USS Dauntless Privacy Policy

Policy Summary

It is the policy of the organization, USS Dauntless NCC-74214. (hereinafter referred to as “the Dauntless”), that the information received from members (hereinafter referred to as “member information”) is for the sole purpose of providing membership services to the organization’s members. At no time will any member information be provided to any person or entity not authorized to possess and use the information.

Information Distribution Policy

Under no circumstances shall member information be given or sold to any person or entity outside of the Dauntless without the approval of the Senior Staff. This approval must be in writing, providing the name of the person or entity receiving authorization, the date the approval was granted, and, if the authorization is for a limited time, the start and end dates.

Information Use Policy

Some members of the Dauntless 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 by the Dauntless Senior Staff. The matter may also be referred to the appropriate civil or criminal authorities.

Information Security Policy

In the event of an external breach of information the Dauntless 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 Senior Staff. Members may be contacted to advise them of the matter as deemed necessary and appropriate by the President of the Dauntless or their representative.

In the event of an internal breach of information the Dauntless will, as deemed necessary and appropriate, conduct an internal investigation of the matter in order to determine the best course of to address the incident. A full report of the incident will be provided to the Senior Staff. The President of the Dauntless shall contact the Chief of Security to temporarily suspend the access rights to electronic records and/or require physical records to be returned to the President pending the outcome of actions, if any, by the Senior Staff.

Members may be contacted to advise them of the matter as deemed necessary and appropriate by the President of the Dauntless or their representative.

Retention of Information

All member personal information will be retained for a period of up to five (5) years after a member allows their membership to expire. All member personal information, regardless of active or expired/archived, are covered by this policy and protected from unauthorized use.

Member Responsibilities

All crew-members of the USS Dauntless are obliged to comply with privacy policies. Any member who fails to comply is automatically removed from Active Duty and reassigned as a Reserve. Compliance includes (but is not limited to) the following:

• Members shall provide the Senior Staff with their privacy preferences by completing one or more of the following forms:

  • Recruitment Form for new applicants;

  • Return to Active Duty Form for Reserve members wishing to return to Active Duty;

  • Privacy and Personal Information Policies form for current members wishing to update or alter their privacy preferences.

• Members shall abide by their own privacy preferences as stipulated in the above forms:

  • Members shall update their "display name" (or equivalent) in all Dauntless and SFI systems to reflect the "Preferred name" submitted in their privacy preferences;

  • Members shall resubmit the Privacy and Personal Information Policies form should their preferences change;

  • Members shall observe and respect the privacy preferences of all other members.

It is the responsibility of the Chief Security Officer, Executive Officer and Commanding Officer to enforce compliance. Should any member fail to comply with the above policy, having been given reasonable opportunity to do so, they shall be reassigned as a Reserve until the issue is resolved.