When joining Starfleet Command Quadrant 2 (SFCQ2), you provide information about yourself when you register for membership through our Enlistment form online, or by paper membership applications at an event. This is considered personal data. We collect and store this information to fulfil club responsibilities and fulfilment of our membership services.
Where we need to collect personal data to fulfil club responsibilities and you do not provide that data, we may not be able honour or administer your membership or entry into SFCQ2.
The following outlines the data we collect and how we manage the information.
HOW WE USE YOUR DATA
The information you provide is not shared with any third party and is kept in secure, encrypted external storage. Your name, address and other personal information is for administrative use and allows our admin officer to send any certificates, special awards or QM Store items you opt in to receiving. Asking for your address also allows us to place you correctly with your nearest unit.
Your name and email address will be shared with our Academy departments and with Starbase Europa CO for the purpose of internal communications and services including proper accessibility and approval; those with access to this information are strictly prohibited from using these details for any other task out with the needs of your membership within SFC Quadrant 2. Your personal address or phone number will be accessibly by your regional Commanding Officer for the purpose off mail-outs, awards and organisation. Only Admin and your assigned CO will have access to this information and under no circumstances with any off your personal data be shared with another department or member of SFCQ2 without your express consent.
Details of the information we collect and it’s usage include:
Home Address: We collect your address and home information for the purpose of verification of our identity; of ensuring you are placed within your local catchment area for any unit activities (for example, London based members would be assigned to our Churchill unit) and for mailouts including welcome letters, commendation certificates competitions and any orders made from our Quartermasters store.
Your home address is strictly controlled by our Director of Administration and accessible only by Admin & your CO under strict policies. No other parties or departments have access to this information and it will not be shared without your strict consent to do so.
Email: As part of your base membership, we collect your email address for the purpose of using our membership service and our primary method of communication in regards to your membership. Your email address will be used to send you any fleet communication from our base welcome message, to promotions, assignments, membership support and for distribution of fleet materials.
Email addresses are shared with your Unit CO, our Academy Program and Europa Moderator for the purpose of membership services & communication. This is also shared with our MailChimp Service, outlined below.
Phone Number: Phone numbers are used rather strictly to verify an identity and to avoid any member registering multiple times. Phone numbers may on occasion also be used to contact a member or, by consent of the member, create discussion groups via mobile apps who has inputted an incorrect email address; however this usage is restricted to paper memberships. Inputting a phone number is entirely optional and not a strict requirement of membership.
Phone numbers, if provided are strictly controlled by our Director of Administration and accessible only by Admin & your CO under strict policies. No other parties or departments have access to this information and it will not be shared without your strict consent to do so.
Personal Information: All personal information provided upon application is strictly controlled by our Director of Fleet Administration with CO’s having access as a Processor to your information. Additional notes, such as pronoun preferences will be passed over to Unit CO’s and Departments.
Personal information is held strictly by our Director of Fleet Administration: Only pronoun preferences will be passed over to Unit CO’s and Departments.
The above information is used strictly for membership services. Information shared with other departments (outlined above) is strictly for usage within Quadrant 2 and all departments are held to our strict ethical and legal standards.
Those with access to both limited information and personal data are strictly prohibited from using these details for any other task out with the needs of your membership within SFC Quadrant 2. Your personal address or phone number will never be shared outwith Admin and your CO to any other member of SFC without your express consent.
All information provided voluntarily for the purpose of your SFC Membership is used only for membership services which includes communications by post or by email. We will not use this information for any commercial purposes including marketing and we will not share nor sell your information to any third party service: Inclusive of other regions of SFC such as Quadrant One in North America.
We will retain this information for the duration of your membership, however if any member is inactive for 18 months we will automatically cleanse their private information from our database.
ONLINE MEMBERSHIP ACCOUNTS
We may collect information about your computer and your visits to this website such as your IP address, geographical location, browser type, referral source, length of visit and number of page views. We may use this information in the administration of this website and to improve it’s functionality for the benefit of membership services.
Most browsers allow you to refuse to accept cookies. You can check your browsers options, tools or help menu for more information. This will, however, have a negative impact upon the usability of many websites, including this one.
In order to fulfil membership services, SFCQ2.com employs external services and plugins to connect with members. These include:
THIRD PARTY WEBSITES
This website contains links to other websites and services. We are not responsible for the privacy policies of third-party websites, however we make a firm commitment to not linking to anything we find lacks proper security and privacy compliance.
SECURITY AND YOUR RIGHTS
SECURITY OF YOUR PERSONAL DATA
We will take all reasonable precautions to prevent the loss, misuse or alteration of your personal information. Of course, data transmission over the Internet is inherently insecure, and we cannot guarantee absolute security of data sent over the Internet, however we will and do treat the information with the highest levels of security we can provide.
We will store all the personal information you provide in our Fleet Database. Our Fleet Database is stored in a private hub controlled by the Director off Fleet Administration with CO’s having access to those under their command. The database is held on a secure server with limited accessibility. Our database has strict usage restrictions and is managed by our Director of Fleet Administration acting as Data Controller with CO’s having limited access as Processors.
CO’s, acting as processors, must adhere to a strict usage instruction in compliance with The Data Protection Act 2018 (GDPR-UK).
Our website stores your login, email and password information. We may also store your login or password information for any third-party applications you denote as a connector. These may include, but are not limited to, twitter and facebook via our social connect plugin. This information is encrypted for security and is used solely to provide a connection between ourselves and the third-party application and will not be shared with any entity other than the third party in question.
You are responsible for keeping your passwords confidential. We will not ask you for your passwords nor do we have any direct access to them due to encryption methods used.
ACCESSING YOUR PERSONAL DATA
At any time you may ask us to correct or review your personal information. You also have the right to request a log of all the information we store for your membership.
You have the following data protection rights:
- You can request access, correction, updates or deletion of your personal information.
- You can object to processing of your personal information, ask us to restrict processing of your personal information or request portability of your personal information.
- If we have collected and process your personal information with your consent, then you can withdraw your consent at any time. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your personal information conducted in reliance on lawful processing grounds other than consent.
To exercise any of these rights, please contact our Director of Administration directly at firstname.lastname@example.org. We will respond to your request to change, correct, or delete your information within a reasonable timeframe and notify you of the action we have taken.
REMOVAL OF YOUR PERSONAL DATA & ACCOUNT CLOSURES
Although membership of SFC is technically ‘for life’, we cannot and will not assume we have your consent nor the right to hold your information indefinitely.
Members who have remained inactive or have not responded to any communications for a period of 18 months will be automatically removed from our database. We review activity logs every six months.
As of January 2020 annual confirmation of membership is required from all members of all levels with the exception of new members who have recently signed up within a six month period: Members will be asked to confirm their membership: Those who choose not to will have their personal information removed entirely from our database.
Members can also close their account and revoke their membership at any time. This can be done by following our Cancellation procedure within our Account Hub or by contacting our Director of Fleet Administration at email@example.com.
Upon closure of an account, either by inactivity or choice, we will remove all your personal data within a six week ‘cooling off’ period. After that six week period, we will cleanse all personal information from our database.
- to the extent that we are required to do so by law;
- in connection with any legal proceedings or prospective legal proceedings;
- in order to establish, exercise or defend our legal rights.
We ensure our data management policy is held to the highest standards of law in compliance with EU and UK regulation and will continue to amend and update to comply with existing or future laws which may effect our operations.
All personal and membership data is handled by the Director of Fleet Administration on behalf of Starfleet Command Quadrant 2 (SFCQ2). Our online services are handled by our Director of Communications.