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Information for Parents and Groups

Youth Leaders, Parents and Guardians will probably have more questions about what the voyage entails than the young people who sail. We endeavour to provide as much information as possible before the Voyages, but if you have specific questions or queries, please don’t hesitate to contact the office directly. Keeping everyone safe and well is our priority and our Safeguarding Policy can be found here.

Before the voyage

In advance of the Voyage we ask that a berth booking form is filled in for each Crew Member. This form will give us crucial information about the Crew, including their age, any specific dietary requirements and/or medical conditions and medication they might be taking. It is important that we have full disclosure so that we can take all necessary precautions and considerations for the safety and welfare of everyone on board. This information is provided to the office and shared with the Skipper of the Voyage and is kept confidential. While we wont pry, if there is anything else you think that we need to know, such as any particular emotional issues that a Crew Member might be going through or a specific reason why a young person is joining us, then please let us know, however there is no obligation to do so.

Travel Insurance

We strongly advise that you take out insurance for any Voyages booked with the Rona Sailing Project. Many insurance companies such as Topsail Insurance offer comprehensive travel insurance which includes cover for cancellation, medical cover and personal accident amongst other key benefits. For more information please contact Topsail directly, however if you have made alternative arrangements it is very important that you ensure that all policies offer sufficient cover and most importantly cover sailing more than 12 nautical miles offshore.

Before they travel

If anything changes between the time of booking and joining the Voyage, then please inform the office and we will pass on any relevant information to the Skipper. Also we would advise that they have read the Crew Handbook as this will provide advice on what to bring and what not to bring on the Voyage. It also gives guidance on pocket money and valuables.

On their Voyage

While on their Voyage, the Crew won’t have the same level of access to their phones as they do at home. If for whatever reason you need to contact a Crew Member while they are on their Voyage, then please contact the office and we can get a message to the Skipper. The old saying ‘no news is good news’ applies to these Voyages. The Crew are usually too busy with running the boat and exploring new places to be on their phones, and so they may not send text messages or call home. We do require an emergency contact for the Crew Member during their Voyage, and if there are any issues that you need to be made aware of then we will contact you as soon as possible.

In the unlikely event of someone needing to leave the boat before the end of a Voyage, please note that we require the emergency contact to be available, and possibly to collect them, especially if they are under 18 years of age.

Parents and Groups Guidebook

Please read the Parents and Groups Guidebook, which contains the following information:

  • Introduction
    Details of your son or daughter’s trip. Voyage details. Travel arrangements
  • Contact details
    Children and young person’s safety and wellbeing
  • The Rona Sailing Project
    Who are we? Operational structure, assessments and qualifications. The yachts. The Voyages. Hygiene. Safety equipment. Communications and Emergency Procedures. Behaviour. Safeguarding Policy. Insurance
  • Your Sail Training Voyage
    What is included. Travel. Arrival. Safety
  • Before your young person travels
    Personal details. Swimming. What to bring. What not to bring. Lost property. Pocket money. Passports

Please contact us if you need more information.

Registered Office
Unit 1a
Universal Marina
Crableck Lane
Sarisbury Green
Southampton
SO31 7ZN

01489 885 098
office@ronasailingproject.org.uk

Rona Sailing Project is the working name of The Rona Trust, Registered Charity No. 1073048 and a Limited Company registered in England and Wales No. 3650377

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#tbt a fab day in the Solent last June when we hit #tbt a fab day in the Solent last June when we hit more than 10 kts on #donaldsearle can’t wait for more sailing ⛵️ #sailtraining #sailing #summer #adventure
@ronasailingproject have just launched a limited n @ronasailingproject have just launched a limited number berths for 16-19 year old boys for a voyage from 9th-15th of July. perfect way to celebrate the end of the exams! Email us to secure a berth ann@ronasailngproject.org.uk
#sailing #sailtraining
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Privacy & Cookies Policy

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 3rd 2019

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.

  1. 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 one we have proceeds 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 decided 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
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