Introduction

1.   The Royal Marines Association (RMA) is committed to protecting any personal information we obtain about you, whether you are a member, supporter, beneficiary, website visitor or volunteer. This Privacy Policy sets out how we obtain, use and protect any personal information you provide to us, whether online, via phone, text, email, in letters or in other correspondence. We hope that this policy statement will answer the questions that you may have about how we manage and protect your details, but if you have any questions which are not answered by this statement, please contact us on 02392 547212.

2.   This privacy policy explains the following:

  • What information the RMA may collect about you;
  • How the RMA will use information collected about you;
  • When the RMA may use your details to contact you;
  • Whether the RMA will disclose your details to anyone else;
  • Your choices regarding the personal information you provide to us;
  • The use of cookies on the RMA website and how you can exercise your choices in relation to those cookies.

3.   The RMA is committed to safeguarding your personal information. Your personal data is protected by UK legislation, specifically the Data Protection Act 1998, the Privacy and Electronic Communications (EC Directive) 2003 and the General Data Protection Regulation (2018). We aim to exceed our legal obligations by following best practice and reviewing our procedures regularly.

4.   The RMA website contains hyperlinks to websites owned and operated by third parties. These third party websites have their own privacy policies, including policies on their use of cookies, and we urge you to review them. They will govern the use of personal information you submit or which is collected by cookies whilst visiting these websites. We cannot accept any responsibility or liability for the privacy practices of such third party websites and your use of such websites is at your own risk.

Who we are

5.  The RMA is a company limited by guarantee registered in England and Wales (number 1168387) at Normandy Building, HMS Excellent, Whale Island, Portsmouth, PO2 8ER.  It was established in 1946 and its principal purposes today remain largely the same as then, being enshrined In the Association’s Bye-Laws in these words: 

To promote the efficiency of the Corps, including those who have served with the Corps from other Services, and to promote and preserve its ethos, traditions and esprit de corps amongst serving and former members of the Royal Marines… To provide, either directly or through appropriate agencies, relief from conditions of poverty, need, hardship and distress, to all serving or former members of the Corps, their families and dependents”.

What information will the RMA collect about me?

6. When you contact the RMA to make a donation, sign up to any activities or online content, such as newsletters, or you telephone, email, write to or engage with us via social media channels, we may receive and retain personal information about you. This can consist of basic information such as your name, email address, postal address, telephone or mobile number, or more detailed information such as preferences and interests and information relevant for membership eligibility.  In addition, we may retain such information to enable grant giving, and bank account details to process donations and membership subscriptions; as well as your status as a tax payer for Gift Aid claims.

7.   By submitting your details, you enable the RMA to provide you with the services, information, activities or online content you select.

8.  We do not usually collect "sensitive personal data" about our supporters, e.g. health status, unless there is a clear reason for doing so - such as welfare support, participation in a membership event or similar fundraising effort or where we need this data to ensure that we provide appropriate facilities or support to enable you to participate in an event. Clear notices will be provided on applications for such events so that what information we need and why we need it is evident. If you are simply browsing our website as an anonymous visitor, the RMA may still collect certain information from you, such as your IP addresses (an IP address is a number that can uniquely identify a specific computer or other network device on the internet).

9.   The RMA also uses cookies on our website. Cookies are small text files on your device created by your web browser when you visit a website. Every time you return to that website, your browser will send the cookie file back to the website's server. Cookies improve your experience of using a website, for example by remembering your preference settings and by measuring your use of a website to ensure that it meets your needs. See paragraph 27 below for more detail on how we use cookies and how you can control your cookie preferences.

How will the RMA use the information you collect about me?

10.   The RMA collects and processes personal information for the purposes of administration, membership analysis and to keep members informed about their membership e.g. their subscription, welfare activities, socials and events, membership offers, fallen comrades, Corps news, career/employment opportunities etc.

The RMA will use your personal information for a number of purposes including the following:

  • In relation to any correspondence you have entered into with us whether by letter, email, text, social media, message board or any other means;
  • For "service administration purposes", which means that the RMA may contact you for reasons related to donations you have made such as your tax status with regard to Gift Aid, the completion of commercial or other transactions you have entered into with the RMA or the activity or online content you have signed up for;
  • For internal record keeping;
  • To contact you about any content (information, personal details, news article etc) you provide;
  • To invite you to participate in surveys or research about the RMA or our work (participation is always voluntary);
  • For marketing purposes where you have specifically consented to receive marketing communications from us (see below);
  • To provide you with information about our activities or online content you have agreed to receive;
  • To personalise the way the RMA content is presented to you;
  • To use IP addresses as follows: to identify the location of users; to block disruptive use; to establish the number of visits from different countries;
  • To analyse and improve the activities and content offered by the RMA website to provide you with the most user-friendly navigation experience. We may also use and disclose information in aggregate (so that no individuals are identified) for marketing and strategic development purposes.

Will I be contacted for marketing purposes?

11.   The RMA will only contact you for marketing purposes where you have provided us with freely given consent to do so.  You may provide that consent in various ways including through online or paper forms, responding to advertisements (where consent statements are clearly visible) or face-to-face though engagement with our Central Office staff.

12.   Please see paragraph 22 below for information on how to change your communication preferences, including opting out of future marketing communications.

Will the RMA share my personal information with anyone else?

13.   We will only use your information within the RMA for the purposes for which it was obtained. The RMA will not, under any circumstances, share or sell your personal data with any third party for marketing purposes and you will not receive offers from other companies or organisations as a result of giving your details to us.

14.   We may need to share your information with "data processors" such as our service providers, associated organisations and agents who help us to prepare and send the materials relating to our activities. These "data processors" will only act under our instruction and we will not allow these organisations to use your data for their own purposes and will take care to ensure that they keep your data secure.

15.   We will also comply with legal requests where disclosure is required or permitted by law (for example to government bodies for tax purposes or law enforcement agencies for the prevention and detection of crime, subject to such bodies providing us with a relevant request in writing).

Offensive or inappropriate content placed on the RMA website

16.   If you post or send offensive, inappropriate or objectionable content to or anywhere on the RMA website or social media, or otherwise engage in any disruptive behaviour on any RMA service, we may use your personal information to stop such behaviour.

17.   Where the RMA reasonably believes that you are or may be in breach of any of the laws of England and Wales (or the law of Scotland if you live there) (e.g. because content you have posted may be defamatory), we may use your personal information to inform relevant third parties such as your employer, internet provider or law enforcement agencies about the content and your behaviour.

How long will the RMA keep my personal information?

18.   We will hold your personal information on our systems for as long as is necessary for the relevant activity. The RMA holds records of all deceased members and those who, for a variety of reasons no longer subscribe to the RMA. The reasons for doing this are as follows:

  • To provide information to the “find a friend” function on the website,
  • To facilitate re-joining should a lapsed member chose to do so
  • Membership history can be retained for accounting purposes. 

19.   If you request that we stop sending you marketing or other materials we will keep a record of your contact details and appropriate information to enable us to comply with your request not to be contacted by us.

20.  Legacy income is another income stream of the charity. We may keep data you provide to us indefinitely, to carry out legacy administration and communicate effectively with the families of people leaving us legacies. This also enables us to identify and analyse the source of legacy income we receive.

21.  Where you contribute material to us, e.g. user generated content or in response to a particular activity we will generally only keep your content for as long as is reasonably required for the purpose(s) for which it was submitted unless otherwise stated at the point of generation.

What is the RMA's policy on allowing me to update, correct, or delete my personal information?

22.   The accuracy of your information is of paramount importance to us. We want to ensure that we are able to communicate with you in ways that you are happy with, and to provide you with information that is of interest. If you wish to change how we communicate with you, or update the information we hold, you can do so by:

  • Logging into your online account and updating your preferences and personal information: royalmarinesassociation.org.uk/login
  • Email us at enquiries@rma.org.uk
  • Write to us at: The RMA, Normandy Building , HMS Excellent, Whale Island, Portsmouth, PO2 8ER
  • Call us on 02392 651519 (Mon-Fri 9am-4pm)

23.   You may also opt out of marketing emails at any time by clicking the unsubscribe link in any marketing email from the RMA or by updating your preferences in your online account.

24.   Under the Data Protection Act and General Data Protection Regulation, you have the right to request a copy of the personal information we hold about you and to have any inaccuracies corrected. (We charge £10 for information requests and require you to prove your identity with two pieces of approved identification).

25.   Please address requests and questions about this or any other question about this Privacy Policy to the Chief of Staff, Royal Marines Association, Normandy Building, HMS Excellent, Whale Island, Portsmouth, PO2 8ER.

Cookies Policy - information the RMA collects from your computer or mobile device

26.   Cookies are small text files on your device. They are made by your web-browser when you visit a website. Every time you go back to that website, your browser will send the cookie file back to the website's server. These cookies allow us to distinguish you, anonymously, from other users of the website which helps us to provide you with a good experience when you browse our website and also allows us to improve our site.

27.   Cookies do several different jobs, like letting you navigate between pages efficiently, remembering your preferences, and generally improving the user experience.  They can also help to ensure that advertisements you see online are more relevant to you and your interests.

28.   You can find more information about cookies, including how to delete them, at: www.allaboutcookies.org and www.youronlinechoices.eu. For a video about cookies visit http://www.google.co.uk/goodtoknow/data-on-the-web/cookies.

Why does the RMA use cookies?

29.   Like many websites, the RMA uses cookies in order to provide you with a more personalised web service, show relevant content, and enable you to use cookie-dependent features on our site.

30.   Cookies also help us identify which bits of our website people are using, and help us develop those sections of the website to improve the user experience.

31.   Information supplied in cookies also allows us to measure the effectiveness of online marketing campaigns for the RMA. This enables us to ensure any money we spend on digital marketing gives us a good return on investment.

Changes to the RMA's Privacy Policy

32.   This Privacy Policy may be updated from time to time so you may wish to check it each time you submit personal information to the RMA. The date of the most recent revisions will appear at the top of this page. If you do not agree to these changes, please do not continue to use the RMA website to submit personal information. If material changes are made to the Privacy Policy we will notify you by placing a prominent notice on the website.