At the Royal Air Force Sports Federation we are committed to protecting your data. We fully comply with the Data Protection Act 1998 and are fully compliant with the General Data Protection Regulation (the ‘GDPR’). We don’t conduct any profiling of sensitive personal data, we don’t make any decisions based solely on automated means and we do not transfer your data without a data subject’s express permission.

We are not required to appoint a data protection officer under the terms of Article 39 of the GDPR.   Instead, the Charity’s data protection representative is the Head of Operational Delivery, Mr J Morley.  If you want to know more about how we treat your information or for advice on exercising your information rights, please contact us at:

The Information We Collect and Retain

We work on the basis of only collecting, storing and using personal information that is essential for carrying out our work on behalf of our beneficiary group.
We are required to retain a certain amount of information in line with current financial practices, both for our own records and as the Joint Data Controller for the RAF Sports Associations we provide services for.
Cookies on our website collect personal data in order to improve the way our website works for you.  They collect data about things like your browsing patterns and non-specific geographical information. We anonymise that cookie data as soon as we collect it and are not able to identify you from it at a later date.

What the Law says about protection of personal information

The Law on Data Protection is derived from various pieces of legislation and including the Data Protection Act 1998  and the GDPR which will become enforceable on 25 May 2018.  The GDPR states that personal data (information relating to a person that can be individually identified) can only be processed if there is a lawful basis to do so.  Activities like collecting, storing and using personal information would fall into the GDPR’s definition of processing. The GDPR provides six lawful basis (reasons) under which personal information can be processed (used) in a way that is lawful. For the processing to be permitted by law, at least one of the lawful basis must apply.

The three lawful basis that RAF Sports Federation has identified are applicable to our processing of your personal data are:

  • Legitimate Interest (see below)
  • Contract (recruitment and employees)
  • Legal Obligation (payroll & pensions)

What is Legitimate Interest?

In order for an organisation to use legitimate interest as the lawful basis for processing personal data it must

  • have a genuine and legitimate reason for doing so; and
  • that use does not harm any of your rights and interests as an individual.

Legitimate Interest to process your information

We aim to be clear about what information we collect, to enable you to make meaningful choices about how it is used.  These are the reasons why the RAF Sports Federation uses legitimate interest to process personal data:

  • to ensure accurate communications with RAF Sports Association volunteers that we regularly need to communicate with.
  • to make payments to individuals and businesses and ensure that all accounting information is retained for the requisite timescale.

How Do We Use Your Personal Data?

We only use your personal data for the reason we originally collected it and in the way in which you would reasonably expect. That means to provide you with the services and information you have requested and for any associated administration to enable us to continue providing those services.
We will never sell your details and will ask your permission before passing your details on to any third party.

Rectifying, Blocking and Erasing Your Personal Data

You have the right to review your personal data and ask that it be amended, erased or blocked from further use if we have got any of the details wrong or if our using your data is causing you distress. We will consider all requests to erase your personal data whenever the lawful basis that we have used to process it permits.  If we cannot erase the data, we will anonymise it wherever possible.   If you want to know anything about your personal data please contact us by email at, or by post at:

Royal Air Force Sports Federation
Room 43
Kermode Hall
RAF Halton
HP22 5PG

If we have made a mistake, we hope you will give us the opportunity to put it right by emailing us at or writing to our Chief Executive Officer or the Data Protection representative at the above address.  You can find more information in our Data Protection and Data Retention Policies on our ‘publications’ page.

If you need to take your complaint further you should contact the Information Commissioner at:

Information Commissioner’s Office
Wycliffe House
Water Lane
Tel: 0303 123 1113

Social Media

We try to moderate the content of our social media platforms but we don’t have the ability to remove Facebook ‘likes’. Our digital team will try to challenge rather than delete inaccurate comments, but we will remove anything that is:

  • Slanderous
  • Libellous
  • Discriminatory
  • Abusive
  • Contains offensive language

If you have concerns or a complaint about the way in which we utilise social media please contact us using the details listed above. Please be aware that we do not control the Social Media content of the RAF Sports Associations, but we will pass on any concerns to the owners of the RAF Sports Association Social Media platforms.


All photography on this site is reproduced with kind permission of the photographers concerned. Any photographs forwarded to the RAF Sports Federation for publishing will be assumed as having the consent of the subject and the photographer for their publishing.