Privacy policy – who we are

This privacy policy applies to the RAF Families Federation (we/us) and explains how we will protect the privacy of the personal information you share with us.

The RAF Families Federation provides all RAF personnel and their families – Regular and Reserve, single or married – with timely and professional support, assistance and an independent voice regarding issues or concerns that they may have.

The RAF Families Federation is funded by the RAF but is independent of the chain of command. The contract is held by the Royal Air Forces Association (a registered charity 2286686 (England & Wales) SC037673 (Scotland)), as part of its wide-ranging support to the RAF family. The RAF Association is registered as a data controller with the Information Commissioner’s Office (ICO).

The RAF Families Federation operates independently within the RAF Association and is based at RAF Wittering and can be contacted as follows:

By phone: 01780 781650

By post: 13-15 St Georges Road, Wittering, Peterborough, PE8 6DL

By email: enquiries@52.151.103.54

Via our website: www.raf-ff.org.uk

Our commitment to you

We promise to respect the confidentiality of any personal data you share with the RAF Families Federation, or that we get from other organisations, to keep it safe, and we will always take every effort to protect your privacy.

We pride ourselves on our honesty and openness and will always be clear how, when and why we collect and process your information; we promise will never do anything with your details that you wouldn’t reasonably expect.

We collect information in the following ways:

When you give it to us DIRECTLY

There are many ways you may give us your information. For example, when you join as a subscriber online, submit an issue or telephone the team.

Social Media

Depending on your settings or the privacy policies for social media and messaging services like Facebook, LinkedIn or Twitter, you might give us permission to access information from those accounts or services.

Information available publicly

This may include information found in places such as Companies House and information that has been published in articles/ newspapers.

When we collect it as you use our website

Like most websites, we use ‘cookies’ to help us make our site – and the way you use it – better. Cookies mean that a website will remember you. They’re small text files that sites transfer to your computer (or phone or tablet). They make interacting with a website faster and easier – for example by automatically filling your name and address in text fields. There are more details in our cookie policy.

In addition, the type of device you’re using to access our website and the settings on that device may provide us with information about your device, including what type of device it is, what specific device you have, what operating system you’re using, what your device settings are, and why a crash has happened. Your device manufacturer or operating system provider will have more details about what information your device makes available to us.

The type and quantity of information we collect and how we use it depends on why you are providing it.

Google Analytics

We use Google Analytics to analyse the use of our websites by generating statistical and other information.

Details captured during your visit to our websites will include, but are not limited to, traffic data, location data, weblogs and other communication data and the resources you access. However, all data collected is anonymous and will not identify you as an individual.

Google, not the Association, stores this activity information. You can view Google’s privacy policy online.

You can also opt out of being tracked by Google Analytics online across all websites.

What personal information we collect and how we use it

How much personal information we need to hold depends on our relationship with you. For example, if you are reporting on an issue, where we will need to know more about your personal circumstances.

Regardless, we will only ever capture the minimum amount of information that we need to and we promise to keep your information secure and only share with parties who need to know and purely for the only purpose you have contact us for.

Subscribers

We produce a quarterly magazine: Envoy, which is specifically written for currently serving RAF personnel and families which includes spouses, partners, parents as well as siblings and children. Additionally, we issue a weekly email, keeping you up-to-date with Federation activity as well as news stories of interest to RAF serving personnel and family members. A quick and easy way to stay in touch.

Developing a better understanding of our subscribers is crucial, and your personal data allows us to keep you informed and educated on current affairs, issues and events relative to life in the Armed Forces.

We work to an ‘opt-in only’ communication policy. This means that we will only send our material to those that have explicitly stated that they are happy for us to do so via their preferred channels, be that by email, SMS, phone or post.

If you would like to receive Envoy or eBulletin but have not opted in, please subscribe online or contact us on 01780 781650.

Volunteers and supporters

If you’re a volunteer or if you support us, for example if you are helping us as part of the RAF FF team where you are helping us at an external military event, we will usually collect the following details to book you onto a station:

  • Your name
  • Your contact details
  • Your date of birth
  • The make, model and registration number of your car
  • Any medical conditions that we should be aware of (for our duty of care)
  • Your bank or credit card details (for expense claim purposes)

Where it is appropriate, we may also ask for additional information; we will mainly use your data to:

  • Administer your volunteering activity or expenses claims
  • Keep a record of your relationship with us
  • Ensure we know how you prefer to be contacted
  • Understand how we can improve our services, products or information

Clients and survey respondents

The RAF Families Federation exists to provide RAF families with an independent voice on issues of concern to them. When you respond to one of our surveys this will be on an anonymous basis.

It is imperative that anyone contacting us, either for information or to raise issues affecting the lives of RAF families, can do so safe in the knowledge that any personal information provided by you will be treated with appropriate confidentiality. Personal information provided by you will go no further than our staff and our purpose-built Issues Database, unless you give us specific permission for your details to be passed to a third party.

We will always require the following information:

  • Name
  • Contact details (telephone and email)
  • Unit
  • Accommodation type
  • Details of the issue you are raising

Any reports going to higher authority that draw upon the Issues Database will be generic in content, highlighting trends and themes rather than individual cases.

For further information, see our Confidentiality Policy.

Sensitive information

To support you in some of the above tasks, for example to assist with a housing enquiry, or seeking access to medical services or counselling, we will need additional ‘sensitive’ information from you. This may come directly from you, or from a third party on your behalf, for example from a family member, or GP.

We will normally only hold, use and share this information with your explicit permission, although there may be reasons when we are required to do so by law, or to protect your vital interests. In that case we may process your information without your knowledge or consent – this would be very, very rare, but possible.