Privacy Policy

The Council of Reserve Forces and Cadets Association, Defence Relationship Management and the Reserve Forces and Cadet Associations (CRFCA, DRM & RFCAs) collect certain information or data about you when you access CRFCA, DRM & RFCAs websites and landing pages.

We collect:

  • Questions, queries or feedback you leave, including your email address if you contact CRFCA, DRM & RFCAs
  • Your email address and subscription preferences when you sign up to our email alerts, and how you use our emails – for example whether you open them and which links you click on
    your IP address, and details of which version of web browser you used
  • Information on how you use the site, using cookies and page tagging techniques

This data can be viewed by authorised people in CRFCA, DRM & RFCAs and our suppliers, to:

  • Improve the site by monitoring how you use it
  • Gather feedback to improve our services, for example our email alerts
  • Respond to any feedback you send us, if you’ve asked us to
  • Send email alerts to users who request them
  • Allow you to access government services and make transactions
  • Provide you with information about local services if you want it
  • We may also get in touch with you regarding Defence related research

Visitors to our websites

We use a third party service,, which is run by Automattic Inc, to host our website. When someone visits WordPress collects standard internet log information and details of visitor behaviour patterns. We use this to find out things such as the number of visitors to the various parts of the site. This information is processed in a way which does not identify anyone. We do not make, and do not allow WordPress to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it. For more information about how WordPress processes data, please see Automattic’s privacy notice.

Where your data is stored

We store your data on secure servers in the European Economic Area (EEA).

By submitting your personal data, you agree to this.

When you sign up to our email alerts

We use Flair Creative for our email alerts. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-newsletter. For more information, please see Flair Creative’s privacy notice.

Some of our providers have staff and servers based outside the EEA, and stores your data in the US. 

As a subscriber to our email alerts, we may contact you from time to time to ask for your feedback on how to improve our email alert service.

Click here to unsubscribe. If you wish to update your email address or change your preferences please click the ‘Update preferences’ button at the top of our RFCA newsletter or email [email protected]

Keeping your data secure

Sending information over the internet is generally not completely secure, and we can’t guarantee the security of your data while it’s in transit.

Any data you send is at your own risk.

We have procedures and security features in place to keep your data secure once we receive it.

People who contact us via social media

We manage our social media interactions in-house.

If you send us a private or direct message via social media it will not be shared with any other organisations without additional consent from you.

People who email us

Any email sent to us, including any attachments, may be monitored and used by us for reasons of security and for monitoring compliance with office policy.  Email monitoring or blocking software may also be used. Please be aware that you have a responsibility to ensure that any email you send to us is within the bounds of the law.

Job applicants, current and former RFCAYH employees

When individuals apply to work at RFCAYH, we will only use the information they supply to us to process their application and to monitor recruitment statistics. Where we want to disclose information to a third party, for example where we want to take up a reference or obtain a ‘disclosure’ from the Criminal Records Bureau we will not do so without informing them beforehand unless the disclosure is required by law.

Personal information about unsuccessful candidates will be held for 12 months after the recruitment exercise has been completed, it will then be destroyed or deleted. We retain de-personalised statistical information about applicants to help inform our recruitment activities, but no individuals are identifiable from that data.

Once a person has taken up employment with the RFCAYH, we will compile a file relating to their employment. The information contained in this will be kept secure and will only be used for purposes directly relevant to that person’s employment. Once their employment with RFCAYH has ended, we will retain the file in accordance with the requirements of our retention schedule and then delete it.

RFCAYH Association Members and Association Database

All Association Members are given a form to complete which has previously complied with the Data Protection Act 1998. The level of privacy and protection is adequate for GDPR but we need to document consent from all parties, including from additional relevant personnel with whom we need to conduct our daily business (i.e. unit Adjutants, Permanent Staff Administration Officers etc.).  All personal data is held on secure servers.  We may share your details with other parties for the purpose of RFCA related activities such as inviting members to Reserve and Cadet events.  Personal data is never shared with third party marketing companies.

Type of information


Legal basis of processing

Date of birth / age related information

Managing membership categories which are age related

Legitimate Interest: Performing the Association Statutory requirement for contract with the Member.

Photos and videos of Members

Putting on the Association website and social media pages and using in press releases.

Consent. We will seek the Member’s consent on their membership application form and each membership renewal form and the Member may withdraw their consent at any time by contacting us by e-mail or letter.


Name, address and e-mail address as appropriate

Creating and managing the Association Membership Directory or to conduct daily business.

Consent. We will seek new Member’s consent on their membership application form and each membership renewal form. The Member may withdraw their consent at any time by contacting us by e-mail or letter to tell us that they no longer wish us to hold their details.

Disclosing your information

We may pass on your personal information if we have a legal obligation to do so. This includes exchanging information with other government departments for legal reasons.

We may pass your contact details to other reserve, cadet and regular service units for the purpose of invitations to RFCA, reserve, regular and cadet service events.

We won’t share your information with any other organisations for marketing, market research or commercial purposes, and we don’t pass on your details to other websites.

Complaints or queries

RFCAYH tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of RFCAYH’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.

Your rights

You can find out what information we hold about you, and ask us not to use any of the information we collect.

If you’ve signed up for email alerts, you can unsubscribe or change your settings at any time.

Links to other websites

CRFCA, DRM & RFCAs websites contain links to other websites.

This privacy policy only applies to CRFCA, DRM & RFCAs websites, and doesn’t cover other government services and transactions that we link to. These services have their own terms and conditions and privacy policies.

Following a link to another website

If you go to another website from this one, read the privacy policy on that website to find out what it does with your information.

Following a link to a CRFCA, DRM & RFCAs website from another website

If you come to a CRFCA, DRM & RFCAs website from another website, we may receive information from the other website. We don’t use this data. You should read the privacy policy of the website you came from to find out more about this.

Changes to this privacy notice:

We keep our privacy notice under regular review. This privacy notice was last updated on 24 May 2018.

If you want to request information about our privacy policy you can email us or write to:

RFCAYH how to
20 St George’s Place
YO24 1DS

Removal of personal information

If you wish to have your personal information amended or removed from our database you should contact our database administrator in writing. Their contact details are:

Communications AO
20 St George’s Place
YO24 1DS

Email: [email protected]

Subject Access Requests

You have the right to request access to any personal information the Association holds on you. Should you wish to see this information a Subject Access Request should be sent to:

Data Protection Advisor (DPA)
20 St George’s Place
YO24 1DS

Email: [email protected]

You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we are allowed under the law to charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we can refuse to comply with the request in such circumstances.

To comply with your request, we sometimes need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

Further information can be found at:

How to complain if you’re not happy

If you are unhappy with how any aspect of this privacy notice, or how your personal information is being processed, you should contact your local RFCA DPA in the first instance.  Alternatively you may contact the CRFCA DPO on: [email protected]

Your complaint will be acknowledged within 5 working days and send you a full response within 20 working days. If we can’t 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
Wycliffe House
Water Lane

Tel: 0303 123 1113
Email: [email protected]

Reserve Forces