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About us

Privacy Policy

Introduction

In this Privacy Policy, references to "we""us""our", "Institute" or "ICS" are to the Institute of Chartered Shipbrokers registered under Royal Charter number RC000249, and registered address is 85 Gracechurch Street, London EC3V 0AA. References to "this website" are to the specific Institute website which links to this policy.

For the purposes of the General Data Protection Regulation or "GDPR" (and all other laws relating to the use your Personal Data), we are the "data controller", meaning that we are responsible for deciding how your personal data is used and more importantly, for keeping your personal data safe and only using it for legitimate reasons.

We are committed to protecting your privacy and will take all steps necessary to comply with our legal obligations when using your personal data. This privacy policy explains how we fulfil this commitment, so please read this document carefully.

This Privacy Policy applies to the Institute website and governs data collection and usage.  By using the Institute website, you consent to the data practices described in this statement.

This policy was last updated on and is effective from 25 May 2018.

What Personal Data do we collect?

You may provide us with the following types of personal data when you interact with us (when using our website or otherwise):

  • Identity - first name, surname, gender, date of birth
  • Contact - email address, telephone numbers and correspondence address
  • Financial - billing address, purchase information, payment history
  • Profile - username, ICS number

We may collect the following types of information from you when you use our website (using Cookies).

  • Usage - information about how you use our digital platforms, including time spent on page, click-throughs, download errors

Cookies: What are Cookies?
Our website may place small text files, called cookies, on your computer to distinguish you from other users of our website. These cookies monitor how you use our website so that the Institute can make improvements, and are also used to give you smooth usage of our website (for example by remembering your login details so that you do not have to enter them each time). In most cases, cookies do not contain personally identifiable data.

How do I opt-out of cookies?
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.allaboutcookies.org. You should note that deleting certain cookies may prevent you from accessing certain parts of our website and/or may affect your access of the membership database.

Surveys and contests
From time-to-time we may request information from students or members via surveys. Participation is completely voluntary and the user therefore has a choice whether or not to disclose any information requested.

Correcting/updating personal data
Students and members can log on to their profile in shipbrokers.org and view the data that we hold and update it at any time.

If a user's personal data changes, or if a user no longer desires Institute's service, the Institute will correct, update or remove that user's personal data provided to it if they are notified by the user. This can be done by the user sending an email to membership@ics.org.uk

How do we use your Personal Data?

The Institute uses the information collected from you for purposes including the following:

  • to provide you with education services and manage your student experience
  • to manage your examinations
  • to manage your membership
  • to provide you with membership benefits
  • to process payments that you make directly to us or through our website
  • for internal administration and record keeping
  • to notify you of changes to this privacy notice, our terms and conditions or other changes to our services or products
  • to answer your enquiries which may involve contacting you by post, e-mail or phone
  • to manage legal claims and other compliance/regulatory matters
  • to verify your identity and detect and prevent fraud and security issues
  • to give you the opportunity to provide us with feedback through reviews and surveys

In addition to the above, we may also anonymise and aggregate your personal data in a way which means you cannot be identified. This may be helpful to us for testing our internal systems, carrying out research and general data analysis. Because this data is not personally identifiable, we can use it for any purposes.

As a member of the Institute, you will receive some information from the Institute that is intrinsic to your membership (such as your membership renewal notice) by post, email or telephone. However you are able to manage what and how you receive other communications from us.

The Institute communicates with members in various ways members and students are invited to tick the boxes in their profile on www.shipbrokers.org to give the Institute permission to contact you and keep you informed of all the activities and news at the Institute and branches.

How to opt-out of non essential communications

To unsubscribe from non essential communications from the Institute, you simply need to untick the email and/or post communication box on your profile in shipbrokers.org or click on the unsubscribe link at the bottom of the relevant communication you have received. Alternatively, please  contact us (as detailed below) to opt-out of these communications.

What is our legal basis for processing your Personal Data?

The Institute processes personal data on a 'legitimate interests' basis under Article 6 (1) of the General Data Protection Regulation (GDPR). This enables the Institute to provide a full range of services to its students and members.

Who do we share your Personal Data with?

Your data may be shared with your local Institute branch, teaching centre or examination centre if appropriate and to our third party logistics provider for the purpose of distributing our magazine Shipping Network and other Institute publications to members and students.

We require these parties to agree to process this information based on our instructions and requirements consistent with this privacy policy and GDPR.

Your data will not be shared with any other third party without your express permission.

We may pass on your personal data to government or regulatory authorities or law enforcement officials to assist with their requests and comply with our legal obligations.

Do we send your personal data outside the EEA?

The European Economic Area or "EEA" is deemed to have good standards when it comes to data privacy. As such, we consciously limit the occasions when we may need to transfer or handle your personal data outside of the EEA. Where we do, for example to a branch or teaching centre based outside of the EEA, we make sure that your personal data is still treated fairly and lawfully in all respects (including making sure we have a legal ground for sending your data outside the EEA and putting in place all necessary safeguards for such arrangement).

What is our personal data retention policy?

We will keep your personal data for as long as you are a registered student or member, or for as long as is necessary for us to provide products or services for you, and for a limited period of time afterwards.

Once you no longer wish to be engaged with the Institute we may still need to keep hold of your data if there is a legal reason for doing so (such as for tax purposes where you have made purchases from us or where we need to resolve any disputes with you).

How do we keep your personal data secure?

We adopt industry standard security processes to ensure your data is kept safe and secure and to prevent unauthorised access or use or loss of your data. We also make sure that third parties who need to handle your data when helping us to deliver our services are subject to suitable confidentiality and security standards.

Despite the security measures we implement, please be aware that the transmission of data via the internet is not completely secure. As such, we cannot guarantee that information transmitted to us via the internet will be completely secure and any transmission is at your own risk.

Links
Our websites may contain links to third party websites and services. Please be aware that the Institute is not responsible for the privacy practices of such other websites. It encourages its users to read the privacy statements of these third party websites and services. This Policy applies solely to information collected by the Institute.

Your rights as a data subject

At any point whilst the Institute is in possession of or processing your personal data, you may have the following rights:

  • Right of access - you have the right to request a copy of the personal data that we hold about you.
  • Right of rectification - you have a right to correct personal data that we hold about you that is inaccurate or incomplete.
  • Right to be forgotten - in certain circumstances you can ask for the personal data we hold about you to be erased from our records.
  • Right to restriction of processing - where certain conditions apply you have a right to restrict the processing of your personal data.
  • Right of portability - you have the right to have the personal data we hold about you transferred to another organisation.
  • Right to object - you have the right to object to certain types of processing such as direct marketing, as well as processing we undertake based on our legitimate interests.
  • Right to object to automated processing, including profiling - you also have the right not to be subject to the legal effects of automated processing or profiling.

If you want to exercise any of these rights, please contact us. You don't have to pay a fee to exercise your rights, unless your request is clearly unfounded, repetitive or excessive (in which case we can charge a reasonable fee). Alternatively, we may refuse to comply with your request in these circumstances. Where your request is legitimate, we will always respond within one month (unless there is a legal reason to take longer, such as where your request is particularly complex). We may also need you to confirm your identify before we proceed with your request if it is not clear to us who is making the request.

In addition to the above, you may get in touch with the ICO (Information Commissioner's Office) if you are concerned about the way in which we are handling your personal data. However, where possible, we would really appreciate you speaking with us first if you have any concerns.

Notification of changes
If the Institute decides to change this policy, it will make the updated version available via this website so its users are always aware of what information it collects, how it uses it and under what circumstances, if any, it discloses it. If, at any point, it decides to use personal data in a manner different from that stated at the time it was collected, it will notify users. Members and students will have a choice as to whether or not the Institute uses their information in this different manner. The Institute will use information in accordance with this policy

Contact details

If you would like to discuss anything in this privacy policy or if you want to exercise your rights, please get in touch:

By Post:

Data Protection Officer

Institute of Chartered Shipbrokers,

85 Gracechurch Street,

London EC3V 0AA

 

By Email: membership@ics.org.uk