1. Purpose of Data Collection 

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We hold members’ personal information solely for the purpose of: 

• Managing Association membership and communications 

• Distributing newsletters, notices, and event information 

• Maintaining historical and contact records relevant to Association activities 

• Coordinating reunions, memorial events, and veteran engagement 

We will only collect information that is necessary for these functions. 
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2. Personal Data We Hold 

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The Association may collect and store the following information:- 

• Name and contact details (email, phone number, postal address) 

• Service history relevant to 12 Squadron 

• Membership status and subscription records (if applicable) 

• Any information voluntarily provided for Association activities 

We do not collect sensitive personal data unless explicitly provided and agreed by the member. 
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3. Lawful Basis for Processing 

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We process personal data under the lawful basis of: 

• Legitimate Interests – to operate the Association and communicate with its members 

• Consent – for optional activities such as publication of photos, service details, or personal stories Members may withdraw consent at any time. 

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4. Data Sharing 

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We do not share personal data with external organisations, commercial bodies, or third parties, except where: 

• Required by law, or 

• Explicit consent has been provided by the member 

Data will never be sold or used for marketing by external parties. 

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5. Data Storage and Security 

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Personal data is held securely by the Association’s Committee. Reasonable measures are taken to prevent unauthorised access, loss, or misuse of data. 
Only committee members with a legitimate administrative need may access this information. 
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6. Data Retention 

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Personal data will be retained only for as long as membership is active or as required to support Association activities. 
Members may request removal of their data at any time, and their details will be securely deleted. 
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7. Your Rights 

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Under UK GDPR, members have the right to: 

• Access the personal data we hold about them 

• Request corrections to inaccurate information 

• Request deletion ('right to be forgotten') 

• Object to processing 

• Withdraw consent at any time 

Requests will be handled within the statutory timeframe.
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8. Contact for Data Protection Matters 

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For any queries, concerns, or GDPR-related requests, please contact:  12 Squadron Association  - 12sqnassoc@gmail.com