Data Protection, Privacy & Cookies Policy

Home Data Protection, Privacy & Cookies Policy

The Rona Sailing Project (RSP) is committed to protecting and respecting your privacy.   We need to hold and process personal data in order to support the safe running of the RSP and comply with our legal obligations.   We do not assume your consent but ask for it in the form of a General Data Protection Consent that you are asked to approve and sign before sailing or volunteering with us. 

This policy explains, together with the General Data Protection Consent, when and why we collect personal information about you, how we use it, how we keep it secure and the circumstances when it may be disclosed to others. The policy also explains your rights in relation to that personal information.

This policy also explains how we use cookies on our website www.ronasailingproject.org.uk

If you have any questions, concerns or comments please email us: office@ronasailingproject.org.uk

We keep this policy under regular review, and may change it from time to time, so please check this page for any updates. The privacy policy was last updated on October 26th 2020

Who are we?

We are the Rona Sailing Project, based at Universal Marina, Crableck Lane, Sarisbury Green, Southampton SO31 7ZN

  1. Cookies

Cookies are small text files that can be used by web sites, like www.ronasailingproject.org.uk to make a user’s experience more efficient and to help you access our site faster and more efficiently.

When you visit a site that uses cookies for the first time, one is downloaded onto your PC or device. When you next visit the site, your device then checks to see if it has a cookie from that website and sends the information from the cookie to the website, the website then ‘knows’ that you have been there before.

When created, cookies normally don’t contain any personal information. They don’t scan your computer or do any kind of investigation to find out your personal information. Any personal information they might contain is a result of your own input on a website’s form. When a cookie does store personal information, this information is coded in such a way that it is unreadable to any third party who happens to access your cookie folder. The only computer that can read and decode the information is the server that created the cookie in the first place.

Cookies enable us to identify when you are logged in to our website www.ronasailingproject.org.uk and the device you are using. We only use cookies that are strictly necessary to provide you with certain features and for you to move around our site. Some of our cookies are used to enhance the functionality of our website by storing your preferences, for example. We also use cookies to help us to improve the performance of our website to provide you with a better user experience.

The RSP does not sell any information collected by our cookies, nor do we disclose the information to third parties unless requested to by law.

  • Personal Information

When do we collect your personal information?

We collect personal information at different times. These include when you:

  • Sail with the RSP;
  • Become or continue as a volunteer with the RSP in any capacity whether ashore or afloat;
  • Undertake training through the RSP;
  • Ask us to undertake a Disclosure and Barring Service (DBS) check on your behalf;
  • Ask us to renew your commercial endorsement on your behalf;
  • Donate to the RSP

What type of information do we collect?

Common information we ask for includes:

  • Your name, address, e-mail address and phone number in order to contact you;
  • Financial and credit card information, which is deleted once we have processed an order for you
  • Photographs, for instance in connection with DBS checks and commercial endorsements;
  • Health information including any particular health conditions or mental or physical impairments you may have which may impact on your role with the RSP;
  • Any relevant dietary records and details of your dietary requirements;
  • The name, address, email address and phone number of your next of kin and/or emergency contact;
  • Details of your sea faring and other experience relevant to your role with the RSP;
  • Details of any relevant training records and training plans;
  • End of voyage reports and any other reports made as part of your involvement with the RSP (such as promotions or disciplinary action).

Information which may be provided on your behalf or at your request, for example if:

  • you are a minor and your parent or legal guardian provides us with information about you on your behalf;
  • we take up references for you (including completing DBS checks) or seek verification of any of your qualifications or experience from any referee you may have put forward.

Why do we collect this information?

When we collect information from you directly we explain the reason for collecting that information at the time of collection.  This is usually to facilitate the safe operation of the RSP and your role with the RSP.  In addition, when we have obtained your consent to do so:

  • sending you newsletters and other information relevant to your role with the RSP;
  • when dealing with ‘special categories’ of information such as medical data, biometric or profiling data, passport data or similar as defined by the General Data Protection Regulation, for instance medical information gathered to participate in an event, or to hold a particular qualification or licence.

When do we share your information?

We may share your information with certain third parties including:

  • The Disclosure and Barring Service;
  • The RYA, MCA, STI, ASTO or other training or regulatory bodies where necessary for training or regulatory purposes or when required to do so by law;
  • The afterguard on any voyage you sail with the RSP (and who may need to pass it to race organisers or emergency and medical services providers, who may be located outside of the EEA);
  • Examiners, inspectors, assessors, trainers and coaches who require the information in order to complete training, examinations or other activities for you.

We may also disclose your personal information to third parties:

If we are under a duty to disclose or share your personal information in order to comply with any legal or regulatory obligation, or in order to enforce or apply any contract or terms in force between you and us; or to protect the rights, property, or safety of the RSP, its volunteers and those who sail with the RSP.

If you ask, to provide any verification of your qualifications or experience.

We will only disclose as much information as is required for the third party to fulfil the particular function and where required to do so we will require third parties to keep your information secure and not to use if for their own purposes.

We may ask for your consent to use your image or certain personal information for publicity purposes.

How long do we keep your information?

We may keep and process your personal information for as  long as necessary to fulfil the purposes we collected it for, or for as long it is necessary to do so for legal reasons.

We will review your personal information regularly to establish whether we are still entitled to process it. If we decide that we are not entitled to do so, we will stop processing your personal information to the extent that it is appropriate to do so and securely delete or anonymise it.

To determine the appropriate retention period, we will consider the amount, nature and sensitivity of that information, the potential risk of harm from unauthorised use or disclosure, and whether we can achieve the purposes for which we process that personal information through other means.

In some cases you can ask us to delete the personal information we hold about you. Please see the section below titled your rights.

Where do we store your personal information?

Your information may be held at our office in fireproof and lockable cabinets, or on secure servers either owned by the RSP or an appropriate provider.  Certain information will be carried on each voyage you make with the RSP.  We have in in place reasonable technological measures and operational procedures to safeguard your personal information from unauthorised access.

Transferring information outside of the EEA

In some circumstances it may be necessary for limited personal information about you to be transferred outside the EEA, for instance crew information carried on Tall Ships races.   

Your rights

You have the following rights in relation to the personal information we hold about you:

  • to access your personal information;
  • to be provided with information about how your personal information is processed;
  • to have your personal information corrected;
  • you have the right to request the restriction or suppression of your personal data in certain circumstances. This can be requested verbally or in writing.
  • You have the right to take any complaints about how we process your personal information to the Information Commissioner:

https://ico.org.uk/concerns/

0303 123 1113.

Information Commissioner’s Office

 Wycliffe House

 Water Lane

 Wilmslow SK9 5AF