PRIVACY POLICY

Draconis STARFLEET respects the privacy of its visitors, members and anyone who communicates with the organisation.

This Privacy Policy explains what personal information we may collect, why we use it, how we protect and retain it, and the choices and rights available to you.

Draconis STARFLEET is an international Star Trek fan organisation and community. We do not sell personal information and we do not use personal information for commercial advertising.

For privacy enquiries, please contact:

privacy@draconis-starfleet.org

The information we collect depends upon how you interact with Draconis STARFLEET.

We may use personal information to:

• respond to enquiries and communications;
• administer membership;
• maintain membership and service records;
• operate Chapters, departments and other organisational activities;
• administer the Draconis Academy;
• provide and secure member services;
• maintain the integrity and continuity of organisational records;
• protect our website, systems and community from misuse; and
• meet applicable legal obligations.

We will not use personal information for an unrelated purpose without first considering whether that use is lawful and whether further information or consent is required.

Depending upon the activity concerned, Draconis STARFLEET may process personal information because:

We will determine and document the appropriate lawful basis for our processing activities.

Draconis STARFLEET maintains an enduring organisational record of a member's service.

Leaving the organisation, retiring or becoming inactive does not ordinarily erase the historical fact of a person's service. Appropriate historical information — such as service number, assignments, positions, rank, qualifications and significant service events — may therefore form part of the organisation's continuing service history.

However, this does not mean that every item of personal information supplied during membership will automatically be retained permanently.

Information that is no longer necessary will be deleted, anonymised or otherwise appropriately managed in accordance with our retention requirements and applicable data-protection law.

Draconis STARFLEET does not sell personal information.

Information may be shared where reasonably necessary with:

• authorised members of the Draconis STARFLEET team who require it to perform their responsibilities;
• service providers that host or support our website, email, systems or other technical services;
• organisations or authorities where disclosure is required by law; or
• other parties where you have specifically authorised us to disclose the information.

Where a third-party provider processes information on our behalf, we will seek to use appropriate providers and safeguards.

Draconis STARFLEET is an international community, and some technical service providers or organisational activities may involve processing outside the United Kingdom.

Where personal information is transferred internationally, we will consider the safeguards required under applicable UK data-protection law.

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, taking account of operational, historical and legal requirements.

Different categories of information may therefore have different retention periods.

Routine enquiries and correspondence will not normally be retained indefinitely.

Membership administration information will be reviewed when it is no longer required for active membership.

Appropriate elements of a member's service history may be retained as part of the enduring organisational and historical record of Draconis STARFLEET.

Where information no longer needs to identify an individual, we may anonymise it rather than retain unnecessary personal information.

We will establish more detailed internal retention rules as Draconis STARFLEET's systems develop.

We take reasonable organisational and technical measures to protect personal information against unauthorised access, disclosure, alteration, loss or misuse.

Access to personal information will be limited according to organisational responsibility and legitimate need.

No internet-based system can be guaranteed completely secure, but protection of member and visitor information will be considered as part of the design and operation of Draconis STARFLEET's systems.

Draconis STARFLEET will not sell personal information for marketing purposes.

We will not add people who contact us through Hailing Frequencies to commercial mailing lists merely because they have contacted us.

Where we introduce optional newsletters or similar communications requiring consent or an ability to opt out, appropriate choices will be provided.

Draconis STARFLEET does not intend to make decisions about members or applicants solely through automated processing where those decisions would have legal or similarly significant effects.

If this changes, this Privacy Policy will be updated before such processing is introduced.

Depending upon the circumstances and the lawful basis on which information is processed, UK data-protection law may give you rights concerning your personal information.

These may include rights to:

• obtain information about how your personal information is used;
• request access to personal information held about you;
• request correction of inaccurate or incomplete information;
• request deletion of information in circumstances where the right to erasure applies;
• request restriction of processing in certain circumstances;
• object to certain processing;
• request portability of information where applicable; and
• withdraw consent where processing relies upon consent.

These rights do not apply identically in every circumstance. In particular, the right to erasure is not absolute.

Where we rely upon legitimate interests to process your personal information, you have the right to object to that processing in applicable circumstances.

We will consider any objection in accordance with applicable data-protection law.

If you have a question, concern or request relating to your personal information, please contact:

privacy@draconis-starfleet.org

We would welcome the opportunity to consider and resolve any concern.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent data-protection regulator.

Draconis STARFLEET will review this Privacy Policy as the organisation, website and Member Portal develop.

If we introduce significant new ways of collecting or using personal information, we will update this policy as appropriate.

The current version and revision date will always be published on the Draconis STARFLEET website.