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Changes to our Data & Privacy Policy

Changes to our Data & Privacy Policy

As part of our continued effort to improve our membership services, we’ve made some changes to how we handle and use personal data to allow a more streamlined experience for both members and unit leadership throughout Quadrant 2.

After a regular review of our privacy policy, as well as how we operate as an orginisation, we have made amendments to our data handling and privacy policies going forward.

In compliance with the General Data Protection Regulation 2016/679 (EU) and the later adopted The General Data Protection Regulation 2018 (GDPR-UK), we had previously revised our policies so that all information submitted upon application was handled solely by the Director of Fleet Administration (Admin) within a private database only they could access, with limited information (name, email, general location) being shared with Unit CO’s to allow them the ability to coordinate your membership on the ground.

The changes to the privacy policy continue to utilise Admin as the data controller, however now recognises CO’s as processors for their localised region.

As such those processors will have direct access to a new secure and private cloud based database while are encrypted using AES 256-bit technique. CO’s will only have access to their membership base (for example, a London based CO will not be able to gain access to Newcastle memberships) and must comply with strict instructions of the data controller in how to access and utilise the information – including what they can and cannot update in terms of membership services.

These changes allow:

  • CO Access: Unit leaders being able to better communicate with their members and coordinater any events, meetups and localised activities.
  • Fulfillment: Membership rewards and tiers, such as commendations, recognition and unit promotions to be upgraded without having to process via Admin
  • Streamlining: Utilising a shared database which both Admin and your CO can access safely and instantaniously and without delay.
  • Security: Ensuring our data is held securely accross a singular platform with top tier encryption and safety methods.

You can read our privacy policy in full at, or download our more comprehensive and detailed version (which includes a changelog) within the membership hub. You can also view the full document below.

While this will be standard procedure going forward, our current CO’s must opt-in to the system by agreeing to adhere to a strict set of instructions and legal guidance. CO’s without any GDPR qualification will be offered a course in the field. Only those CO’s who sign off on the regulation will be permitted the ability to act as a processor/information handler for their unit.

The policy was updated on April 16th 2021. The policy will go live with agreeing CO’s gaining access May 17th 2021.

For further information, or if any member does not agree to the change of poilicy, they can contact Admin directly to discuss, ask questions or withdraw membership.

ADM JT Marczynka, DoFA
Creator of things, writer of words, caffeine addict. Director of Communications for Starfleet Command Quadrant 2.

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