Council of Military Education Committees of the Universities of the United Kingdom
1. Data Audit of what personal data are held and for what purpose.
The personal data COMEC holds can be categorised as follows:
a) Members of Council and strategic allies:- contact details.
b) Chairmen and Secretaries of Military Education Committees, and URNUs, UOTCs and UASs:- contact details.
c) Enquirers: individuals can contact COMEC through its website:- names and email addresses of those in contact may be held.
If at any time, any other categories of personal data are subsequently held by COMEC, this should be reported to the Executive Secretary as soon as practicable for further consideration.
2. Lawful Basis for Processing the Personal Data
a) The personal data of Members of Council and strategic allies are held in compliance with constitutional and operational obligations. The name and office of the President, Officers and Members of the Executive are published on the website.
b) The personal data of Chairmen and Secretaries of Military Education Committees are held as necessary for contact about the work of the Council. The contact details of the Secretaries of MECs, of the URNUs, UOTCs and UASs are published on the website.
c) The personal data of individuals submitting enquiries, or otherwise communicating with, COMEC whether by email, post, telephone or through its website are held and processed under the legitimate interest of properly responding to administrative queries and correspondence.
3. Right to be Informed/Transparency
Data subjects have rights of access to, rectification of, erasure of and restricted processing of, their data.
4. Secretary/Data Protection Officer (“DPO”)
COMEC’s DPO is the Executive Secretary and can be contacted at firstname.lastname@example.org
5. Data Security, Retention and Ongoing Compliance
As well as the general data subjects’ rights which must be complied with, other matters of ongoing compliance are:
– Data security: COMEC shall take all reasonable steps to ensure data security, including the secure storage and transfer of data, the use of security software and hardware, and passwords.
– Retention of data: personal data shall only be held for as long as is necessary and in accordance with constitutional and operational requirements.
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This document was created using a Contractology template available at http://www.freenetlaw.com.
Images used with the kind permission of the Ministry of Defence: www.defenceimagery.mod.uk
Credits for image below:
MoD_45158448.jpg: L(Phot) Dave Jenkins | MoD/Crown copyright (2012)