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Privacy Policy |
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The Portmahomack Harbour Users Group (“The Group”) understands that the information you provide us is important to you, and we are committed to protecting and respecting your privacy.
This policy explains how, when and why we collect your personal information, under what circumstances we may disclose your personal information to others, and how we keep it secure.
We only collect personal information about you that we need, and where it is completely necessary or you have consented to us collecting.
We will not sell your personal information to third parties.
We may use third party suppliers to help us provide a service to you. Where we share personal information with those suppliers, we have the appropriate contracts or controls in place, which will assess the security of their processing arrangements.
We will protect your personal information with an appropriate combination of technical and organisational measures.
You have rights to your information. These are detailed in Section 6
We will endeavour to keep your personal information only for as long as we have to.
If you have a complaint or have any questions, please see how to contact us in Section 10
Policy Content What information do we collect about you? Consent 3. Information that we share 4. Information Security 5. Information we collect through your use of our websites 6. Your individual rights 7. Retaining your data 8. Complaints 9. Changes to our Privacy Policy 10. Who to contact in relation to processing of personal information.
WHAT INFORMATION DO WE COLLECT ABOUT YOU?
We need information about you and from you to keep you informed as to the operation of The Group and its activities, and to seek your input on proposed activities.
This will include personal information about you.
The information we collect may include: Name (s) Contact details (postal address, email address, telephone numbers) Vessel(s) owned or operated by you, their details and their based locations. We may also collect the following information: Date of birth Country of birth/citizenship/nationality/country of residence
CONSENT
We may rely on your consent to use your personal information for certain activities or developments undertaken or planned by The Group. You may withdraw your consent at any time, by contacting us at the address provided at the end of this Policy.
INFORMATION THAT WE SHARE
We will share your information with Highland Council in order that they can collect berthing fees etc. via invoices.
We may have to share your information with other organisations or certain companies in certain circumstances. These may include Insurance Companies, funding organisations etc.
Where required by law, we will share your information with third parties such as law enforcement agencies and regulatory or Government bodies. Failing to do so could result in fines or sanctions for The Group
We may use insurance companies to insure against certain risks to The Group. Where required, we will share the necessary personal information with these insurers.
There are some instances where we need to share your information with third parties to help us detect and prevent criminal or fraudulent activities.
We will share your information with third party IT providers who support us in hosting, transferring, processing, testing and problem resolving. This enables us to provide you the services and products you need.
We may also share information with third party audit companies providing expertise and assurance over our finances, processes and controls.
We may also share your information with third parties in relation to other activities, such as training that we may carry out.
INFORMATION SECURITY
We work hard to keep your data safe. We use an appropriate combination of technical and organisational measures to ensure, as far as reasonably possible, the confidentiality, integrity and availability of your information at all times. If you have a security-related concern, please contact us using the details provided at the end of this Policy.
INFORMATION WE COLLECT THROUGH OUR WEBSITES
We may collect information through the use of cookies and similar technologies, to enable us to remember you when you visit our websites and to improve your online experience. Cookies help us understand how you use our websites so we enhance our overall service offering to you. When you visit one of our websites, we may record your device information including IP address, hardware and software used, general location, and when and how you interact with our websites. This information is retained and used to note your interest in our group and to improve customer experience.
YOUR INDIVIDUAL RIGHTS
You have a number of rights with regards to the personal information that we hold about you.
Right of Access - You have the right to request a copy of the information that we hold about you. We will provide you with this information within one month of receiving your request and verifying your identity. If the request is complex, we may extend the response time. We will inform you if this is the case and explain why. Right to Rectification - We want to make sure that your personal information is accurate and up to date. You may ask us to correct, update or remove information you think is inaccurate or incomplete, and we ask that you inform us promptly of any changes to your circumstances. Right to Erasure - You may also ask us to erase your personal information from our systems, in certain circumstances. There are some specific circumstances where the right to erasure does not apply and we are permitted to hold your data. We will explain the reason for this at the time, should this occur.
If you would like to exercise these rights, please write to us, using the details provided at the end of this Policy, outlining your specific request.
RETAINING YOUR DATA
The Group and the information we collect about you, are subject to various regulatory and legislative requirements. In addition, we will endeavour not to keep your personal information for longer than we have to for us to fulfil our obligations to you. Where it is not possible or permissible for us to delete your data, we will ensure the appropriate security and organisational measures are put in place to protect the use of your information.
COMPLAINTS
We work hard to ensure that your personal information is treated safely and securely. However, if you have a complaint, write to us using the details provided at the end of this Policy. You also have the right to complain to the Information Commissioner’s Office.
CHANGES TO OUR PRIVACY POLICY
We review our privacy policy regularly and will place any updates on our website and in relevant policy communications.
WHO TO CONTACT IN RELATION TO PROCESSING OF PERSONAL INFORMATION.
The Portmahomack Harbour Users’ Group controls the processing of personal data on its systems. If you would like to discuss anything in relation to this policy or how we handle your personal information, please contact the Group secretary (preferably by phone or email):- |