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Privacy Policy

BRITANNIA CIVIL RESERVE CIC — PRIVACY NOTICE (UK GDPR)

Effective date: 26th March 2026

This notice explains how Britannia Civil Reserve CIC (“we”, “us”, “our”) collects and processes personal information submitted through the Expression of Interest Membership Form.

1. Who we are

Britannia Civil Reserve CIC Registered company in England and Wales
Company type: Community Interest Company (CIC)
Contact email: info@britanniacivilreserve.org

2. What personal data we collect

Through this form we collect:

  • Personal identification data (name, date of birth, contact details)

  • Voluntary demographic data (gender, ethnicity)

  • Service history (if applicable)

  • Supporting statements and relevant experience

  • Region availability

  • Declarations relating to eligibility and suitability

3. Purpose of processing

We process this information to:

  • assess expressions of interest for membership

  • determine suitability for operational or associate roles

  • manage internal contact and follow-up

  • verify eligibility, security, and vetting requirements

  • produce anonymised internal reporting

4. Lawful basis for processing

Under the UK GDPR, our lawful bases are:

Article 6(1)(f) — Legitimate Interests
for processing personal data for membership assessment, communication, allocation and administration.

For information relating to prior service, DBS status or other suitability checks we rely on:

Article 9(2)(a) — Explicit Consent

Consent is obtained by voluntary submission of the form and may be withdrawn at any time by contacting us.

5. Who has access to the data

Access to submitted information is limited to:

  • The directors of Britannia Civil Reserve CIC

  • Administrative support acting under their direction

We do not sell or share data with unrelated third parties.

6. Data storage & security

Data is stored electronically in Google Drive, which uses secure encrypted servers located outside the UK/EU. We use a Personal Gmail account, which offers industry-standard security but does not include a formal Data Processing Agreement (DPA) under UK GDPR.

We take reasonable steps to protect data, including restricted access and password controls, but applicants should be aware of these limitations.

7. Data retention

We will retain data for up to 12 months from submission unless:

  • a membership process progresses (in which case updated retention rules will apply), or

  • you request deletion sooner

8. Your rights under UK GDPR

You have the right to:

  • access your data

  • request correction

  • request deletion

  • restrict or object to processing

  • withdraw consent (where applicable)

  • lodge a complaint with the UK Information Commissioner’s Office (ICO)

Requests should be sent to: info@britanniacivilreserve.org

9. Complaints

You have the right to:

  • access your data

  • request correction

  • request deletion

  • restrict or object to processing

  • withdraw consent (where applicable)

  • lodge a complaint with the UK Information Commissioner’s Office (ICO)

Requests should be sent to: info@britanniacivilreserve.org

10. Contact

For all data protection inquiries, contact:
info@britanniacivilreserve.org

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