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Commandant RSME Group Diversity & Inclusion Commitment

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Commandant RSME Group Diversity & Inclusion Commitment

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Army Families Federation - Supporting Army families worldwide

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Welcome to the Army Families Federation (AFF) website. AFF supports British Army families wherever they are in the world.

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Obtain information about yourself held by MOD

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Obtain information about yourself held by MOD

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Delays to data requests: COVID-19

The Ministry of ( MOD) takes its obligations under the Data Protection Act 2018 and UK General Data Protection Regulation (UK GDPR) very seriously. However, due to the impact COVID-19 has had on resources, MOD may take longer than usual to respond to data protection requests.

It can take up to nine months for your application to be processed. If your application is urgent, please explain why in your request, so it can be prioritised.

What is held

Most personal data held by the MOD will relate to current or former civilian staff or members of the armed forces. The Data Protection Act 2018 ( DPA 18), which incorporates UK General Data Protection Regulations (UK GDPR), gives the rights of access for living individuals (including foreign nationals) to personal data held about them by any organisation.

The MOD does not currently charge for requests made under data protection laws, although in certain circumstances, requests for unstructured manual data may attract a fee. DPA 18 does not give private individuals access to personal data about other people or non-personal data.

How to apply

To make it easy for you to exercise your right under the Data Protection law, the MOD gives you different options to request your personal data from them.

Using one of MOD 's forms will make it easier to process your request.

Apply online

1. Civilian personnel, ex-civilian personnel or ex-servicepersons should use this online form.

2. Current servicepersons should download and complete the and email or hand it into your local unit.

Note: These forms are not mandatory. MOD will also accept requests made in other ways (e.g., by post or email).

By post or email

Download and complete the Subject Access Request (SAR) form.

Please state clearly the information you require and send it, with the necessary proof of identification requested, to the relevant address on the form.

Note: This form is not mandatory. MOD will also accept requests made in other ways, for example, by telephone.

The MOD Privacy Notice

For more information on how the MOD process your personal information please read our Privacy Notice.

Further information about service records held by MOD

Information held by MOD on Royal Navy (RN), Royal Marines (RM), British Army, Royal Air Force ( RAF) service records and Home Guard records.

The RN Disclosure Cell holds service records for Commissioned and non-commissioned officers (both RN and RM) from 1924 onwards. Information from these records can be requested under the MOD Publication Scheme.

Please see the Royal Navy website for further details about other service records that are held by the National Archives.

British Army service records

The Army Personnel Centre Historical Disclosures Section holds army service records for officers whose service ended after April 1922 and soldiers whose service ended after January 1921. Information from these records can be requested under the MOD Publication Scheme.

RAF service records

The RAF Disclosures section holds service records for non-commissioned and commissioned RAF personnel dating back to 1920. Information from these records can be requested under the MOD Publication Scheme.

Service records that reflect World War 1 service only are held by the National Archives.
MOD data subject rights form 7779 Data Protection: rights for data subjects

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Obtain information about yourself held by MOD

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Information and forms to request personal data held by the MOD for current or former civilian staff or members of the armed forces.

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Purpose of this document

The following is to explain your rights and to give you information you are entitled to under the Data Protection legislation.

This notice applies to current and former Ministry of Defence ( MOD) personnel (including their dependants) and contractors. It is important that you read this notice, together with any other privacy notice that is provided on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information.

Data protection principles

We will comply with the data protection principles under the data protection legislation. This says that the personal information we hold about you must be:

used lawfully, fairly and in a transparent way

collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes

relevant to the purposes we have told you about and limited only to those purposes

accurate and kept up to date

kept only as long as necessary for the purposes we have told you about

kept securely

The Ministry of Defence is the data controller. The contact detail is

The kind of information we hold about you

Personal data, or personal information refers to any information about individuals from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We collect, store, and use the following categories of personal information about you:

personal contact for example: name, title, addresses, telephone numbers, and personal email addresses

dates of birth, marriage and divorce

gender

marital status and dependants

next of kin, emergency contact and death benefit nominee(s) information

national Insurance number

bank account details, payroll records and tax status information

salary, annual leave, pension and benefits information

start date, leaving date

location of employment or workplace

copy of driving licence, passport, birth and marriage certificates, decree absolute

recruitment information (including copies of right to work documentation, references and other information included in a CV or cover letter or as part of the application process)

full service records for military and civilian staff (including terms and conditions, job titles, work history, working hours, promotion, absences, training records and professional memberships)

compensation history

performance and appraisal information

disciplinary and grievance information

secondary employment and volunteering information

CCTV footage and other information obtained through electronic means such as swipe card records

information about your use of our information and communications systems

sounds or visual images (for example, photographs, videos)

accident book, first aid records, injury at work and third party accident information

evidence of how you meet the nationality requirements and confirmation of your security clearance. This can include passport details, nationality details and information about convictions/allegations of criminal behaviour

evidence of your right to work in the UK/immigration status

family, lifestyle and social circumstances

financial status

goods or services provided

We will also collect, store and use the following special categories of more sensitive personal information:

information about your race or ethnicity, religious beliefs, sexual orientation and political opinions

trade union membership

information about your health, including any medical condition, health and sickness records. This may also include the health records of other family members

genetic information and biometric data (including physical identifiers including DNA, fingerprints, all other iris scanning data and other genetic samples)

information about criminal convictions/allegations and offences

How we collect or process your data

We typically collect personal information about MOD personnel (including their dependants) and contractors through the application and recruitment process, either directly from candidates or sometimes from an employment agency or background check provider. We will sometimes collect additional information from third parties including former employers, credit reference agencies or other agencies.

This may include:

other government departments (OGDs)

pension administrators

doctors, medical and occupational health professionals

trade unions

Please note that we also collect additional personal information in the course of job-related activities throughout the period of you working for us. You will be provided with separate privacy notices on what, why, when and how we collect and process these personal data.

Our legal basis for processing your personal data

We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:

where it is in the public interest to do so; or for official purposes; or in the exercise of a function of the Crown, a minister of the Crown or GLD as a government department

where it is necessary for the purposes of the legitimate interests pursued by MOD or by a third party

where we need to comply with a legal obligation

where it is necessary for performing a contract, we have entered into with you

where we have your informed consent

there can be rare occasions where it becomes necessary to use your personal information to protect your interests (or someone else's interests)

Why are we collecting or processing your data

We need all the categories of information to enable us to perform an employment requirement; to enable us to comply with other legal obligations, to carry out our functions as a government department/functions of the Crown; or where it is necessary to do so in the public interest. The situations in which we will process your personal information are listed below:

making decisions about your recruitment or appointment

determining the terms on which you work for us

checking you are legally entitled to work in the UK and to provide you with the security clearance appropriate for your role

for civil servants, to check eligibility to become and remain a civil servant

paying you and, if you are MOD personnel, deducting tax and National Insurance contributions

Providing employment-related benefits to you including:

pay

occupational sick, adoption, maternity, paternity, shared parental and annual leave

housing

advances of salary and pay related allowances

pension payment and liaising with your pension provider, providing information about changes to your employment such as promotions, changing in working hours

general administration of any contract we have entered into with you

business management and planning, including accounting and auditing

conducting performance reviews, managing performance and determining performance requirements

making decisions about salary reviews and compensation

assessing qualifications for a particular job or task, including decisions about promotions

gathering evidence and any other steps relating to possible grievance or disciplinary matters and associated hearings

making decisions about your continued employment or engagement

making arrangements for the termination of our working relationship

education, training and development requirements

dealing with legal disputes involving you, or other MOD personnel and contractors, including accidents at work

ascertaining your fitness to work, managing sickness absence

complying with health and safety obligations

to prevent fraud

to monitor your business and personal use of our information and communication systems to ensure compliance with our IT policies

to ensure network and information security, including preventing unauthorised access to our computer and electronic communications systems and preventing malicious software distribution

to provide and administer security and intelligence matters

to carry out policing, including the prevention and detection of crime (including CCTV); apprehension and prosecution of offenders, protection of life and property; maintenance of law and order

to conduct data analytics studies to review and better understand MOD personnel retention and attrition rates. equal opportunities monitoring

dealing with Freedom of Information Act/Environmental Information Regulations requests

to maintain our records and information or databanks

provide health services to patients

general welfare and other post service benefits

to promote and advertise services

research

Some of the purposes will overlap and there can be several grounds which justify our use of your personal information.

If you fail to provide personal information

If you fail to provide certain information when requested, we will not be able to fully perform our legal, security and employment obligations or provide you with assistance that you may be entitled to, such as paying you or providing a benefit, or we could be prevented from complying with our legal obligations, such as to ensure the health and safety of our workers.

Change of purpose

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated or new purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we will if necessary process your personal information without your knowledge or consent, in compliance with the above rules, where this is required and permitted by law.

How we use particularly sensitive personal information

Special categories of particularly sensitive personal information require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal information. We will, if necessary, process special categories of personal information in the following circumstances:

Where we need to carry out our legal obligations or exercise our employment-related legal rights and in line with our data protection policy.

Where it is in line with our data protection policy, it is substantially in the public interest to do so and necessary for:

performing our functions as a government department or a function of the Crown

equal opportunities monitoring

administering our pension scheme

preventing or detecting unlawful acts

where it is needed to assess your working capacity on health grounds, subject to appropriate confidentiality safeguards

In some circumstances, we will process this type of information where it is needed in relation to legal claims or where it is needed to protect your interests, or someone else's interests, and you are not capable of giving your consent, or where you have already made the information public.

Our obligations as an employer:

We will use your particularly sensitive personal information in the following ways:

we will use information relating to leaves of absence; this can include sickness absence or family related leave, to comply with employment and other laws

we will use information about your physical or mental health, or disability status, to ensure your health and safety in the workplace and to assess your fitness to work, to provide appropriate workplace adjustments, to monitor and manage sickness absence and to administer benefits

we will use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting and that you have appropriate security clearance

we will use trade union membership information to register the status of protected MOD personnel and to comply with employment law obligations

Do we need your consent?

We do not need your consent if we use special categories of your personal information in accordance with our written policy to carry out our legal obligations, or for one of the other reasons outlined above: 'How we use particularly sensitive personal information'.

In limited circumstances, if the need arises, we will approach you for your written consent to allow us to process certain particularly sensitive data. If we do so, we will provide you with full details of the information that we would like and the reason we need it, so that you can carefully consider whether you wish to consent. You should be aware that it is not a condition of your contract with us that you agree to any request for consent from us.

Information about criminal convictions

We will only use information relating to criminal convictions or alleged criminal behaviour where the law requires us to do so. This can arise when it is necessary for us to comply with the law or for another reason where there is a substantial public interest in us doing so.

Less commonly, we will, if necessary, use information relating to criminal convictions or alleged criminal behaviour where it is necessary in relation to legal claims, where it is necessary to protect your interests, or someone else's interests and you are not capable of giving your consent, or where you have already made the information public.

We will only collect information about criminal convictions or allegations of criminal behaviour where it is appropriate given the nature of the role and where we are legally able to do so. Where appropriate, we will collect information about criminal convictions/allegations as part of the recruitment process or if we are notified of such information directly by you in the course of you working for us.

Automated decision making

Automated decision making takes place when an electronic system uses personal information to make a decision without human intervention. We are allowed to use automated decision making in the following circumstances:

where we have notified you of the decision and given you 21 days to request a reconsideration

where it is necessary to perform the contract with you and appropriate measures are in place to safeguard your rights

in limited circumstances, with your explicit written consent and where appropriate measures are in place to safeguard your rights

If we make an automated decision based on any particularly sensitive personal information, we must have either your explicit written consent or it must be justified in the public interest, and we must also put in place appropriate measures to safeguard your rights.

You will not be subject to decisions that will have a significant impact on you based solely on automated decision making, unless we have a lawful basis for doing so and we have notified you.

How we store personal data

Your personal data will be stored in a secure government Information Technology systems. We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

In addition, we limit access to your personal information to only MOD personnel, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions. Details of these measures are available upon request from local Data Protection Advisors.

Third parties will only process your personal information on our instructions and where they have agreed to treat the information confidentially and to keep it secure, in a contractual arrangement.

We have put in place procedures to deal with any suspected data security breach and will notify you and the Information Commissioner's Office ( ICO) of a suspected breach where we are legally required to do so.

With whom we will be sharing your personal data

We will in some circumstances have to share your data with third parties, including third-party service providers and other Civil Service bodies. We require third parties to respect the security of your data and to treat it in accordance with the law. We will in some circumstances transfer your personal information outside the EU. If we do, you can expect a similar degree of protection in respect of your personal information.

We will share your personal information with third parties where required by law, where it is necessary to administer the working relationship with you; where it is in the public interest to do so or where it is necessary for the performance of our functions as a government department or a function of the Crown. This will, in some circumstances, involve sharing special categories of personal data and, where relevant, data about criminal convictions/allegations.

How secure is my information with third-party service providers?

All our third party service providers are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

We will share your personal information with other Civil Service organisations as part of our regular reporting activities on departmental performance, in the context of a business reorganisation or restructuring exercise, for system maintenance support and hosting of data; business planning/talent management initiatives, succession planning, statistical analysis; and general management and functioning of the Civil Service. Personal data is also shared with the Office for National Statistics, mainly for statistical purposes.

What about other third parties?

If required, we will need to share your personal information with a regulator or to otherwise comply with the law.

Transferring information outside the EU

We will, if necessary, transfer the personal information we collect about you to other departments outside the EU to perform our obligations or duties under the law.

Sharing your personal data

Where necessary or required and in accordance with the law, we share information with:

you (the data subjects)

relatives, guardians or other persons associated with the data subject

current, past or prospective employers of the data subject

healthcare, social and welfare advisers or practitioners

education, training establishments and examining bodies

business associates and other professional advisers

MOD personnel and agents of the data controller

suppliers, providers of goods or services

financial organisations and advisers

credit reference agencies

debt collection and tracing agencies

survey and research organisations

trade, employer associations and professional bodies

police forces

private investigators

local government

central government

voluntary and charitable organisations

ombudsmen and regulatory authorities

the media

data processors

the national archives, places of deposit and other archives recognised under the provision of The Public Records Act (1958)

religious organisations

overseas government departments

law enforcement agencies

regulatory bodies

legal representatives

prosecuting authorities

courts

prisons

police authorities

emergency services

Civil Service Commission

Advisory Committee on Business Appointment

Office of the Commissioner for Public Appointments

For how long we will keep the personal data, or criteria used to determine the retention period

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. Our defence records management policy and procedures JSP 441 is available online.

After the retention period, has elapsed all data will be destroyed securely in line with MOD data destruction policy. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances, we will anonymise your personal information so that it can no longer be associated with you, in which case we will use such information without further notice to you. Once you are no longer MOD personnel (including their dependants) and contractors we will retain and securely destroy your personal information in accordance with our data retention policy or applicable laws and regulations.

Duty to inform

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us.

Your rights

Under certain circumstances, by law, you have the right to:

Request access to your personal information

This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.

If you want to find out if MOD or any of our agencies hold any personal information about you, or want to make any corrections, you can make a 'subject access request' (SAR) under the Data Protection legislation. If we do hold information about you, we will:

give you a description of it

tell you why we are holding it

tell you to whom it has, or will be disclosed, in particular if it has been disclosed to international organisations

let you have a copy of the information in a form that is as clear and understandable as possible

Please be as specific as you can about the information you want. For information about how to make a SAR application see our guide on obtaining information about yourself.

There are a small number of cases where we do not have to give you the information you have asked for. For example, if we are using data for the purposes of investigating, preventing or detecting crime, or apprehending or prosecuting offenders where to do so would be likely to prejudice those purposes. In cases where it is known the police are investigating, or prosecuting offences, we will ask for their view on whether providing you with the information would prejudice their activities.

Request correction of the personal information that we hold about you

This enables you to have any incomplete or inaccurate information we hold about you corrected.

Request erasure of your personal information

This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing.

Object to processing of your personal information

Where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.

Request the restriction of processing of your personal information

This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.

Request the transfer of your personal information

Allows you to obtain and reuse your personal data for your own purposes across different services. If you want to verify, correct, or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please make a request in writing to ISS-DataSubjectRights@mod.gov.uk.

Guidance is also available on Data Protection: rights for data subjects page.

Right to withdraw consent

In the limited circumstances where you have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time.
To withdraw your consent, please contact ISS-DataSubjectRights@mod.gov.uk.

Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.

No fee usually required

You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we are allowed under the law to charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we can refuse to comply with the request in such circumstances.

What we need from you

To comply with your request, we sometimes need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

How to complain

If you are unhappy with how any aspect of this privacy notice, or how your personal information is being processed, please contact:

We will acknowledge your complaint within 5 working days and 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 why 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):

Information Commissioner's Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF Tel: 0303 123 1113 Email: casework@ico.org.uk

Website: https://ico.org.uk/global/contact-us/

Changes to this privacy notice

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We will also notify you in other ways from time to time about the processing of your personal information.

If you have any questions about this privacy notice, please email the Information Rights Team: cio-dpa@mod.gov.uk.

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The following is to explain your rights and to give you information you are entitled to under the Data Protection legislation. This notice applies to current and former Ministry of Defence ( MOD) personnel (including their dependants) and contractors.

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The SSN group solely for serving female sappers both regular and reserve. Please use this forum to discuss, connect and share with your fellow Sappers.

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A group connecting Sapper Women to a variety of sports across the Corps and beyond. Please feel free to advertise upcoming dates in the calendar tab and any relevant PoC information.

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Information about how military personnel and their families can get more support and extra help from Defence Transition Services when leaving the armed forces.

Overview

Defence Transition Services ( DTS) can provide information and support for those service leavers and their families who are most likely to face challenges as they leave the armed forces and adjust to civilian life. DTS work directly with you to provide information and facilitate access to the support you need, whether that be from another government department, local authorities, the NHS or trusted charities.

What we can help you with

DTS can sign post and facilitate access to support on the following:

Mental health

Physical health

Drugs and alcohol misuse

Training, education and employment

Housing, accommodation and relocation (including MOD Referral Scheme and civilian housing briefs)

Finance, debt and benefits

Children, family and relationships

Supporting agencies

How we can help you

If you are a service leaver, who is recognised by their unit as someone who may need extra support on leaving the armed forces, beyond that which is already provided by Defence and the Royal Navy, Army or Royal Air Force, you can be referred to DTS. As a service leaver or family member, you can also self refer to DTS. DTS clients may also be referred to us by Defence contractors, such as the Career Transition Partner ( CTP) or by third parties, such as charities or local authorities who have been approached for help.

DTS works with you on a one-to-one basis, building a trusted relationship in order to fully understand your needs, coordinate the right sources of information and simplify your access to the support you need.

Defence Holistic Transition Policy

DTS was established in October 2019 as part of Defence's Holistic Transition Policy (part 1: directive) (, 1.84 MB) and Holistic Transition Policy (part 2: guidance) (, 1.94 MB) or JSP100 as it is known internally. Details of DTS can be found in chapter two of the policy document.

How to make a referral

There are two ways to make contact with DTS if you, or someone you know, might benefit from DTS 's support:
In-service referrals - GOV.UK (www.gov.uk)
Self-referral process and third-party referrals - GOV.UK (www.gov.uk).

Please contact DTS via our central email address:
DBSVets-DTS-Central@mod.gov.uk

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Help for service leavers from Defence Transition Services

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Information about how military personnel and their families can get more support and extra help from Defence Transition Services when leaving the armed forces.

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Website designed and developed by Zarr - http://www.zarr.com

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Building Heroes | Construction Skills Training

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Building Heroes provides skills training to Military Veterans and support into employment in the building trades.

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All the Categories are accessed by scrolling down. Under each category you can then scroll right to the relevent part that you require. You then click on the link to open up the required information. Some of the links will have forms which can be downloaded and printed out.

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Admins:

The following email addresses can be used to reach the administrators.

Primary Admin:
3Re-WellbeingCentreMultiUser@mod.gov.uk

Secondary Admin:

This board is for all 3 RSME Minley Station permanent staff & Civil Servants to use. If you have some information that the community would benefit from knowing please email the admins with details.

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3 RSME Minley Staion Wellbeing Centre | Facebook

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3 RSME Minley Staion Wellbeing Centre | Facebook

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3 RSME Minley Station Wellbeing Centre | Facebook

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A community group for all families and Service Personnel who are stationed and those directly connected to 3 RSME, Minley Station, Gibraltar Barracks. This group is administered by the Station…

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SSAFA Mentoring Transition to Civilian Life

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SSAFA Mentoring Transition to Civilian Life

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Meet Tracy

Tracy left the army after 18 years of service due to a ruptured aorta in her heart, which caused paralysis and placed her into a wheelchair as well as preventing her from continuing her job with the Royal Logistics Corps. Initially feeling "lost and isolated", Tracy sought help from SSAFA's mentoring service, and credits her mentor Lesley with having turned her life around - helping her regain a positive mental attitude.

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Mentoring | Joining civvy street | SSAFA

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Meet Tracy Tracy left the army after 18 years of service due to a ruptured aorta in her heart, which caused paralysis and placed her into a wheelchair as well as preventing her from continuing her job with the Royal Logistics Corps.