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Our privacy policy

This privacy policy sets out the data processing practices of the Merchant Navy Welfare Board (MNWB) for personal information in electronic and manual form. If you have any requests concerning your personal information or any queries regarding these practices, please contact the Data Protection Officer.

Please note that you do not have to provide personal information in order to use most of this website. However, if you wish to use certain services such as the ability to send us your questions and comments and receive assistance from our constituent member charities, you will need to provide certain personal information.

By using the MNWB Seafarers Support website, social media pages or providing your information you consent to our collection and use of the information you provide in the way(s) set out in this policy. If you do not agree to this policy please do not use our site, social media pages or services.

We may make changes to this policy from time to time. If we do so, we will post the changes on this page and they will apply from the time we post them. This policy was last updated on 30 April 2017.

What is personal data?

Personal data is information that can be used to help identify an individual, such as name, address, phone number or email address.

The policy in brief

It’s important that you read the full policy to understand what information we hold, how we may use it, and what your rights are – but if you don’t have time to read it all now, here’s a quick summary:

  • We collect information that is either personal data (as outlined above) or non-personal data (pages accessed etc.)
  • We collect information to provide services or goods, to provide information, to our constituent member funding charities
  • We only collect the information that we need or that would be useful to us in our quest to provide the best possible service
  • We do our very best to keep personal information secure, including SSL technology (secure server software) wherever we collect personal data online
  • We never sell your data and we will never share it with another company or charity for marketing purposes
  • We only share data where we are required by law or with carefully selected partners who do work for us
  • Our websites use cookies – for more information check Our Cookies Policy
  • We will only retain your data for as long as it is required.

These are the basics, but you can read the full policy (below).

The Full Policy

This policy applies to the Seafarers Support website governed by the MNWB, our use of emails, the Seafarers Support Helpline and any other methods we use for collecting information. It covers what we collect and why, what we do with the information, what we won’t do with the information, and what rights you have.

What information we collect and why?

We will only ever collect the information we need – including data that will be useful to help improve our services. We collect two kinds of information:

  • non-personal information such as pages viewed, and files downloaded. This helps us to determine how many people use our site, how many people visit on a regular basis, and how popular our pages are. It simply allows us to monitor and improve our service.
  • personal information such as name, postal address, phone number, email address, date of birth (where appropriate).
  • The information is either needed to fulfil your request or to enable us to provide you with the right service. You don't have to disclose any of this information to browse the sites. However, if you do choose to withhold requested information, we may not be able to provide you with certain services.

    What do we do with the information?

    We will use the information you provide to:

    • fulfil your requests – such as provision of information
    • communicate with you
    • provide a personalised service to you when you visit our website – this could include customising the content and/or layout of our pages for individual users
    • record any contact we have with you
    • prevent or detect fraud or abuses of our websites and enable third parties to carry out technical, logistical or other functions on our behalf
    • to carry out research on the demographics, interests and behaviour of our users to help us gain a better understanding of them and to enable us to improve our service. This research may be carried out internally by our employees or we may ask another company to do this work for us
    • communicate with our funding charities (Constituent Members)
    • if you have agreed to it, provide you with information that we think may be of interest to you.

    Sharing your information

    We will only share your information if:

    • We are legally required to do so, e.g. by a law enforcement agency legitimately exercising a power or if compelled by an order of the Court. We believe it is necessary to protect or defend our rights, property or the personal safety of our people or visitors to our premises or website
    • We are working with a carefully-selected partner that is carrying out work on our behalf. These partners may include IT specialists. The kind of work we may ask them to do includes carrying out research or analysis and improvement to our site. We only choose partners we can trust.

    Storing your information

    Information is stored by us on computers located in the UK. We may transfer the information to other reputable third party organisations as explained above your information will not be passed outside of the European Economic Area. We may also store information in paper files.

    We place a great importance on the security of all personally identifiable information associated with our clients. We have security measures in place to attempt to protect against the loss, misuse and alteration of personal data under our control. For example, only authorised personnel are authorised to access client information and we use secure server software (SSL) While we cannot ensure or guarantee that loss, misuse or alteration of data will not occur while it is under our control, we use our best efforts to try to prevent this.

    Unfortunately, the transmission of data across the internet is not completely secure and whilst we do our best to try to protect the security of your information we cannot ensure or guarantee that loss, misuse or alteration of data will not occur whilst data is being transferred.

    We will keep your information only for as long as we need it to provide you with the services or information you have required, to administer your relationship with us, to inform our research, to comply with the law. When we no longer need information, we will always dispose of it securely, using specialist companies if necessary to do this work for us.

    What we don’t do with your information

    We never sell or share your information to other organisations to use for their own purposes.

    Your rights

    The Data Protection Act gives you certain rights over your data and how we use it. These include:

    • the right in certain circumstances to have inaccurate personal data rectified, blocked, erased or destroyed
    • the right to prevent your data being used for direct marketing
    • the right of access to a copy of the information we hold about you (known as a subject access request)
    • If you wish to exercise any of these rights please contact the MNWB Data Protection Officer in writing at MNWB, 8, Cumberland Place, Southampton, Hampshire, SO15 2BH or by emailing DPO@mnwb.org.uk.

      For more information about your rights under the Data Protection Act go to the website of the Information Commissioner’s Office at www.ico.org.uk

      Email

      If you send information to Seafarer Support via email, please be aware that we cannot guarantee its security during transit.

      Telephone

      If you contact Seafarer Support by telephone, we will store your information for the purposes agreed with you and record this on our database.

      Forms

      Forms on this website may ask for personal information, such as your name, email address, and contact telephone number. This information is necessary and used only for contacting you as part of the purpose of those forms.

      Lawful Basis

      Seafarer Support processes data under the following lawful basis as set out in Article 6 of the General Data Protection Regulations (GDPR).

      Our lawful basis for processing personal data is legitimate interest.

      Legitimate interests: the processing is necessary for Seafarer Support’s legitimate interests or the legitimate interests of a third party unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests.

      Cookies

      We use cookies on our websites, for full details see Our Cookies Policy.

      Other important information

      Seafarers Support Helpline and confidentiality

      Seafarers Support Helpline offers a confidential listening and signposting service. In the majority of cases, anything that you tell us will be kept private and will be between caller and staff. Personal details are not shared with anyone else unless permission has been given and only on a restricted basis. Calls are not recorded. However, on very rare occasions we may have to break confidentiality. These exceptions are below and are made only when there is a potential risk to the caller or others and/or where required by law.

      We would only need to share information if:

      • You ask us to
      • It is considered by the Seafarers Support worker that an individual will be placed at risk of physical danger and withholding information could cause harm or injury to an individual
      • It is disclosed or considered that a criminal offence has been or will be committed
      • Information disclosed relates to acts of terrorism
      • Disclosure of information relates to the protection of children
      • Disclosure of information relates to the protection of vulnerable adults

      Where it is considered essential to share information outside of the Seafarers Support Helpline the person whose confidentiality is to be broken will in normal circumstances be informed and where possible permission sought from them.

      The Seafarers Support team are here to listen and support you and to signpost to practical help when required.

      Links to third party websites

      Our website contain links to third party websites that we believe may be of interest to our website visitors. This privacy policy only governs our websites and we are not responsible for the privacy policies that govern third party websites even where we have provided links to them. If you use any link on our website we recommend you read the privacy policy of that website before sharing any personal or financial data.

      Social media sites

      We operate several social media pages (including Facebook, Twitter, LinkedIn). Although this policy covers how we will use any data collected from those pages it does not cover how the providers of social media websites will use your information. Please ensure you read the privacy policy of the social media website before sharing data and make use of the privacy settings and reporting mechanisms to control how your data is used.

      Other people’s data

      Some of the services we offer allow you to provide the personal data of other people (e.g. tagging people on photos on social media). Before providing anyone else’s data please ensure they are happy for you to do so and under no circumstances must you make public another person’s home address, email address, or phone number.

      Questions?

      If you have any questions about this policy or how we use data, please contact the MNWB Data Protection Officer at the address given above or via email at DPO@mnwb.org.uk.