British Marine Federation - Privacy Notice

British Marine Federation (“BMF”, “We” or “us”) is a membership organisation that represents and promotes the interest of its members in the leisure, superyacht and small commercial marine industries. Our company registration number is 02592536 and our registered office address is Tagus House, 9 Ocean Way, Southampton SO14 3TJ.

The Data Controller 

Any organisation that holds data about you and decides how it is used is a “Data Controller”. We are a Data Controller in respect of the information that you have given us about yourself or that we may be given by anyone else. We can be contacted by post at Tagus House, 9 Ocean Way, Southampton SO14 3TJ or by email at dataprotection@britishmarine.co.uk.

Personal Data

Personal data means any information about an individual from which that person can be identified.  It does not include data where your identity has been removed or which is not associated with or linked to your personal data (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you, including your: name, address, telephone number, email address, financial data such as your payment details, photographs, videos, CCTV images, or technical data collected using cookies or similar technology.

We hold personal data on three categories of individuals:

1. Members of BMF: e.g. sole traders or partnerships.
2. The representatives of corporate members of BMF. References in this privacy notice to the personal data of a member include the personal data of the representative of a corporate member.
3. Non-members.

How We Collect Personal Data

We use different methods of collecting personal data from and about you including through:

1. Direct interactions with you. For example, you may give us personal data by applying for membership, corresponding with us by post, telephone, email, or via our website, or if you otherwise use our services.
2. Third parties. For example, if you are an employee of one of our members, that member may provide us with your contact details. Alternatively, we may receive personal data from third parties such as non-members who may make a complaint against a member, or credit agencies etc.
3. Automated technologies or interactions. As you interact with our website, we may automatically collect technical data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive technical data about you if you visit other websites employing our cookies.

The Legal Basis for the Processing

We will only use your personal data when the law allows us to. We may collect and process the personal data about you for the following purposes: 

Purpose of the Processing	Nature of the Personal Data	The Legal Basis for the Processing
To receive and consider an application for membership.	Name, address, telephone number, email address.	The processing is necessary to take steps at your request prior to entering into a contract with you (i.e. the contract of membership).
To manage BMF and its membership.	Name, address, telephone number, email address.	If you are a representative of a member, the processing is necessary because it is in our legitimate interest in running the BMF, the provision of administration and IT services, network security, to prevent fraud and for compliance with our legal obligations, and/or the legitimate interest of a third party (the member).
To provide information about us, regional and group associations, events, courses and membership benefits and news about the marine industry	Name, address, telephone number, email address.	If you are a member, the processing is necessary for the performance of a contract to which the data subject is a party (i.e. the contract of membership), or for our legitimate interests in furthering the interests of the BMF and otherwise growing and developing the BMF and its membership. If you are a non-member, with your consent (i.e. if you sign up to receive our newsletter or other marketing communications).
To maintain the statutory books of British Marine Federation, to make returns to Companies House and to send you notice of general meetings of BMF.	Name and address.	The processing is necessary to comply with a legal obligation to which we are subject.
To process payments to us for membership or other services.	Details of your bank account and card details.	The processing is necessary for the performance of a contract with you (i.e. the contract of membership or a contract for other services).
To ensure the security of the event and the safety of those attending.	A record of your attendance at our events.	The processing is necessary for the purposes of our legitimate interests and those of others attending the event to ensure that the event is safe.
We take photographs, videos and sound recordings at certain events and we may use photographs of you or which may include you in promotional and marketing activities on our website, in our newsletter and on social media channels.	Photographs, videos and sound recordings taken at certain events.	The use of photographs, videos and sound recordings taken at certain events is necessary in our legitimate interests to promote and advertise our events and activities.
To administer any competition run by us including any promotion of a competition win.	Name, address, telephone number and email address.	The processing is necessary for the purposes of our legitimate interests in administering the competition including receiving entries, responding to enquiries and notifying prize winners.
We have a CCTV system at our offices in the interests of the security of the premises and the safety of our staff.	CCTV images.	The processing is necessary in our legitimate interest and that of our staff in crime prevention, security and safety.
To investigate your complaint.	If you are not a Member but have made a complaint about a member, we will take details of your name, address, telephone number, email address and the nature of your complaint.	The processing is necessary in our legitimate interest in investigating and handling and responding to complaints received by the BMF in accordance with our complaints procedure.
To enable you to set up a member account on our website so that we can identify you as an account holder.	name, Email Address, Member, Address, your username and password.	The processing is necessary in the performance of our contract with you (i.e. the contract of membership).
To respond to enquiries or requests for information.	Name, address, telephone number and email address.	The processing is necessary to take steps at your request prior to entering into a contract with you (i.e. the contract of membership), or for our legitimate interest in engaging with those who make enquiries of us.
For the purpose of website analytics.	The use of cookies to record of your IP address and your use of our website.	This processing is necessary for understanding the number of visitors to the various parts of our website, to help us to improve the content of the website and to customise the content or layout of the website for visitors, in accordance with our legitimate interests including keeping our website updated and relevant, to develop our organisation and to inform our marketing strategy.

 

We may also use personal data which you provide to us, where the law allows us to do so, as follows:

• To deal with and/or respond to any enquiry or request made by you prior to entering into any contract with us or as a result of such contract.
• Where we need to perform the contract we are about to enter into or have entered into with you.
• Where we need to comply with a legal or regulatory obligation, including the prevention of crime.
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.

Where we process personal data on the basis of a legitimate interest, as set out in this privacy notice, legitimate interest means the interest of the BMF in conducting and managing our organisation to enable us to give you the best service and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.   If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Recipients of Your Personal Data

If you are a potential member, we will share your data with any regional or group association that you have applied to join, in order to assess your application.

Where you are a member, we will disclose your data recorded in our statutory books with anyone who exercises their right to inspect the books.

If you become a director of BMF, your name address and occupation will be provided to Companies House.

If you are a member of the public who has made a complaint about one of our members we will need to disclose your identity and the details of your complaint to the member in order to investigate your complaint but we will only do so with your consent.

If You Fail to Provide Personal Data

If you do not provide us with the personal data that we request when we are considering your application for membership, we will be unable to consider the application.  If we do not maintain our records of membership, you will not receive information from us, news of our events or be able to access membership benefits.

Consent

If the way in which we use your personal data is based upon your consent, you may withdraw your consent at any time.  If you wish to withdraw your consent, please let us know in writing by post to us at Marine House, Thorpe Lea Road, Egham, Surrey TW20 8BF or by email at dataprotection@britishmarine.co.uk. Please note that this will not affect the lawfulness of any processing carried out before you withdraw your consent. 

If you withdraw your consent, we may not be able to provide certain products or services to you, but we will advise you if this is the case at the time you withdraw your consent.  You can also ask us to stop sending you marketing messages at any time by following the “unsubscribe” (or similar) links on any marketing message sent to you or by contacting us at any time.  Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a service experience or other transactions.

How Long Will Your Data be Kept?

If an application for membership is unsuccessful, we will delete your data 6 months after we have communicated the decision to you.

If you are a member we will delete your bank account details immediately on the termination of your membership. We will keep a record of your membership for 12 months after your membership ends.

If you are not a member but provide us with your card or bank account details for any services such as publications, events, training courses etc.

CCTV images will be deleted or overwritten 28 days after the have been recorded unless they are required in connection with an investigation when they will be deleted at the conclusion of the investigation or any subsequent proceedings.

All other data will be deleted within 12 months of collection.

If any data is required in connection with any legal proceedings it will be deleted on the conclusion of those proceedings.

Your Rights in Relation to Your Personal Data

Under certain circumstances, by law you have the right to:

Request access to your personal information (commonly known as a "data subject access request"). This enables you to receive a copy of the personal information we hold about you and to check that we are processing it lawfully.

Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.

Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).

Object to processing of your personal information where we are relying on our legitimate interest) and there is something about your particular situation which makes you want to object to processing on this ground.

Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.

Request the transfer of your personal information to another party e.g. if you wish to move to another home.

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact us at Tagus House, 9 Ocean Way, Southampton SO14 3TJ or by email at dataprotection@britishmarine.co.uk.  You will not have to pay a fee to access your personal data or to exercise any of your other rights. However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive.  Alternatively, we may refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Complaints

If you are dis-satisfied with the way in which we have dealt with your personal data, you have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues, (see www.ico.org.uk).  We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.