for information which is necessary for records of course attendance.
Your name and contact details may subsequently be retained until they are deemed to be no longer accurate or necessary, or such time as you request removal. We also maintain anonymised information about course attendance for statistical analysis. We may need to keep some types of information to ensure we comply with legal obligations.
Under data protection legislation you have the following individual rights with regards to your personal data:
- the right to be informed about the collection and use of your personal data
- the right to access your personal data and supplementary information
- the right to have inaccurate personal data rectified, or completed if it is incomplete
- the right to erasure in certain circumstances
- the right to restrict processing in certain circumstances
- the right to object to processing in certain circumstances
- rights in relation to automated decision making and profiting
- right to complain to the information Commissioner
Further information can be found at: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/
How to complain if you are not happy?
If you are unhappy with how any aspect of this privacy notice, or how your personal information is being processed, please contact:
MOD Information Rights Team
Ground floor, zone D
London SW1A 2HB
We will acknowledge your complaint within 5 working days and send you a full response within 20 working days. If we cannot respond fully in this time, we will write and let you know why and tell you when you should get a full response.
If you are still not happy, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):
Information Commissioner's Office
Tel: 0303 123 1113