General Data Protection Regulation Policy (GDPR)

How we collect your information

The information we hold about you comes from the way you engage with us, such as online through our website, via email, the post or over the telephone. We collect your information from the information you submit through our website, from information supplied by you (or your employer) to enable us to deliver services to you, and information provided during our business transactions and correspondence.

We may also obtain your information from publicly available sources such as Companies House or LinkedIn.

The type of information we hold

The information we hold will include name, date of birth, address, contact telephone numbers, email address.

How we use your information

We process personal data to:

• Provide you with information you have requested;
• Deliver the services you (or your employer) has requested; and
• Invite you to events, newsletters, etc.

We also use this personal data to contact you about other Mendez Marine services and offers that we believe may be of interest to you. You can opt-out of such contacts at any time by emailing info@mendezmarine.co.uk

Who we will share your information with

We will not share personal information about you with external third parties without your consent unless the law allows us to. We are required, by law, to pass on some of this personal data to:

• Our suppliers who are involved in delivering the supply chain, for example the RYA for all centrally held records.:
  To enable access to your online course we need to share some of your personal data with the RYA via your user profile in www.ryainteractive.org. This learning management website is hosted and maintained by a third party called Learning Pool, who will not use your personal information for any reason other than enabling your course.Your name and email address will be entered on www.ryainteractive.org in order to create your user account. On your first access to the site, you will be asked to enter your address and date of birth. You will have access to the site for one year in order to complete your online course. During this period, your personal information will be held on the website by Learning Pool and be available to this training centre and the RYA for the purpose of managing your course.Online Theory Courses provided by Navathome & Sailing Courses Online: To enable access to your online course we need to share some of your personal data with Navathome & Sailing Courses Online via www.navathome.com & www.sailingcourseonline.co.uk. These training websites and databases are held and maintained on a secure server. Navathome & Sailing Courses Online are an RYA training centres which specialises in online navigation training and will not use your personal information for any reason other than enabling your course.Your payment information will be collected by Mendez Marine Ltd on behalf of Navathome & Sailing Courses Online. This information is collected by Mendez Marine Ltd and is not passed on to any other organisation. Payment information for the purpose of logging you into the Navathome & Sailing Courses Online admin will not be retained once the payment is made. Your name and email address will be entered on www.navathome.com & Sailing Courses Online in order to create your user account. Your postal address will be provided in order to send your student pack. You will have access to the site for six months in order to complete your online course. During this period, your personal information will be held on the website by Navathome & Sailing Courses Online and may be available to Mendez Marine Ltd who may have access to the Navathome & Sailing Courses Online database. This period maybe extended should you wish to extend your course access.

  On completion of your course, your name and email will be retained by Navathome & Sailing Courses Online for the purpose of recording details of the course and any certification you gain as a result of it. This information allows Navathome & Sailing Courses Online to record your certification. Your Instructor will not hold any information for the purposes of Navathome & Sailing Courses Online student support after this date. Please note that this agent may hold information to enable provision of other training not associated with the Navathome & Sailing Courses Online course.

  On completion of your course, your name, email, date of birth and address will be transferred to the RYA’s central database for the purpose of recording details of the course and any certification you gain as a result of it. This information allows the RYA to record your certification, to update any records they may already hold about you or your qualifications and to verify your certificate if required. After one year from the date of your enrolment on the course, your user account will be removed from the database at: www.ryainteractive.org.

  Full details of how the RYA will deal with your personal information will be displayed when you first access www.ryainteractive.org.

• HMRC; and
• DWP.

Storing your information

Your personal information will be stored on systems owned or operated by Mendez Marine and will only be stored inside the European Economic Area (EEA), or a country approved by the EU.

Within Mendez Marine your information will be stored on our secured systems in accordance with the Mendez Marine Information Security Policy. Where your information is stored in countries outside the EEA or a country approved by the EU we will ensure it is protected by encryption during transmission.

Retention

We will retain your personal information in accordance with legal and regulatory requirements. You can request your information be deleted and if we can we will, but sometimes we must maintain records containing your personal information for legal reasons.

All paper information holding personal identifiable information is shredded through a reputable secure destruction company and a licence of destruction obtained.  Prior to destruction any paper is held in a locked office accessible to the Directors of the Company only.

Copies of electronic booking, medical and feedback forms will be deleted from our electronic systems, Office 365, after 7 years.

If you do not want your information to be shared with the RYA you will need to contact them directly and register this request with them.

How you can access your information

If you would like a copy of your information we hold about you, please email a Director of Mendez Marine at info@mendezmarine.co.uk

Your Rights

If you are not happy how we are using your information or how we have responded to your request, you have the right to complain to the Information Commissioner’s Office at www.ico.org.co.uk.

Use of cookies

We may use cookies and similar technologies on our website. Cookies are small text files that may be stored on your computer or mobile device when you visit our website. Cookies do many different things, such as letting you navigate between web pages efficiently and remembering your preferences. We do not use cookies to track your use of our site, to make decisions about you or to send you marketing information electronically.

How we will tell you about future changes to this Privacy Statement

Any changes we make to our Privacy Statement will be put on our website. Please check for updates from time to time, so you are always fully aware of what information is collected and how it is used.

How to contact us

If you have any questions or concerns about our use of your personal information please email info@mendezmarine.co.uk