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Privacy policy
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National Gulf Veterans & Families Association Privacy Policy

Page last updated: May 23rd 2018

From the 25th May 2018 a new law called The General Data Protection Regulation (GDPR) will be in effect. GDPR is designed to give you more choice in how your data is used. The new law also makes it easier to find out how your information is processed and protected.

Here at the NGVFA we take your privacy very seriously and will only use your personal data to administer your membership and to provide the products and services that you have requested from us.

However, from time to time we would also like to contact you with details of other services we provide, for example our Respite break, or make you aware of third party offers - for example attendance at an event or parade.

Any questions regarding this policy and our privacy practices should be sent by email to or by writing to NGVFA, Building D Office 1, Chamberlain Business Centre, Chamberlain Road, Hull HU8 8HL. Alternatively, you can telephone 01482 808730 or contact us.

Who we are?

The NGVFA is here to help veterans of desert conflicts, their families, partners and carers to improve their day to day lives through support, information and advocacy. NGVFA is registered with the Charity Commission (no: 1074867). Our registered address is Building D, Office 1, Chamberlain Business Centre, Chamberlain Road, Hull, HU8 8HL.

Why we use your information?

We will use the information you give to us to handle your enquiry or request. This may include responding to your query or feedback, or sending you relevant information, such as health or benefits information. We will also keep a record of conversations we have with you, feedback you provide and any communication we send out to you. This can help us to handle your queries and requests more efficiently.

Sharing your information with other organisations

We will never share your information with third parties for their own purposes, unless this is explained to you at the time we collect your information, you give us your permission to, or we are legally required to do so. For example, we are legally required to provide your data to HMRC if you have agreed to us claiming Gift Aid on your behalf.

We also use suppliers known as "data processors" to process data on our behalf, for example, to make a booking for the respite break. When enlisting the services of such suppliers we ensure that they are under a contractual obligation to only use your information in accordance with our instructions and for no other purposes.

Sensitive Data

This refers to processing of personal data revealing racial or ethnic origin, data concerning health, service details or data concerning a natural person's sex life. We require your explicit consent for processing sensitive data, so when you submit your details you will be asked to provide your consent for this processing.

Where we are required to collect personal data by law, or under the terms of the contract between us and you do not provide us with that data when requested, we may not be able to perform the contract. If you do not provide us with the requested data, we may not be able to provide you with a product or service but if we cannot, we will notify you at the time.

We will only use your personal data for a purpose it was collected for or a reasonably compatible purpose if necessary. If we need to use your details for an unrelated new purpose we will let you know and explain the legal ground for processing.

We may process your personal data without your knowledge or consent where this is required or permitted by law.

Your choices

You have a choice about whether or not you wish to receive information from us. You will have to select your choices by ticking the relevant boxes on the forms on which we collect your information.

We will not contact you for marketing of events by email, phone or post unless you have given your prior consent. You can change your preferences at any time by contacting us via email:, telephone on 01482 808730 or in writing.

How you access, update or withdraw your information - Your legal rights

Under data protection laws you have rights in relation to your personal data. These rights include the right to request access, correction, erasure, restriction, transfer, object to processing, portability of data and where the lawful ground of processing is consent, to withdraw consent.

The accuracy of your information is important to us so if you change any of your personal details such as name, address, telephone number or email address, or if any other information we hold is inaccurate or out of date please email us at Alternatively you can write to us at NGVFA, Building D, Office 1, Chamberlain Business Centre, Chamberlain Road, Hull, HU8 8HL or you can telephone 01482 808730. If you wish to exercise any of the rights set out above then please send your request in writing.

You will not have to pay a fee to access your personal data or to exercise any other rights. However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive or refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data or to exercise any of your other rights. This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case we will notify you.

Use of website "cookies"

Like many other websites, the NGVFA website uses cookies. "Cookies" are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit. They collect statistical data about your browsing actions and patterns and do not identify you as an individual. It is possible to switch off cookies by setting your browser preferences.

The only cookies we use are when you are logged in to our site as a member or have chosen to use the accessibility features of our site. We use no other tracking or monitoring cookies, and do not use any third party organisations for advertising or analytics; we will not sell or share information with any such organisations.

Links to other websites

Our website may contain links to other websites run by other organisations. This privacy policy applies only to our website, so we encourage you to read the privacy statements/policies on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.

Similarly, if you linked to our website from a third-party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third-party site and recommend that you check the policy of that third-party site.

Data Security

We have put in place security measures to prevent your personal data from being accidentally lost, used, altered, disclosed or accessed without authorisation. We also allow access to your personal data only to those employees and partners who have a business need to know such data. They will only process your personal data on our instructions and they must keep it confidential. We have procedures in place to deal with any suspected data breach and will notify you and any applicable regulator of a breach if we are legally required to do so. Any sensitive information is protected.

Non-sensitive details (your email address etc.) are transmitted normally over the internet and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us and you do so at your own risk. Once we receive your information we make our best effort to ensure its security on our systems. Where we have given (or where you have chosen) a password which enables you to access certain parts of our websites, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

Data Retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including the purposes of satisfying any legal, accounting or reporting requirements.

When deciding what the correct time is to keep data for we look at its amount, nature and sensitivity, potential risk of harm from unauthorised use or disclosure, the processing purposes, if these can be achieved by other means and legal requirements.

In some circumstances we may anonymise your personal data for analytical and statistical purposes in which case we may use this information indefinitely without further notice to you.

Data Protection Officer

The Data Protection Officer (DPO) oversees compliance with this privacy policy. If you have any questions or concerns about this privacy policy or how we handle your personal information, please contact Mrs Maria Rusling at or in writing to NGVFA, Building D, Office 1, Chamberlain Business Centre, Chamberlain Road, Hull, HU8 8HL. You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues.

Changes to the Privacy Policy

We reserve the right to update this privacy policy at any time and we will provide you with a new privacy policy when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.

Contacting the NGVFA about this Privacy Policy

If you have any questions or comments about this Privacy Policy please contact us.

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Charity No. 1074867
Companies House No. 3731497
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