Guidance

Merchant Navy medals privacy notice

Updated 5 September 2025

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This publication is available at https://www.gov.uk/government/publications/maritime-and-coastguard-agency-privacy-notices/merchant-navy-medals-privacy-notice

When applying for a Merchant Navy medal either as a veteran or on behalf of one, it’s important to understand how your personal information will be used.

This notice outlines your rights and how the Maritime and Coastguard Agency (MCA) handles your data.

1. How we use your information 

This privacy notice describes how we collect and use personal information about you when you apply for a Merchant Navy medal as a veteran or on behalf of a veteran. 

If you are applying on behalf of a living veteran, we request you sharing this notice with them. 

The data controller for your personal information is the MCA. This notice sets out how your data will be used and your rights under the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018. 

The MCA will use the information provided to ascertain eligibility and entitlement for Merchant Navy medals and/or campaign awards. 

2. The type of personal information we collect  

The MCA will collect and process the following personal information when you apply for a Merchant Navy medal as a veteran or on behalf of a veteran. We collect this data to ensure we have sufficient information for us to evaluate your eligibility as a claimant and the veteran’s eligibility to receive the medals. 

Where you are the applicant, we will process: 

  • your name 

  • your contact details including your address, email and phone number 

  • your relationship to the veteran 

Where you are the veteran or providing details of a living or deceased veteran, we will process: 

  • the veteran’s full name 

  • the veteran’s date of birth 

  • the veteran’s place of birth 

  • the veteran’s service number 

  • the veteran’s service dates 

Where the veteran is deceased, we will also collect their date of death. 

We may also collect and process proof of power of attorney, copies of discharge books or other supporting documents, and veterans’ death certificates as required. 

3. How we get the personal information and why we have it 

The personal information that we process is provided by you to the MCA directly, in order for the MCA to carry out its official duty, to keep the Merchant Navy medal roll up to date.

We process your information for the following purposes:  

  • to research historical information held by internal and external sources to support the assessment process

  • to ensure the applicant is entitled to apply for the medals

  • to issue medals to the applicant

  • to contact the applicant if required for the purpose of processing the application

We also receive personal information about you indirectly, for example, from historical records and our seafarer databases. 

Under the UK General Data Protection Regulation (UK GDPR), the MCA will only process your personal data where we have a lawful basis to do so.

We process your personal data for this purpose in accordance with the lawful basis identified below:

  • Article 6(1)(e) UK GDPR: We need it to perform a task in the public interest or in the exercise of our official authority. 

4. How we store and ensure the security of your personal information  

Your information is securely stored on GOV.UK forms and the MCA’s secure infrastructure.  

5. How long we retain your personal information  

Completed forms and related attachments are stored on GOV.UK forms for 30 days. 

After the MCA has received your completed form and related attachments from GOV.UK forms, all applications containing applicants’ personal data will be held for a maximum of 5 years. 

Historical information and records will be retained for 100 years, with a review of the retention period at 70 years.  

Any unsuccessful applications will be stored for 12 months. 

6. Who will we share your information with

In cases where joint medal entitlement applies, the MCA may share your personal information with the Ministry of Defence’s Medal Office. 

7. Your data protection rights 

Information on how the MCA looks after personal data, your rights, how to contact our data protection officer and how to complain about processing of your personal data can be found on our personal information charter.

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