War Studies Club

About the Club

The War Studies Club was founded in 2025 by alumni and staff of the Department of War Studies.Backed by King's College London's Alumni Office and the Department of War Studies itself, this club is run by alumni, working hand-in-hand with the department.If you are a graduate of the Department of War Studies or School of Security Studies, we would welcome your involvement. Please sign up to express your interest in membership and more, below.

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Leadership

Data protection & privacy

To ensure we are compliant with UK and EU GDPR guidelines, the board has adoped the below Data Protection and Privacy Policy. In these early stages we are using Google Business Suite to collect membership information.

Data Protection and Privacy Policies of the War Studies Club

This document sets out the data protection and privacy policies of the War Studies Club (‘the Club’) in compliance with the UK General Data Protection Regulation (UK GDPR), the EU General Data Protection Regulation (EU GDPR), and the Data Protection Act 2018. The purpose of these policies is to ensure that the Club handles personal data lawfully, transparently, and securely in relation to members, alumni, and other individuals whose data is collected or processed by the Club.
1. Scope
1.1 This policy applies to all personal data collected, stored, or processed by the War Studies Club.
1.2 It covers data collected from alumni, students, and affiliates of the Department of War Studies, King's College London (KCL), who voluntarily submit their information via the Club’s membership form or related platforms.
1.3 The policy applies to all members of the Club Board, officers, volunteers, and appointed representatives who have access to personal data.
2. Personal Data Collected
2.1 The Club collects the following personal data for membership purposes:
a) Full name
b) Email address
c) Country and city of residence
d) Graduation year
e) Degree obtained from the Department of War Studies, King’s College London
f) KCL alumni number
2.2 This data is collected only from individuals who voluntarily complete and submit the membership form.
3. Purpose of Processing Personal Data
3.1 The Club processes personal data for the following purposes:
a) Managing membership records and communications
b) Organising and promoting alumni events, networking, and engagement activities
c) Verifying alumni status with King’s College London (via the King’s Connect or Alumni Office)
d) Maintaining historical and statistical records of membership demographics
e) Ensuring compliance with Club governance and university collaboration policies.
4. Lawful Basis for Processing
4.1 The lawful basis for processing personal data under Article 6 of the UK GDPR and EU GDPR includes:
a) Consent – Members voluntarily provide their data by completing the membership form.
b) Legitimate Interests – The Club has a legitimate interest in maintaining records and facilitating alumni engagement activities.
c) Legal Obligation – In cases where data must be shared with King's College London for verification purposes.
5. Data Sharing and Disclosure
5.1 Personal data shall only be shared with authorised individuals or bodies where necessary and appropriate.
5.2 The Club may share limited data (name, graduation year, degree) with the King’s College London Alumni Team for verification purposes.
5.3 Personal data will not be shared with third parties for marketing or commercial purposes.
5.4 Any data sharing with external parties shall be governed by appropriate data-sharing agreements where applicable.
6. Data Retention
6.1 Personal data will be retained for as long as necessary to fulfil the purposes outlined in this policy.
6.2 Members may request deletion of their personal data at any time by contacting the Club Secretary or Data Protection Officer.
6.3 Upon cessation of membership or dissolution of the Club, all personal data will be securely deleted unless required for legal or archival purposes.
7. Data Security
7.1 The Club shall implement appropriate technical and organisational measures to protect personal data from unauthorised access, loss, or misuse.
7.2 Access to personal data is restricted to authorised Board members and appointed representatives who require such access for their roles.
7.3 Electronic data shall be stored securely using password-protected systems, and physical records (if any) shall be kept in locked storage.
8. Data Subject Rights
8.1 Under GDPR, individuals have the following rights regarding their personal data:
a) Right to access – to request a copy of their personal data.
b) Right to rectification – to correct inaccurate or incomplete data.
c) Right to erasure – to request deletion of their personal data (‘right to be forgotten’).
d) Right to restrict processing – to limit how their data is used.
e) Right to data portability – to receive their data in a structured, commonly used format.
f) Right to object – to object to processing based on legitimate interests.
8.2 Requests to exercise these rights should be directed to the Club Secretary or Data Protection Officer.
9. Consent and Withdrawal
9.1 Consent to process personal data is obtained when individuals submit their details via the membership form.
9.2 Members may withdraw their consent at any time by contacting the Club Secretary.
9.3 Withdrawal of consent will result in the removal of personal data from the Club’s records, except where retention is required by law.
10. Data Breach Procedure
10.1 In the event of a personal data breach, the Club shall assess the severity and impact of the breach.
10.2 Where required, affected individuals and the Information Commissioner’s Office (ICO) shall be notified within 72 hours.
10.3 A record of all data breaches shall be maintained, including remedial actions taken.
11. Data Protection Officer
11.1 The Club shall appoint a Data Protection Officer (DPO) or designate an officer responsible for ensuring compliance with this policy.
11.2 The DPO shall act as the contact point for data protection matters, oversee implementation, and manage data requests and breach notifications.
12. Policy Review and Updates
12.1 This policy shall be reviewed annually by the Board to ensure ongoing compliance with data protection regulations.
12.2 Updates to this policy shall be approved by the Board and communicated to all members.

Terms and conditions

These Terms and Conditions ('Terms') govern the use of the War Studies Club website and the terms of membership for individuals who choose to join the War Studies Club ('the Club'). By accessing the Club’s website, submitting membership information, or participating in Club activities, you agree to comply with and be bound by these Terms. Please read them carefully before submitting your details.--1. Name and Status
1.1 The War Studies Club is an independent alumni organisation established in collaboration with the Department of War Studies at King’s College London (KCL) and King’s Connect.
1.2 The Club operates independently and is not a legal entity of King’s College London. References to collaboration do not imply control or ownership by KCL.
2. Purpose
2.1 The purpose of the Club is to create connections, foster networking opportunities, and promote ongoing engagement among alumni, students, and staff of the Department of War Studies.
2.2 The website and its associated digital platforms are provided to facilitate communication, event registration, and membership management.
3. Eligibility for Membership
3.1 Membership is open to:
a) Alumni of the Department of War Studies at King’s College London;
b) Current academic staff of the Department;
c) Individuals who have made a significant contribution to the field of War Studies, subject to Board approval.
3.2 Members must provide accurate and up-to-date information during registration.
3.3 The Club reserves the right to verify membership eligibility through King’s Connect or the KCL Alumni Office.
4. Data Collection and Processing
4.1 The Club collects and processes personal data (including name, email, country, city, graduation year, degree, and KCL alumni number) for the purpose of managing membership, organising events, and verifying alumni status.
4.2 The Club complies with the UK GDPR, EU GDPR, and Data Protection Act 2018. Full details are provided in the War Studies Club’s Data Protection and Privacy Policy.
4.3 By submitting your information, you consent to the collection and processing of your personal data in accordance with the Privacy Policy.
5. User Conduct
5.1 Members and website users agree to use the Club’s website and communication channels in a respectful, lawful, and professional manner.
5.2 The following behaviour is prohibited:
a) Posting or sharing content that is defamatory, offensive, discriminatory, or unlawful;
b) Misrepresenting affiliation or impersonating another person;
c) Using the Club’s name, content, or logo without permission.
5.3 The Club reserves the right to remove content or terminate membership for breach of this section.
6. Events and Activities
6.1 The Club organises networking events, seminars, and other activities for members and invited guests.
6.2 Attendance at events is voluntary, and members participate at their own risk.
6.3 The Club is not responsible for loss, injury, or damage arising during or as a result of participation in Club activities.
6.4 The Club may record or photograph events for promotional purposes, with consent obtained where required.
7. Intellectual Property
7.1 All content on the Club’s website, including text, graphics, and logos, is the intellectual property of the War Studies Club or credited collaborators.
7.2 Users may not copy, reproduce, or distribute website materials without prior written consent from the Club.
8. Links to External Websites
8.1 The Club’s website may contain links to third-party websites, including King’s Connect and King’s College London.
8.2 The Club is not responsible for the content, policies, or practices of external websites and does not endorse them.
9. Termination of Membership
9.1 The Club reserves the right to suspend or terminate membership if a member breaches these Terms or engages in conduct deemed damaging to the Club’s reputation or operations.
9.2 Members may resign their membership at any time by contacting the Club Secretary.
10. Limitation of Liability
10.1 The Club provides its website and services on an 'as is' basis without warranties of any kind.
10.2 The Club shall not be liable for indirect, incidental, or consequential damages arising from use of the website or participation in events.
10.3 Nothing in these Terms shall exclude liability for fraud or for any matter which cannot be excluded under applicable law.
11. Amendments to These Terms
11.1 The Club may update these Terms from time to time. Any changes will be posted on the Club’s website with the updated effective date.
11.2 Continued use of the website or participation in Club activities after changes constitutes acceptance of the revised Terms.
12. Governing Law and Jurisdiction
12.1 These Terms and any disputes arising under them shall be governed by and construed in accordance with the laws of England and Wales.
12.2 The courts of England and Wales shall have exclusive jurisdiction to resolve any disputes relating to these Terms.
13. Contact Information
For questions or concerns regarding these Terms, membership, or data protection, please contact:The Secretary, War Studies Club
Email: [email protected]
In collaboration with the Department of War Studies, King’s College London, and King’s Connect.--Photo credits:
KCL: Ian Lee
Cheshire Cheese: Ewan Munro, London