The Officers’ Association (OA) as Data Controller will collect, use and store (‘process’) your information in accordance with the UK General Data Protection Regulation (GDPR) and relevant UK legislation.

The OA will process the data you provide when you join the OA as follows:


Customer data

Some of the information collected when you become an OA Member is required to enable us to administer your membership. This data includes your name and e-mail address. In addition, we ask for your Service number to allow us to verify eligibility for OA membership and check for duplications within our database.

Enhanced data

Some of the information we ask for when you join will be used to deliver an enhanced, optimised membership service. This data includes your Service history, details of your discharge from the services and your employment status. We will use this data to tailor the information we share with you to ensure that it is relevant, useful, and timely. You can choose to provide us with this information or not.

We will only contact you about third-party services with your prior consent.

User data

We will automatically collect information as you interact with us or use our online membership portal. This could include data relating to benefits you have used, event registration details, donations you make or errors you may encounter using our membership portal.


When you complete the online join form your data is collected and held on Salesforce; their terms of service and privacy policy can be found on their website www.salesforce.com/crm. Salesforce is a US based company; we share data with them based on a contract containing Standard Contract Clauses to ensure your data us handled in a compliant manner.

We send out largescale e-mailings (according to registered preferences) using dotdigital; their privacy information can be found at https://dotdigital.com/terms/privacy-policy/

Other data processors used to support the OA’s administrative and technological functions are based in the UK.

The OA will not share your personal data with any other third party without your consent, subject to any statutory or legal obligations.

We will retain your data electronically for the duration of your membership with the OA.

If you decide to terminate your relationship with the OA, you can ask to be removed from our database at any time and for us to stop processing your data by emailing the Membership Services Manager at membership@officersassociation.org.uk

We would ask that you regularly review the information we hold in the area -’Your Details’ which is accessible via the Membership area of the OA website. If you notice any inaccuracies in the data within Your Details, and you are unable to update/edit yourself, please get in touch.

If you have any questions relating to your data, please contact the Membership Services Manager at membership@officersassociation.org.uk or call 0207 808 4189


You have the right to:

  • Receive a copy of the personal data we hold about you.
  • Object to processing of your personal data.
  • Object to direct marketing.
  • Have corrected or deleted any errors in your personal data.
  • Ask that your data be erased subject to any statutory or legal requirements placed on the data controller.
  • Ask that the processing of your data be restricted if you disagree about the accuracy of the data the controller holds, or you object to the controller’s intention to erase your data.
  • Claim compensation for damages caused by a breach of data protection legislation.
  • Make a complaint to the Information Commissioner’s Office at: ico.org.uk/concerns or 0303 123 1113.

If you have any queries about this Notice or your rights, please contact the OA’s Data Protection Officer, Gary Shipsey at help@protecture.org.uk.

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