Data Privacy Policy

This policy explains when and why we collect personal information about our customers, instructors and staff, how we use it and how we keep it secure and your rights in relation to it.

About this Policy

We may collect, use and store your personal data, as described in this Data Privacy Policy and as described when we collect data from you.

We reserve the right to amend this Data Privacy Policy from time to time without prior notice. You are advised to check our website ruddersboatyard.co.uk regularly for any amendments (but amendments will not be made retrospectively).

We shall always comply with the General Data Protection Regulation ( GDPR ) when dealing with your personal data. Further details on the GDPR can be found at the website for the Information Commissioner (www.ico.gov.uk). For the purposes of the GDPR, we will be the “controller” of all personal data we hold about you.

Who are we?

We are Rudders Boatyard Limited. We can be contacted at info@ruddersboatyard.co.uk and Rudders Boatyard, Church Road, Burton, Milford Haven, Wales, SA73 1NU

Explaining the legal basis on which we rely

The law on data protection defines a number of specific reasons for which a company may collect and process your personal data. Rudders Boatyard uses three of these reasons;

• Consent
  In specific situations we can collect and process your data with your consent. An example of this is where we request your consent to keep you informed via newsletters or entering a competition.
• Contractual Obligations
  In certain circumstances we need your personal data to comply with our contractual obligations. An example of this is if you use our services we will collect your name, email, phone and address in order to issue the invoice to you.
• Legitimate Interest
  In specific situations we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running the boatyard and which does not materially impact your rights, freedom or interests. An example of this would be the emails or letters that we may need to send to you in support of your needs such as (but not limited to), annual mooring maintenance, boat storage services, engineering work or boat storage.

When do we collect your personal data?

There are a variety of occasions where we may collect your data. These include:

When you elect to subscribe to our newsletter and updates

When you register interest in a service or enter a competition

When you join, or apply to join Rudders Boatyard

• You apply to work for Rudders Boatyard
• You become an instructor, trainer, coach at Rudders Boatyard
• You join us as a customer, staff member or agree to become a contractor for us

When you join or participate in, or any child for whom you are responsible joins or participates as a member of any of our training or rental services

When you participate in any activity organised by Rudders Boatyard

When you register interest in an event run by Rudders Boatyard

When you book a boatyard event including boat charters and rentals on behalf of yourself and other friends

• Specify event attendee’s
• Choose event options
• Make a payment for the event
• Request further information from Rudders Boatyard

When you undertake any training or social event run by Rudders Boatyard

When you hire any of the boatyard’s spaces or areas

When you purchase any Boatyard products or services

When you enter any boatyard prize draw or competition

When you contact us by any means with queries, complaints etc.

When you choose to complete a Boatyard survey that we send to you

When you send us information and data such as customer experiences and photographs for use in the boatyard website, social media and newsletter

When you use our facilities, which have CCTV systems, operated for the security of customer, staff and the boatyard. These systems may record your image during your visit.

What sort of personal data do we hold?

As a user of any of our services we may hold - your name, title, address, telephone numbers, date of birth, email address, joining referee names, associated family member details, occupation and emergency contact details.

We may also hold your photograph, boat details, boat Insurance details, radio call signs, a selection of areas of personal interest and any boating related qualifications that you provide or are achieved through participation in a boatyard service.

Copies of documents you provide in support of a service or booking (e.g. passport or drivers licence).

Should you also participate in a boatyard run competition or respond to a general request to customers, we may also collect photographs and personal interest accounts, information that you provide to the boatyard, for inclusion in the boatyard website, social media and newsletter.

If you participate in a boatyard run activity, we may collect health information that could affect your participation. This will only be collected with your express consent.

If you attend an event that includes a dining option, we may collect dietary records and details of your dietary requirements.

When you make a payment for an event or any service renewal or application, we do not hold card or bank account information in our systems. This financial information is collected by regulated Card Payment Services organisations in order that we may fulfil your request for service renewal or application, or participation in a boatyard sponsored event.

If you hire a boatyard asset or make use of a storage facility, we may hold data pertaining to equipment insurance.

Information that may be provided on your behalf or at your request. Examples include bookings for training courses or other events on your behalf. If you are a minor and your parent or legal guardian provides us with information about you on your behalf. If we take up references for you or seek verification of qualifications from any referee you may have put forward.

The information about you that we may receive from other sources may include; details of your membership of other sporting bodies, e.g. class associations or governing bodies.

Why do we collect this personal data?

When we collect information from you directly, we explain the reason for collecting this information at the time of collection.

To fulfil a contract with you:

• To administer your membership to services and to provide service information and service benefits to you
• To notify you about changes to our services , products or facilities.
• To provide you with any products and services that you request from us including: items purchased from us, event participation, equipment loans or rental, coaching and training services, storage services, mooring services, launch services or maintenance services.
• To permit data access and communication from Special Interest Group co-ordinators

When it is in our legitimate interests, and our interests are not overridden by your own interests:

• To notify you of any changes or proposed changes to the Boatyard rules, regulations, policies or best practice in relation to the boatyard
• To notify you of any changes or proposed changes to boating and other related activities which we feel may be of interest to you
• To ask questions for the purposes of obtaining customer feedback on the operation of the boatyard such that the boatyard may continue to develop and support its customers
• To provide you, with information about services we feel may interest you that are similar to those that you have already obtained, purchased or enquired about
• We may process any of your personal data identified in this policy where necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative out-of-court procedure. The legal basis for this processing is our legitimate interests, namely the protection and assertion of the boatyards legal rights, your legal rights and the legal rights of others

When we have obtained your consent to do so:

• When you have opted in to receive email newsletters and other boatyard related information

Where do we store your personal data?

Your information may be held at our offices, or on secure servers either owned by Rudders Boatyard or by one of our data processing partners. On occasions your information may be transferred to or stored at other locations, for instance when participating in events or using our booking services.

How do we protect your personal data?

We will not transfer your personal data outside the EU without your consent.

We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.

Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.

For any payments which we take from you online we will use a recognised online secure payment system.

We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.

Who else has access to the information you provide us?

We will never sell your personal data. We will not share your personal data with any third parties without your prior consent (which you are free to withhold) except where we are required to do so by law or as set out in the table above or in paragraphs below.

We may pass your personal data to third parties who are service providers, agents and subcontractors to us for the purposes of completing tasks and providing services to you on our behalf (e.g. to print newsletters and send you mailings). We do this for the purpose of our legitimate interests in operating the boatyard and for performing our contract with you. However, we disclose only the personal data that is necessary for the third party to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes. It is possible that third parties may themselves engage others (sub - processors) to process your data. Where this is the case third parties will be required to have contractual arrangements with their sub-processor(s) that ensure your information is kept secure and not used for their own purposes.

We may also pass your personal data to the Royal Yachting Association (RYA) for the purposes of carrying out surveys when it is in the legitimate interest of the boatyard and the RYA to do so. The RYA may use third parties to carry out the surveys but disclose only the personal data that is necessary for the third party to do so and will have a contract in place that require the third party to keep your information secure and not to use it for their own purposes.

How long do we keep your information?

We will hold your personal data on our systems for as long as you are using any of our services and for as long afterwards as it is in the boatyard’s legitimate interest to do so or for as long as is necessary to comply with our legal obligations. We will review your personal data every year 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 data except that we will retain your personal data in an archived form in order to be able to comply with future legal obligations e.g. compliance with tax requirements and exemptions, and the establishment, exercise or defence of legal claims.

We securely destroy all financial information once we have used it and no longer need it.

Your rights

You have rights under the GDPR:

1. To access your personal data
2. To be provided with information about how your personal data is processed
3. To have your personal data corrected
4. To have your personal data erased in certain circumstances
5. To object to or restrict how your personal data is processed
6. To have your personal data transferred to yourself or to another business in certain circumstances

You have the right to take any complaints about how we process your personal data to the Information Commissioner:

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

Helpline on 0303 123 1113.

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF

For more details, please address any questions, comments and requests regarding our data processing practices to our Company Director – info@ruddersboatyard.co.uk

Cookie Statement

Use of cookies by Rudders Boatyard

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. The table below explains the cookies we use and why.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

The ICO has categorized all cookies into the following four types:

On our website we never use category 4 cookies, which are the only cookies that are likely to track your behaviour across multiple websites. The majority of our cookies are category 2 cookies, although other websites that use them, such as Facebook or Twitter, may store category 3 cookies on your computer when you visit our website.

Using our site may result in the following cookies being stored on your computer:

How do I change my cookie settings?

Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org