Defence Relationship Management

Defence Relationship Management (DRM) has a legal duty to protect any information we collect from you and you have the right to access your personal data, ask us to remove your personal data and amend any inaccuracies at any time. We use leading technologies to safeguard your data, and strict security standards to prevent any unauthorised access to it. We will ensure that any information we obtain and use will always be held, used and transferred in compliance with all applicable data protection rules.

Under General Data Protection Regulations (GDPR), coming in to force on 25th May 2018, it is a requirement that any and all data is processed lawfully, fairly and in a transparent manner in relation to individuals.

DRM is committed to ensuring that your privacy is protected. This Privacy Notice sets out how DRM will collect, store, manage and use information and how we protect your privacy explaining your rights and to give you information you are entitled to under the Data Protection Act 2018.

If we ask you to provide certain information by which you can be identified it will only be used in accordance with this Privacy Notice. Please note this refers to your personal data (your name; address; email; telephone and anything that could be used to identify you personally).

Why are we collecting or processing your data?

DRM manages the interface between national employers and the Ministry of Defence (MoD). Developing and maintaining partnerships with organisations throughout the UK, DRM enables a mutually beneficial working relationship with the MoD and offers advice and support on employing members of the armed forces community, whether they be Reservists, Veterans, Cadet Force Adult Volunteers or military spouses.

As well as directly managing relationships with major national employers, the organisation also directs and funds employer engagement across all regions of the UK via its network of Regional Employer Engagement Directors (REEDs). DRM delivers the Employer Recognition Scheme (ERS) and is a key delivery agent of the Armed Forces Covenant (AFC) playing a crucial role in developing meaningful, mutually beneficial links between the Armed Forces and wider society.

We use these as the lawful basis for storing and processing your personal information allowing us to carry out our Employer Engagement and Employer Support functions.

We collect information about you when you communicate with us in relation to any or all of the following:

  • The Armed Forces Covenant (AFC)
  • The Employer Recognition Scheme (ERS)
  • MoD & DRM & ERS sponsored Employer Engagement Events
  • The Employer Notification process for Reservists
  • Employer Support policy and the associated DRM helpline
  • MoD & DRM sponsored research into employers’ attitude to Defence and the Armed Forces; any use of this data outside of the MoD & DRM is based on express consent from the person/persons involved on a specific case by case basis
  • MoD & DRM generated Case Studies into the efficacy of the delivery of Employer Engagement and Employer Support; any use of this data outside of the MoD & DRM is based on express consent from the person/persons involved on a specific case by case basi
  • Where we have entered into a contract with you for: provision of IT services and/or hardware; professional and domestic services in support of our business outputs; the provision of event locations; the provision of expendables in support of business as usual requirements

In doing so we may also capture website data collected via cookies; please connect to the ‘Our use of cookies’ section later in this Privacy Notice for greater detail. You are in full control of how we use your personal data and may opt at any time to object to our processing of your data and can do so by writing to the Data Controller whose details are listed at the top of this Privacy Notice.

Our legal basis for processing your personal data

The Data Protection Act 2018 states that, as a government body, the Council of Reserve Forces and Cadets Association (CRFCA), under who DRM sit, may process personal data as a public task for the effective performance and achievement of the Employer Engagement and Employer Support outputs as directed by the MoD.

With whom we will be sharing your personal data

DRM will not share your information for any purpose with 3rd party businesses outside of the normal agreed business relationship agreements we have with you unless we have specifically asked for your consent to do so. We collect information about you in order to invite you to our events, share information on our award schemes and Armed Forces Covenant signings and to conduct internal campaigns and research.

Retaining your personal data

As long as there is a business need to retain your personal information (in line with the legal basis for processing your personal data as outlined above) we will continue to store your personal data. However, if after 10 years there has been no contact with you using the stored personal data, we will inform you we intend to remove your personal data from our data capture platforms within one month of that notification unless you inform us by return that you wish to remain on our databases.

How we store personal data

Your data will be stored on the secure Salesforce Customer Relationship Management (CRM) platform for which DRM are a licence holder.

Event information

We would like to send you information about different events, employer recognition award schemes, the Armed Forces Covenant, reservist activity and related local events in your area. In line with GDPR you have a right to object to us processing your data in this way. If you no longer wish to be contacted for these purposes we provide a link to a preferences page in each and every information email we send. You may opt out of all data processing at any time by writing to the Data Controller whose details are listed at the top of this Privacy Notice.

Access to your information and correction

You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information please email employerrelations@rfca.mod.uk or write to the Data Controller at the address below. You have the right to access your personal data, ask us to remove your personal data and amend any inaccuracies at any time. If you would like to erase or amend some or all of your personal information please email employerrelations@rfca.mod.uk or write to the Data Controller at the address below.

Our use of cookies

When we provide services, we want to make them easy, useful and reliable. Where services are delivered on the internet, this sometimes involves placing small amounts of information on your device such as your computer or mobile phone. These include small files known as cookies. We will not use cookies to collect personally identifiable information about you.

If you would like to learn more about how DRM use cookies set on your device, please visit About Cookies. Please be aware that restricting cookies may impact the functionality of our website.

Use of other websites

This Privacy Notice only applies to this GOV.UK website so when you link to other websites and social media you should read their own Privacy Notices.

How to complain if you are not happy

The Data Protection Officer
Council of Reserve Forces and Cadets Association
Holderness House
51-61 Clifton Street
London
EC2A 4EY

Email: co-dpo@rfca.mod.uk

Your complaint will be acknowled within 5 working days and we will send you a full response within 20 working days. If we can’t respond fully in this time, we will write and let you know and tell you when you should get a full response. If you are still not happy, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at the following address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113

Email: casework@ico.org.uk

Contact DRM

For further information and advice on employing members of the armed forces community and partnering with defence, contact DRM.

Defence Employer Support Helpline: 0800 389 5459 (Monday to Friday, 9am to 5pm)

Find out about call charges

Email: employerrelations@rfca.mod.uk