Privacy Notice

1. Who is responsible for your information?

The Warwickshire Branch of the National Association of Retired Police Officers is responsible for personal information processed locally for Warwickshire Branch administration and through this website.

The principal contact for data-protection enquiries relating to the Warwickshire Branch is:

National NARPO separately processes personal information for national membership administration. Depending on the particular processing activity, National NARPO and the relevant Branch may each have responsibilities for the personal information used to administer NARPO membership.

2. Information received from National NARPO

Warwickshire NARPO may receive limited membership information from National NARPO relating to members allocated to or associated with the Warwickshire Branch.

This information may be imported into the Warwickshire Branch’s records or website membership system so that we can:

• Confirm that an individual is a current NARPO member.
• Administer Warwickshire Branch membership.
• Create and manage secure website accounts.
• Provide access to member-only information and resources.
• Communicate important Branch news, notices, events and membership information.
• Maintain accurate local membership records.
• Support the legitimate administration and activities of the Branch.

The membership information received or imported may include:

• Your name.
• Your email address.
• Your membership or Branch status.
• A membership or account reference, where required for verification.
• Your website username or account identifier.
• Other limited information necessary to verify or administer your Branch membership.

Members may contact us to ask what information is held about them, request corrections or ask for their local website account to be deactivated.

Deactivating a Warwickshire website account does not automatically cancel or erase a person’s national NARPO membership record. Requests concerning national membership records may need to be referred to National NARPO.

3. Other information we collect

Information you provide directly

We may collect personal information when you contact us, register for website access, attend or enquire about an event, submit material for publication or otherwise communicate with the Branch.

This information may include:

• Your name.
• Your email address.
• Your telephone number, where supplied.
• Your membership or former service details, where necessary.
• Information submitted through a contact, registration or enquiry form.
• Event enquiries, attendance information or booking details.
• Correspondence sent to Branch officials.
• Photographs, obituaries, policing memories, career histories or other material submitted for publication.
• Information provided in connection with a welfare enquiry.
• Any other information you voluntarily provide to us.

Website account information

If you have a registered website account, we may process:

• Your username and email address.
• Your account and membership access level.
• Password-reset and authentication information.
• The date your account was created or last used.
• Login attempts and security records.
• Technical information needed to operate and protect your account.

Passwords are stored in a protected, encrypted or hashed form by the website system. Branch officials and website administrators should not be able to view your existing password.

Information collected automatically

When you visit or use the website, certain technical information may be collected automatically, including:

• Your IP address.
• Browser and device information.
• Operating system information.
• Pages visited and actions taken.
• Referring website information.
• Date and time information.
• Login and authentication records.
• Security, error and server logs.

This information may be used to provide the website, diagnose technical problems, protect member accounts, prevent misuse and maintain website security.

4. How we use your information

We may use personal information for the following purposes:

• To administer Warwickshire Branch membership.
• To verify membership against information held by National NARPO.
• To create, maintain and protect website accounts.
• To provide access to member-only areas, documents and services.
• To communicate Branch news, meetings, events, welfare information and membership notices.
• To respond to questions, enquiries and requests.
• To organise and administer Branch events and activities.
• To process material submitted for possible publication.
• To publish approved photographs, obituaries, memories or historical information.
• To refer appropriate welfare enquiries to authorised Branch welfare personnel.
• To maintain accurate membership and administrative records.
• To secure, maintain, monitor and improve the website.
• To prevent fraud, spam, unauthorised access and other misuse.
• To manage complaints and data-protection requests.
• To establish, exercise or defend legal claims.
• To comply with legal and regulatory obligations.

Membership communications and marketing

Routine Branch communications concerning membership, meetings, events, welfare, pensions, policing matters, Branch administration and member services are treated as membership communications rather than unrelated commercial marketing.

Where we send optional promotional or direct-marketing communications that require consent, we will obtain the appropriate permission and provide a way to withdraw that permission.

We do not sell personal information or permit unrelated organisations to use Warwickshire Branch membership records for their own marketing.

5. Our lawful bases for processing

UK data-protection law requires us to have a lawful basis for each purpose for which personal information is used. Depending on the circumstances, we may rely on one or more of the following:

Legitimate interests

We may process personal information where it is necessary for our legitimate interests or those of National NARPO, provided those interests are not overridden by your interests, rights and freedoms.

Our legitimate interests may include:

• Administering the Warwickshire Branch.
• Maintaining accurate local membership records.
• Providing services and information members would reasonably expect to receive.
• Verifying membership and controlling access to restricted content.
• Communicating relevant Branch information.
• Responding to enquiries.
• Protecting members, accounts and website systems.
• Maintaining appropriate administrative and historical records.

Where appropriate, we will assess the necessity and potential privacy impact of processing carried out under legitimate interests.

Contract or membership arrangements

We may process information where it is necessary to provide requested membership services or administer arrangements connected with your NARPO membership.

Consent

We may rely on consent where you have made a clear, informed and voluntary choice, including in relation to certain optional communications, photographs, submitted content or non-essential website cookies.

You may withdraw consent at any time. Withdrawal will not affect processing that took place before consent was withdrawn.

Legal obligation

We may process or retain information where necessary to comply with a legal or regulatory obligation.

Vital interests

In exceptional circumstances, we may use or share personal information where necessary to protect someone’s life or physical safety.

6. Welfare enquiries and sensitive information

Welfare enquiries may sometimes contain information about health, disability or other particularly sensitive circumstances. This may constitute special-category personal data under UK data-protection law.

We ask that you do not submit more sensitive information than is reasonably necessary through a general website form or ordinary email.

Where sensitive information is processed, we will identify both an appropriate lawful basis and an additional legal condition for processing special-category data. Depending on the circumstances, this may include explicit consent, the protection of vital interests or another condition permitted by law.

Welfare information will be restricted to authorised people who reasonably need it to deal with the enquiry. Where appropriate, the person making the enquiry may be contacted before information is passed to another person or organisation.

7. Photographs, obituaries and submitted material

If you submit photographs, an obituary, policing memories, historical information or other material for publication, you confirm that:

• You are entitled to provide the material to us.
• The information is accurate to the best of your knowledge.
• You have considered the privacy of any living person identified in it.
• You have obtained appropriate permission to provide identifiable photographs or private information, where required.
• You understand that approved material may be made publicly available on the internet.

We may edit, decline, restrict or remove submitted material where we consider this appropriate for privacy, accuracy, legal, safeguarding or editorial reasons.

You may contact us if you believe published information about you is inaccurate, inappropriate or should be reviewed. Removal requests will be considered in light of data-protection law, the public availability of the information, freedom of expression and any legitimate historical or administrative purpose.

8. Sharing your information

We may share personal information only where there is a lawful and necessary reason to do so.

Recipients may include:

• Authorised Warwickshire NARPO Branch officers and committee members.
• Authorised Branch welfare personnel.
• National NARPO, where relevant to membership verification or administration.
• Other NARPO branches, where necessary and appropriate.
• Website hosting, maintenance, security, backup and technical-support providers.
• Email hosting and email-delivery providers.
• Website form, membership or account-system providers.
• Professional advisers, insurers or auditors.
• Event venues or service providers, where required to provide something you have requested.
• Public authorities, regulators or law-enforcement bodies where disclosure is required or permitted by law.
• Another organisation where necessary to protect someone’s vital interests.

Service providers acting on our behalf are expected to process personal information only for the agreed purpose, keep it secure and comply with applicable data-protection requirements.

We do not sell, rent or trade personal information.

9. Website support and administration

Authorised website developers, hosting providers and technical-support personnel may have limited access to website systems and personal information where necessary to:

• Maintain or update the website.
• Provide backups and security monitoring.
• Investigate faults or security incidents.
• Manage membership functionality.
• Provide other contracted technical services.

Such access should be limited to what is necessary and subject to appropriate confidentiality, security and data-processing arrangements.

10. International data transfers

We aim to use services that process personal information within the United Kingdom or another location covered by appropriate data-protection safeguards.

Some website, email, security or technology providers may process or make information accessible outside the United Kingdom. Where this occurs, we will take reasonable steps to ensure that an appropriate legal transfer mechanism and suitable safeguards are in place, such as UK adequacy regulations or approved contractual protections.

11. How we protect your information

We use appropriate technical and organisational measures designed to protect personal information against accidental loss, alteration, unauthorised access, disclosure or misuse.

These measures may include:

• Encrypted website connections using HTTPS.
• Password-protected systems and accounts.
• Restricted administrator and committee access.
• Multi-factor authentication where available.
• Website security monitoring and login protection.
• Software maintenance and security updates.
• Controlled backups.
• Confidentiality requirements for authorised personnel and suppliers.
• Removal of access when it is no longer required.

No internet-based system can be guaranteed to be completely secure. If we become aware of a personal-data breach, we will assess it and take appropriate action, including notification to affected individuals or the Information Commissioner’s Office where legally required.

12. How long we retain information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting, safeguarding, security and administrative requirements.

Our usual retention approach is:

• Active membership and website account information: retained while the person remains an active member or requires website access.
• Inactive or former-member website accounts: reviewed and normally deleted or anonymised within 24 months after access is no longer required, unless there is a reason to retain the record.
• General enquiries and correspondence: normally retained for up to 24 months after the matter is concluded.
• Event administration records: normally retained for up to 24 months after the event, unless longer retention is needed for financial, insurance or legal reasons.
• Welfare enquiries: retained only for as long as necessary to manage the enquiry and any resulting responsibilities, with access appropriately restricted.
• Security and technical logs: retained for a limited period appropriate to website security, fault investigation and abuse prevention.
• Backups: retained in accordance with the applicable backup cycle and deleted or overwritten securely.
• Published historical material: may be retained for archival, historical or informational purposes, subject to periodic review and applicable individual rights.
• Legal or financial records: retained for any longer period required by law or reasonably necessary to establish, exercise or defend legal claims.

Information that is no longer required will be securely deleted, anonymised or otherwise removed from active use.

13. Cookies and similar technologies

The website uses cookies and similar technologies to provide essential functionality, maintain security, support member login and remember relevant preferences.

Non-essential cookies, including analytics or tracking technologies, will only be used where the required consent has been obtained.

You should be offered a clear choice to accept or reject non-essential cookies. Rejecting non-essential cookies will not prevent you from using the essential parts of the website.

Further details about the cookies and services used, their purposes and how long they remain active are provided in our Cookie Policy.

You may review or change your cookie preferences using the website’s cookie settings, where available.

15. Complaints

Please contact us first if you have concerns about how Warwickshire NARPO has used your personal information. We will try to investigate and resolve the matter.

You may also contact National NARPO’s data-protection contact at dpo@narpo.org.

You have the right to make a complaint to the UK data-protection regulator:

16. External websites

This website may contain links to websites operated by National NARPO or other third parties. Those organisations are responsible for their own websites and privacy practices.

We recommend reviewing the privacy information provided by an external website before submitting personal information to it.

17. Changes to this Privacy Notice

We may update this Privacy Notice to reflect changes to our activities, website, suppliers, legal obligations or data-protection guidance.

The revised version will be published on this page and the “Last updated” date will be amended. Where a change has a significant effect on how members’ information is used, we may also notify affected members directly.

18. Contact us

For questions about this Privacy Notice, the Warwickshire website or personal information processed locally by the Branch, please contact:

For questions concerning National NARPO membership records, you may also contact: