Privacy Policy

The Federal Ministry of Defence ("the Ministry", "we") operates the Personnel Management System (PMS) to maintain identity, posting, and service records for personnel of the Nigerian Army, Nigerian Navy, Nigerian Air Force, and Defence Headquarters. This policy summarises how personal information is handled within the system.

Information we hold

• Identity data: service number, full name, rank, service, date of birth, gender.
• Service data: unit, posting location, deployment role, employment status, promotions, trainings.
• Contact data: official phone number and next-of-kin details where applicable.
• Documents: scanned service records, certificates and other attachments uploaded by authorised staff.
• System data: audit logs of who viewed or modified a record, and when.

How we use it

Personal data is used strictly for lawful administration of personnel affairs, verification of service status, payroll and posting coordination, and internal reporting. Data is not sold, and is not shared with third parties except where required by Nigerian law or by a duly authorised request from the Defence Headquarters or a competent court.

Access controls

Access is restricted to approved Ministry of Defence staff. Records are protected by role-based access controls, encryption in transit and at rest, and a tamper-evident audit trail. Accounts are provisioned only through a personnel's unit system administrator.

Retention

Personnel records are retained for the duration of service and for such further period as the Ministry's records-management policy requires. Audit logs are retained to support internal investigations and compliance reviews.

Your rights

Personnel may request confirmation of the data held about them and correction of inaccuracies through their unit records officer. Requests are processed subject to operational security considerations.

NDPR compliance

This system is operated in alignment with the Nigeria Data Protection Regulation (NDPR) and the Nigeria Data Protection Act, 2023. See our NDPR compliance statement for additional detail.

Contact

Enquiries regarding this policy should be directed to the MOD IT Helpdesk through your unit system administrator.