Privacy Policy

The Royal Irish Regiment Portal
Effective Date: 24/11/25

1. Introduction

The Royal Irish Regiment (“we,” “our,” or “us”) is committed to protecting and respecting your privacy.
This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you use The Royal Irish Regiment Portal (“the Portal”).

The Portal is designed exclusively for serving soldiers, veterans, and affiliated members of The Royal Irish Regiment community.

We handle all personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information We Collect

We collect and process the following categories of information:

a. Information You Provide Directly

  • Full name, rank, and service number (where applicable)
  • Contact details (email address and phone number)
  • Service history (Regiment, Battalion and dates of service)
  • Login credentials and account preferences
  • Communications or posts made through the Portal (e.g. forum posts, messages, event sign-ups)

b. Information We Collect Automatically

  • IP address, browser type, device information
  • Access times and activity logs
  • Cookies and similar tracking technologies (see Section 8)

c. Sensitive Information

In some cases, we may collect limited sensitive data (e.g., disability status or health information) — but only where it is strictly necessary (for example, event accessibility requirements) and you have provided explicit consent.

3. How We Use Your Information

Your information is used to:

  • Verify your identity and eligibility for access to the Portal
  • Manage and maintain your user account
  • Facilitate communication between serving soldiers, veterans, and the Regimental Association
  • Share regimental news, welfare updates, and event information
  • Support welfare, remembrance, and community initiatives
  • Maintain site security and prevent unauthorised access
  • Comply with legal or regulatory obligations

We never sell or rent your data to third parties.

4. Legal Bases for Processing

We process your personal data under the following lawful bases:

  • Consent: When you register for the Portal or opt in to communications.
  • Legitimate Interests: To maintain contact and support the Regimental community.
  • Legal Obligation: To comply with applicable data protection or security requirements.
  • Performance of a Contract: To provide you with access to the Portal and related services.

5. Data Sharing and Disclosure

Your data may be shared with:

  • Regimental Headquarters and The Royal Irish Regiment Association (for verification and communication purposes)
  • Authorised administrators who manage the Portal
  • Service providers who host or maintain the Portal (under strict data protection agreements)
  • Official military or government bodies when required by law or for security purposes

We do not share your data with advertisers or commercial organisations.

6. Data Storage and Security

We implement robust physical, electronic, and procedural safeguards to protect your data, including:

  • Secure UK-based or MOD-approved data hosting
  • Encrypted communications (HTTPS, SSL/TLS)
  • Access restricted to verified administrators only
  • Regular security audits and password protection

In the event of a data breach, affected users will be notified promptly in line with legal requirements.

7. Data Retention

Your data will be retained only for as long as necessary to fulfil the purposes outlined in this policy.
If you leave the Portal or request deletion, your personal data will normally be removed within 30 days, except where retention is required by law or for legitimate historical record purposes (e.g. Association membership).

8. Cookies and Tracking

The Portal uses cookies to enhance user experience and maintain secure sessions.
You can manage or disable cookies in your browser settings, but this may affect some site functions.

Types of cookies used:

  • Essential cookies (required for login and security)
  • Analytical cookies (to improve site performance)

9. Your Rights

Under UK data protection law, you have the right to:

  • Access the personal data we hold about you
  • Request correction of inaccurate or incomplete data
  • Request deletion (“right to be forgotten”)
  • Object to or restrict certain types of processing
  • Withdraw consent at any time
  • Lodge a complaint with the Information Commissioner’s Office (ICO): https://ico.org.uk/

Requests can be sent to:
registration@royal-irish.com

Data Protection Officer, The Royal Irish Regiment, 28 Bedford Street, Belfast, BT2 7FE

10. Third-Party Links

The Portal may contain links to external sites (e.g., veteran support organisations).
We are not responsible for the privacy practices or content of those sites, and encourage you to review their privacy policies.

11. Changes to This Policy

We may update this Privacy Policy from time to time.
All changes will be posted on the Portal, with the effective date clearly shown.
Significant changes will be communicated directly to registered users.

12. Contact Us

For any questions or concerns about this Privacy Policy or how we handle your data, please contact:

Data Protection Officer
The Royal Irish Regiment
28 Bedford Street, Belfast, BT2 7FE
Email: registration@royal-irish.com