Data Protection Policy on the USS Tanasi NCC-81893

Your data:

This policy is for all active, renewing and new members of the USS Tanasi NCC-81893: A correspondence Chapter of STARFLEET The International Star Trek Fan Association, Inc. (hereafter referred to simply as "the USS Tanasi"); it applies to the processing and storage of your personal data by the USS Tanasi. Your data is retained in the USS Tanasi Member's Spreadsheet with reasonable use and control to your data as outlined in this document.

Use of your data as a member of the USS Tanasi:

As a member of the USS Tanasi, you consent to the processing, retention and sharing of your personal data (see Data Index, below) for the purpose of applying for membership and providing required, and perhaps optional, data to allow the USS Tanasi the ability to send membership materials or other communications as necessary by officers of the organization. Officers can include, but are not limited to, the President (CO) or Vice-President (XO) of the USS Tanasi.

Reasonable purposes can be but are not limited to:

Evaluating your performance in the USS Tanasi for awards or rank; Recording your progress in the USS Tanasi

Receiving communication from the USS Tanasi

Documentation of monthly chapter activity

You can withdraw your consent and request erasure of your data at any time by notifying the USS Tanasi at usstanasi@gmail.com

Data Retention:

Your personal data is retained in perpetuity by the USS Tanasi while your membership remains active. When your membership has expired, in the

absence of an immediate request for deletion, your data will be retained in the database for five (5) years for the only purpose of a possibility of your return. As an expired member, you are not included in communications, are removed from email lists and groups and are protected from unauthorized use.

Data Storage:

Your personal data is stored in the USS Tanasi's Spreadsheet.

Opting Out:

You may withdraw your consent and request that we stop storage and use of your data by the USS Tanasi upon request. Note that this means a full termination of your membership with the USS Tanasi. Continued membership in the USS Tanasi involves a continued consent to storage and use of your private data.

The USS Tanasi Spreadsheet:

The USS Tanasi Spreadsheet: the data listed here for each member - this list includes all data kept per member and not just personal/private data. Note that data is marked as "Required," and "Optional.

Required data: data which is required for the keeping of your membership

Optional data: data that is collected and used only for fun. Optional data is not required to be provided for the normal processing and handling of your membership.

SCC number (required – provided member) Full name (required - provided by member)

Physical address (required for physical mailings as needed - includes street address, city, state, zip, country - provided by member)

Phone number (optional - provided by member)

Email (required but can opt out of emails - provided by member)

Date of birth (optional/sometimes required, see DoB provision below - provided by member)

Species (Optional - role play based - provided by member)

Rank (Required - role play and award based - generated by various means)

Member awards and Academy class results (optional to take - generated by various events: academy classes, awards for service, etc.)

Minor's Private Data:

A minor is defined as any member under the age of 16 for the purposes of this data policy. A minor is normally added as a member into an adult's membership as a family member. As described above, a minor's personal data is also collected and is also subject to the same retention period as previously described. Should a primary member or parent not wish to have a minor's data held by the USS Tanasi, the member must remove or request removal of this data from the database. As described previously, this will serve to remove the target minor from active membership in the USS Tanasi.

Other Third Party Data Access:

The USS Tanasi will not give or sell your private data to any person or entity outside of the USS Tanasi

Access to Your Data:

Some members of the USS Tanasi are granted elevated access rights to member information in order for them to carry out their job responsibilities. Those members are expressly prohibited from using, retaining for personal use or providing any other party or entity with member information for purposes other than their specific job requires. Any member with elevated access rights to member information who are found to have misused member information may be subject to disciplinary measures as deemed necessary and appropriate pursuant to the STARFLEET Membership Handbook. The matter may also be referred to the appropriate civil or criminal authorities.

Date of Birth Required Case:

Your DOB data will always be optional for minors and members not in staff positions. However, certain positions onboard the USS Tanasi have age limits.

Loss or breech event:

In the event of an external breach of information the USS Tanasi will, as deemed necessary and appropriate, contact our third-party vendors to determine the nature and severity of the breach and may choose to contact the appropriate authorities to resolve the incident. A full report of the incident will be provided the Admiralty Board. Members may be contacted to advise them of the matter as deemed necessary and appropriate by the President of STARFLEET or their representative.

Members may be contacted to advise them of the matter as deemed necessary and appropriate by the President (CO) of the USS Tanasi or their representative.

Data Protection Officer:

The duties of a Data Protection Officer will be a collateral duty.