Would anyone know if CivCom trustees (BPSS & DBS, Responsible for Information training etc.) are permitted access to parents’ email addresses in order to promote fundraising events?
If they’ve done all the training, I don’t see why not.
But, I assume the adj or OC has a mail list with all the parents in already? Would it be easier for the CWC member for formulate what they went to send then get the adj/OC to send on their behalf?
Probably not because that is not why we store the parents e-mail in the first place. GDPR. You will probably need consent for this to happen.
I was just wondering what we say in our privacy notice RE useage. I’d have though CWC contacting about fundraising would come under one part of the notice.
However we don’t seem to actually have a privacy notice for parents? We have one for cadets data, and for CFAV data. But not for the data we store about a cadet’s parents/guardians?
Short answer is “no”
Long answer is through the Sqn staff.
The reason is that the data on SMS is stored against the cadet record with the parent data being listed as contact information should the Sqn need to contact regarding the cadet. The contact information has not been provided.
Civcom shouldn’t have direct access to cadet details as no business purpose as they also don’t do the same DBS as CFAVs.
If the civcom want to contact they should really go through Sqn staff .
Alternatively the civcom ask for a form for parents to be included in the joining pack so their contact details can be recorded on a spreadsheet stored on one drive.
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My understanding, and happy to be corrected if wrong, is we don’t store parent contact details as a discreet record.
We store NOK details as part of the cadet’s record, and so I’d interpret that as meaning we only have consent for use as NOK - emergencies etc.
This might also mean we don’t actually have consent to contact them in respect of subs or anything else.
But I’d have to check the small print on the latest 3822.
From what I’ve just skimmed on the cadet privacy record, the only mention of parents data is 'Parent(s) names).
Consent is only one lawful basis for processing data, others also exist, e.g. legitimate interests.
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Well yes, and it could likely be argued. But surely far simpler to have a box to tick saying I consent to my details being shared with the CivCom for - insert purposes - then it’s all covered.
ETA hopefully this could be added to the e3822A.
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Or, do the easier option of getting Sqn staff to send out comms on behalf of the civ com.
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But what if the civcom want parents to sign a petition against the CO 
Please don’t encourage them!
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This would be my preference. However, over the last 3 years there have been less than a handful of occasions where emails have been sent to parents regarding fundraising. The CivCom have suggested we improve this method of comms to optimise attendance at fundraisers, but there is a palpable resistance from some staff. I’m just trying to establish if it would be within our scope. After all it’s all for the greater good of the sqn.
That’s a shame. It’s in the OC and staff team’s interest to encourage and support fundraising. I suppose is it because you’re asking the parents to donate directly, or are you trying to increase cadet attendance at fundraisers?
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We’re trying to raise awareness to parents and friends of the Sqn of our fundraisers. For example, we’ve organised a fundraising meal with raffle – just an informal curry night – and would like as many parents buy tickets. Only a handful sold, such a shame and very underwhelming. Limited social media comms. Without sending parents an email it’s very difficult to spread the word. Cadets may leave flyers in their pockets then into the washing machine they go. Next move: try distributing flyers to parents at parade night pick-up! Thanks for advice.
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Just get the OC or Adj to send the email to parents for you? As I said above, they should already have some sort of email group with all the parents and carers in, so should be easy.
I’m guessing curry night tickets are now less sought after given a beer wouldn’t be allowed if cadets were there too 
good point 
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