PRIVACY NOTICE

This privacy notice explains how the Aberdeen Universities Officers Training Corps Association (AUOTCA) collects, manages, uses and protects your data. It outlines the types of data we hold and how we use that data. 

AUOTCA understands that your privacy is important to you and that you care about how your personal data is used, shared and protected. We respect and value the privacy of everyone who interacts with AUOTCA  and we will only collect and use personal data in the ways described here and consistent with our obligations and your rights under the relevant law.

1. Our legal basis for processing your data

AUOTCA processes and stores personal information relating to current and former members of Aberdeen Universities Officers' Training Corps (AUOTC).

All Members of AUOTCA, upon joining the Association, are required to give personal information and AUOTCA processes that information for membership purposes.

For purposes other than membership, AUOTCA processes the information outlined in this notice in pursuit of our legitimate interests in: 

- Communicating with current and former Officer Cadets (OCdts), Officers, Warrant Officers, Non-commissioned Officers, Staff and other attached personnel of AUOTC
- Providing opportunities to attend events organised by AUOTCA in furtherance of the aims of the Association
- Furthering AUOTCA’s aim of providing support for current OCdts (including fundraising and career support)

We may contact you by post, email, phone, text and/or social media.

2. Where your data comes from

Most of the data held by AUOTCA is obtained directly or indirectly from our Members. Data is also collected from Members when they update their details online, complete a questionnaire, meet with one of our Committee or attend an event.

3. The data we hold

We hold the following types of information about our Members.

- Your name, title, gender, and date of birth if we have it
- Your preferred postal address and email address
- Your years of service, rank and, if applicable, sub-unit/function in AUOTC
- Your membership status, or if we have received communication from you, if we asked for your support, or invited you to an event and any event attendance.
- Communication preferences, such as whether you wish to receive email from us, or if you have told us you do not want any contact from us.
- Subscription payment information

We may also hold some of the following, based on the information you provide to us.

- Event-related information such as dietary or access requirements or car registration
- Links to social media accounts such as Linkedin or Facebook
- The name of your partner/spouse and other family relationships, or connections you may have with other Members

4. How we use your data

We will use your details to manage your interaction with AUOTCA and to contact you by post, email, phone, text and/or social media, complying with any preferences you have expressed: see 6. Your rights and preferences below. We contact you to

- Keep you informed of AUOTCA and/or AUOTC news, and the progress being made by AUOTCA
- Tell you about the benefits of being an Member of AUOTCA, including any discounts and services that may become available
- Invite you to events hosted by AUOTCA, AUOTC or your fellow Members (for example reunions)
- Offer opportunities for you to engage with AUOTCA as a volunteer. This may include asking you for your support through, for example, giving career support to current or recent OCdts

If you provide contact information, and unless you specify otherwise, we will assume this includes consent for us to use that data for the purposes listed above.

If we lose touch with you, we may use publicly available contact details and our Members to re-establish our connection and seek your permission to update your contact details. You can manage your communications preferences at any time: see 6. Your rights and preferences below.

5. Protecting your data

The personal information we obtain is processed in accordance with all relevant data protection legislation. When this legislation is amended or replaced, we review and update our data processing practices accordingly.

Your data is always securely processed and transmitted, protecting against unauthorised or unlawful processing, accidental loss, destruction or damage. Your data will not be disclosed to any external organisations except for those acting as agents for AUOTCA under defined agreements. Data is stored in the UK and never “sold” to third parties.

While we are happy to facilitate communication between individual Members, we will never pass on your details without prior permission.

From time to time it may be necessary to share some of your information with trusted third parties. For example, event venues may require details of attendees for safety and security purposes. We will seek your consent to use data for these purposes and ensure these third parties provide an adequate level of protection in accordance with UK data protection law

6. Your rights and preferences

AUOTCA considers its relationship with Members to be lifelong. We will always try to ensure that the data we hold for you is up to date, reasonable and not excessive. You always have the right to:

- Be informed as to how we use your data (via this privacy notice)
- Access or request a copy of the data we hold about you (see below)
- Update your information and/or manage your communications preferences at any time
- Opt out of specific types of processing
- Ask us to remove your data from our records (see below)
- Withdraw consent, where it is used as a legal basis for processing.

At any time, you can

- Update your details at auotcassociation.com
- Specify your communication preferences at auotcassociation.com
-  to tell us about your preferences.

If you are a Member and exercise your right to be removed from our database, we will maintain some core data for archive purposes and to ensure we do not contact you inadvertently in future. We may also need to retain some financial information for the period of time required for statutory purposes (for example, anti-fraud and accounting matters).

If you have any cause for complaint about our use of your personal data,  please contact us using the details below and we will do our best to resolve the problem for you. If  we are unable to help, you also have the right to lodge a complaint with the UK’s supervisory authority, the Information Commissioner’s Office.

7. Future changes

From time to time we may use your data for new purposes not currently described in this privacy notice. If our data practices change at some time in the future we will always inform Members and post the policy changes on this page.

8. Contact Us

If you have any questions about this privacy notice please contact us at

AUOTC Association
c/o AUOTC
Gordon Barracks
Ellon Road
Aberdeen
AB23 8DB

Email: