Important status
Exped Supervisor is a privately operated expedition-support system developed for use in support of Durham ACF expedition activities. It is not presented as an official MOD information system.
The formal data-controller / processor arrangement and final lawful-basis wording are currently under review and must be confirmed before this notice is treated as the final privacy notice.
About this system
Exped Supervisor supports expedition supervision, operational safety, reporting and record keeping. Access is restricted to authorised users with individual accounts and assigned roles.
Information currently processed
- User account information including username, name, assigned roles, account status and login information.
- Route Recce reports and acknowledgement records.
- Dynamic Risk Assessments and DRA history.
- Pre-Departure Checklists.
- Operational Field Log entries.
- ETHANE emergency reports.
- Incident / Accident Reports.
- Operational location information entered by a user or obtained when a user actively requests a location function.
Only information necessary for the relevant expedition, safety or reporting purpose should be recorded.
Why information is used
The current intended purposes are expedition supervision, operational safety, emergency response, maintaining appropriate operational records, confirming required acknowledgements and supporting authorised oversight.
Lawful basis: the final Article 6 lawful basis or bases are under review pending confirmation of the controller/processor arrangement. This interim notice does not assert an unconfirmed lawful basis.
Who can access information
Access is controlled by user account and role. Ordinary users should not have unrestricted access to other users' private completed records. Authorised Expedition Officer and TSA roles may have oversight access to operational completed records where configured for supervision and governance purposes.
Access permissions will be reviewed again before any clinical record system is enabled.
Where information is stored
Operational records are stored on the privately operated Exped Supervisor VPS. Some draft information may remain locally on a user's device where a form provides local draft-saving functionality.
The live service should be accessed using HTTPS. Server security, backup arrangements and administrative access form part of the ongoing data-protection review.
Health and other sensitive information
Incident and ETHANE reports can potentially contain health information. Users should record only information necessary for the operational purpose and avoid unnecessary sensitive detail.
Health information is special-category personal data and requires additional safeguards.
A dedicated Casualty / Medical Treatment Record is not currently enabled. It will not be introduced until the lawful basis, Article 9 condition, access controls, retention arrangements and appropriate safeguards have been established.
Children and young people
Expedition activity may involve cadets who are children or young people. Particular care must therefore be taken with their personal information. Information should be limited to what is necessary, access restricted, and privacy information understandable and accessible.
Retention and deletion
A formal retention schedule is being established. Records must not simply be retained indefinitely without a defined purpose.
Until that schedule is approved, deletion should be controlled so information required for safeguarding, incident investigation, legal obligations or legitimate operational purposes is not inadvertently destroyed.
Your data-protection rights
Depending on the circumstances and lawful basis, individuals may have rights relating to access, rectification, erasure, restriction, objection and data portability. Not every right applies in every circumstance.
Once the controller arrangement and lawful bases are confirmed, this section will be updated to state precisely which rights apply and how requests should be made.
Questions, corrections and complaints
A dedicated data-protection contact route is being established. Until the formal controller arrangement is confirmed, users should raise privacy or data-quality concerns with the system administrator and the appropriate Durham ACF chain where relevant.
Individuals may also raise data-protection concerns with the UK Information Commissioner's Office (ICO). The final notice will provide confirmed controller contact details and the appropriate complaint route.
Work required before clinical records
- Confirm controller / processor responsibilities.
- Document Article 6 lawful bases.
- Establish retention and deletion periods.
- Implement sensitive-record audit logging.
- Complete a Data Protection Impact Assessment where required.
- Confirm the Article 9 condition and any DPA 2018 Schedule 1 requirements before dedicated health records are introduced.
- Review hosting, backups, administrative access and breach-response arrangements.