Privacy Policy, Cookies & Content Attribution

Privacy Policy

1. Introduction

We exist to speak up for Royal Navy Royal Marines families on matters of concern to them. In appropriate circumstances we also advocate on behalf of families who have struggled to resolve an issue.

Our Privacy Policy covers families, colleagues, beneficiaries and trustees.

The NFF is a registered charity, which operates outside of the Royal Navy’s chain of command. With respects to the management of your personal information, the NFF organisation is the Data Controller.

This Privacy Policy sets out the data processing procedures for the Naval Families Federation (NFF) and describes how we securely manage and retain personal information.

2. Personal Data

Personal data is any information relating to an individual which can identify them, either directly or indirectly.

This definition provides for a wide range of personal identifiers to constitute personal data, including your name, an identification number, your location details or other online identifiers

3. How does the NFF process your personal data?

We comply with the relevant legislation, including the General Data Protection Regulations (GDPR). Information provided by anyone contacting the NFF is treated in strict confidence and with the greatest respect. It is only accessible to NFF staff members, all of whom have signed a confidentiality agreement, and is held on a secure, encrypted database or in a secure facility within the NFF offices.

4. What is the legal basis used by the NFF for processing your personal data?

  • When we provide services to an individual, we use the legal basis of ‘Legitimate Interest’.
  • For employees, we use the legal basis of ‘Contract’. This includes the application process.

5. Why do we collect your personal data?

The personal data we collect, and hold, is provided by the individual to whom it relates. This data may be shared with us for a variety of reasons, such as:

  • To support an individual enquiry
  • In response to a request for opinions, evidence or feedback (such as through online surveys)
  • To subscribe to our communications package (e.g. Homeport, regular e-updates, social media sites)
  • To participate in our competitions

6. What do we use your personal data for?

  • To enable NFF staff to respond to personal enquiries and provide bespoke advice and information to you.
  • To keep you informed of any relevant news, events or announcements that you might be interested in. We rely on you to contact us and initially request these updates, via our quarterly magazine, Homeport, and our regular e-updates.
  • To manage our employees.

7. Sharing your personal data?

Your personal data will only be passed to a third party, such as Service Family Accommodation issues, with your specific permission and only for the purpose of resolving your enquiry.
Any evidence-based reports going to higher authority (for example, the Royal Navy’s chain of command or the Ministry of Defence) which draw upon information contained in the database will be generic in content, highlighting trends and themes rather than individual cases.

We will only pass your personal data to a third party if we are assured that they:

  • Abide by the requirements of all relevant data protection and privacy legislation
  • Treat your information as carefully as we would
  • Only use the information for the purposes it was provided

8. How long do we keep your personal data?

We may retain data to inform our current and future activities and will only hold it for as long as required.

These activities could include analysing reported issue types to identify trends or highlight if a particular policy is creating an unintentional disadvantage for Naval Service families. When we no longer need this information, we will always dispose of it securely, using specialist companies as and when required.

9. Your rights

Unless subject to an exemption under legislation, you have the following rights with respect to your personal data:

  • The right to be informed about the collection and use of your personal data
  • The right to request a copy of the personal data which NFF holds about you. This request can be submitted either in writing, via e-mail or verbally.
  • The right to request that NFF corrects any personal data if it is found to be inaccurate and incomplete. This request can be submitted either in writing, via e-mail or verbally.
  • The right to request that your personal data is erased. This request can be submitted either in writing, via e-mail or verbally. This right is not absolute and only applies in certain circumstances.
  • The right to withdraw your consent to the NFF processing your data at any time
  • The right to request that the NFF transmits your data directly to another data controller, where possible. This is known as the right to data portability and there are certain criteria which have to be applied.
  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing
  • The right to object to the processing of personal data
  • The right to lodge a complaint with the Information Commissioners Office.

If you wish to exercise any of these rights please contact the Data Protection Coordinator at the Naval Families Federation, Building 25, HMS EXCELLENT, Portsmouth, PO2 8ER, by email at or by telephone at 023 9265 4374.

10. What do we do with your personal data?

We will use the personal data you provide to:

  • Respond to your individual enquiries. This could involve a direct response to you, via email, telephone or face-to-face or to support a request for additional information and action from a third party. We will always seek your consent before releasing any personal information to a third party. If the information you share with us is considered to be special category data, which was formerly known as sensitive personal information, it will be handled in accordance with the appropriate legislation.
  • Record any contact we have with you on our confidential, encrypted database
  • Inform our evidence based reports. These are anonymised reports and no personal information is included as we only refer to the nature of the enquiry, the outcome or the impact that a specific policy has had upon families in general terms.
  • To carry out research on the demographics of those family members who contact us. This will help us gain a better understanding of the types of issues that certain families might face e.g. dual-serving couples.
  • Communicate with you. This could include sending you copies of our magazine Homeport or our monthly e-newsletter regular e-updates. This would only occur in response to a request from you

11. Exceptional Circumstances

Your information is considered confidential except in extreme circumstances such as:

  • Serious risk of harm to you or to others around you.
  • When your behaviour presents a serious risk to the legal rights of others.
  • When staff have been placed in a position that compromises their professional integrity.
  • To prevent a serious criminal act; especially where others may be endangered, for example an act of terrorism.
  • To protect the operational efficiency of the Service. For example; an individual calling to say that his/her Naval Service partner has just gone to work under the influence of drugs that could compromise the security and safety of serving personnel and/or their equipment.

If NFF staff consider that, in these rare cases, confidentiality is not possible, they will try to encourage individuals to disclose the information voluntarily to the appropriate authorities. In such cases the individual will be made aware that the information provided cannot be kept within the confines of the NFF and that it will have to be shared with the authorities concerned.

12. Storing your information

All personal data we hold in electronic format on our database is securely stored by our service provider ICARIS Ltd, who fully comply with the GDPR regulations and all other relevant legislation. ICARIS Ltd ensures that the latest standards for security and data protection are met and exceeded for the ICARIS platform, including the protection of personal and confidential data.

These standards include operating an information security management system (ISMS) in accordance with the ISO/IEC 27001:2013 standard.

We treat your personal data as if it was our own and have put all reasonable measures in place to ensure that it is held and transmitted securely. We have a range of processes in place to protect against the lost, misuse or alteration of any personal data we hold and we use secure server software (SSL) to encrypt personal information.

13. Use of Cookies

To ensure we are publishing content customers need and want, the Naval Families Federation collects aggregated site-visitation statistics using cookies. When someone visits the site, a cookie is placed on the customer’s machine (if the customer accepts cookies) or is read if the customer has visited the site previously. If you choose to not have your
browser accept cookies from the Naval Families Federation’s website, you will need to re-enter your personal information each time that you attempt to access premium information.

14. Changes to our Privacy Policy

Any future changes to our Privacy Policy will be made available on our website at

15. Contact Details

To exercise all relevant rights, queries or complaints please contact:

The Data Protection Coordinator, Naval Families Federation, Building 25, HMS EXCELLENT, Portsmouth, PO2 8ER, by email at or by telephone at 023 9265 4374.

If you believe that your complaint has not been resolved to your satisfaction, you can also contact the Information Commissioners Office on 0303 123 1113, by email at or write to the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.


This policy only covers the NFF website; links to external sites are not covered.

NFF Use of Cookies

Our website uses cookies, as most sites do, to provide you with the best experience we can.
Cookies are small text files that are placed on your computer or other web enabled devices, with your permission, when you browse the internet. They store information to make your site browsing experience better.

The NFF uses cookies to:

  • Make our website work as expected
  • Allow us to monitor site usage – so we know how our website is performing  for visitors
  • Remember your settings during and between visits (remembering your search terms etc.)

These cookies are not harmful and they do not contain any information that could personally identify you. Cookies are not executable – that means they don’t run programs and so cannot carry viruses or change how your computer works.

Cookies Used on the NFF Website

Strictly Necessary: Website Function Cookies

We use cookies to make our website work. There is no way to prevent these cookies being set; they are essential for the site to function.

Performance: Visitor Statistics Cookies

We use cookies to compile visitor statistics, such as how many people visit our website, what pages they look at, and how they reach the site (e.g. search engine) etc. This helps us to continuously improve our website in line with visitor preferences. We use Google Analytics and Webalizer to produce this data. Webalizer does not set or use cookies. Click here for more information on Google Analytics and cookies.

First Party Cookies

We use some first party cookies to help you move through the site. Some are session cookies that expire when you end your browsing session, others are persistent and remain between sessions; these cookies are used on our site to remember your search settings and to remember your details if you are re-submitting a contact form.

Surveys: Survey Monkey

We use a service called Survey Monkey to conduct our website surveys. Survey Monkey uses cookies to make the service easier to use. The cookies do not store personal information; all data is combined and therefore anonymous.

Google Maps

We use an embedded Google map to show our office location. Google Maps stores up to four cookies. We use Google Maps on the basis that Google adheres to its Privacy Policy and its Terms of Service.

Permission to Use Cookies on NFF.ORG.UK

If the settings on the software you are using to view this website (your internet browser i.e. Firefox, Google Chrome, Internet Explorer) are adjusted to accept cookies, we take this, and your continued use of our website, to mean that you allow the use of cookies. If you would like to remove/not use cookies from our site click the link below.

Please be aware that restricting cookies may impact the functionality of our website.

Spyware and Viruses

Your concerns around cookies may relate to online security, spyware, and viruses. Cookies can’t carry viruses or change how your computer works, so blocking cookies will not protect you from the effects of spyware and viruses. To protect against these threats you should look at installing anti-spyware and anti-virus software.

Contact Us

If you have any queries about this policy please contact the webmaster.

Changes to the NFF Cookie & Privacy Policy

Any changes to our Cookie & Privacy Policy will be posted here. Regularly review this page to ensure you are up-to-date with our policy.

Content Attribution Policy

The Naval Families Federation is happy for you to share content with your friends, contacts and followers either via email or social media. We appreciate your help in getting useful information out there.

You may quote up to 75 words from our content in your own content (articles, presentations, reports etc.) as long as there is a link to our website visibly included.

You may not republish in full any of our content online without checking with us here.

If you would like to share our content on a social media platform, you must share the original post from our social media page or website. You may not repackage our content.

If you have not shared our social media post, Homeport or website article directly but you have cited the Naval Families Federation in your text, this is not sufficient. Please ensure you directly share from our platforms.


In order for us to ensure we are reaching our Royal Navy and Royal Marines families with useful information and helpful content, we need to be able to evaluate each social media post, website and Homeport article. If you do not share our post directly, we lose this valuable insight and therefore opportunity to ensure that we are succeeding in our organisational objectives.

It is also a violation of our Content Usage and Copyright Policy and does not give sufficient acknowledgment to the hard work of our small team.

If you’d like further clarification on any of the above or you have any questions, please email