Data Protection Policy

Data Protection Policy

Introduction

The purpose of the Military Heritage of Ireland Trust CLG’s Data Protection, (hereafter referred to as “the Trust”), is to protect the rights, privacy and personal data of individuals in accordance with the Data Protection Acts, 1988 – 2003.
The Trust collects and or uses personal information for the following purposes:

  • Membership of the Trust
  • The Trust’s business contacts
  • Governance of the Trust

Queries to the Trust regarding military heritage and the Irish soldier, irrespective of the Theatre of Operations, National Flag or Regimental Colour.

Membership

The Trust keeps securely personal records of all current members and uses them for membership or subscription purposes only, for example to notify members and to deal with any issues relating to Annual General Meetings, subscriptions and renewals, to supply company notices, newsletters and other information about military heritage, and aggregate such data in respect of current and former members for statistical purposes.

Business Contacts

The Trust securely maintains names and contact details of persons with whom it has business relationships such as Government officials and military personnel, persons running heritage societies, academics and guest lists, as appropriate.

Governance

The Trust securely keeps personal records, (such as home address, email address and phone numbers), of current and former members of the Board of Directors.

Such records are used for governance purposes, to supply notice of meetings of the Board of Directors, to supply papers associated with the business of the Board of Directors and information or requests on related matters.

Queries on Military Heritage Matters

The Trust securely keeps requests received for information, including personal records (name and contact details) of querists in respect of military heritage and the Irish soldier, which the Trust uses to respond to them.

The Trust provides sources for information regarding deceased personnel of the Defence Forces and other Armed Forces, to assist people who are seeking to find out information relating to relatives and individuals military service. In line with the Data Protection Acts, the Trust does not provide service particulars of living, serving or former military personnel.

The Trust archives correspondence which could be of value in dealing with subsequent queries. Should the archive be used for academic research, the personal details of the querists would be redacted. Specific permission would be sought, if required, for publication.

Personal details are deleted if requested and this is confirmed to the individual concerned.

Principles for Data Protection Management

The Trust

  • Obtain the information fairly, for the purposes as described above.
  • Used and discloses such information only in the circumstances necessary for the purposes for which it collects the data.
  • Whether in paper files or in electronic format, the Trust keeps information secure, to ensure that no unauthorised person has access to it.
  • Keeps records as accurate, complete and as up-to-date as possible.
  • Does not ask for, nor keep any information not required, for its purposes.
  • Retains personal data only for as long as is necessary for the satisfactory performance of the Trust’s functions.
  • Takes account of and adheres to all statutory retention requirements such as provided for in taxation legislation.
  • Will give, on request, a copy of a particular’s personal information held by the Trust.