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Jubilee Sailing Trust Privacy Notice

Updated 22/05/2018

General

The Jubilee Sailing Trust (we/us/the Trust) is a unique charity. We pride ourselves in creating a safe, inclusive and non-discriminatory community environment on board our two amazing purpose-built ships, designed to accommodate a crew of all ages, backgrounds and abilities.

For us, safety is of the utmost importance, but not only for our people (voyage crew, volunteers, donors, partners, suppliers, staff, trustees) but also for the personal data you all share with us.

This document describes the different types of personal data we collect, why we collect that data, when and how we may share your data, and the choices you have to access and update your personal data or preferences.

In this Notice, when we use the word “voyage”, we also mean day sail, regatta and any other activity that involves sailing our ships.

I’m booking a voyage or day sail: Voyage Crew

We collect the following data from you to fulfill our contract:

  • Name, address, contact details (e-mail, telephone), payment information, criminal activity, next of kin and medical details.

We need your contact details to keep you informed of how your booking is going, to send you information related to your booking (including joining instructions), to inform you of changes to your voyage or day sail. We keep a record of the conversations/e-mails we exchange with you so that we have access to all information related to your booking.

We gather your financial information to process the payment – whether it’s your credit card number, which we destroy after the payment goes through, or the details of the bank transfer you make, for financial purposes.

We may ask/check for medical and other personal details to ensure that yourself and other crew members will be safe on board. Members of our Medical Advisory Committee will review your medical information to evaluate the suitability of you joining a particular voyage and may request additional medical information. Our Customer Service department will use your medical details to allocate your berth and buddy.

Ordinarily we do not ask or check for criminal activity for voyage crew, but there may be occasions where we are required by partner organisations to conduct DBS checks, or choose to do so.

We also need your next of kin’s contact details in case of emergency.

We will share some of the above information if you are part of a partnership / special project voyage or sail. The information we share varies each time, we will let you know what we share and with who when you book on the voyage.

We have a legal obligation to retain your financial records to meet our tax obligations, and we may share it with HMRC, the Charity Commision, the Fundraising Regulator and Auditors if required.

Part of our legal obligation is also to maintain health and safety records on board.

So that you can sail with us, it may also be our legal obligation (as required by government or port authorities at the point(s) of departure and/or destination) to disclose and process your personal data for immigration, border control, security and anti-terrorism purposes, or any other purposes which they determine appropriate.

We will use and share your next of kin information and your medical information on the basis of vital interest with the relevant people or organisations, emergency services personnel, authorities,… in order to save or protect your life if it was necessary.

Once you’re on the voyage, we will facilitate networking with other voyage crew members, by sharing with them your contact details if you consent to it.

After the voyage, we will ask you to give us your feedback. Before and after the voyage we might also ask you to complete an assessment of your activities on the voyage and the outcomes you have experienced as a result of the voyage. We will use this feedback for our legitimate interest to improve the Trust, our activities and our social impact, our services and our ships. We might also ask you to write a review of your voyage or a testimonial and may seek your consent to share your review or testimonial with donors, partners and voyage crew to demonstrate our work and the impact it can have and/or to quote you in our publicity materials and external communication.

We would also love to keep in touch with you after your voyage, sending you our newsletters, information about fundraising initiatives, future voyages, events, volunteering opportunities… We will only send you this if you consent to it.

You can update your information, confirm what personal data we hold about you, modify your consent options by e-mailing privacy@jst.org.uk.

We need to keep your data after the voyage for 6 years (from the end of the JST financial year in which we obtained your personal data), to ensure we can comply with our legal obligations in case we need to supply details to Authorities, Governmental bodies or Insurance companies. Medical information relevant just for the voyage/sail and retained on board for vital interest only is deleted once the voyage is finished.

Except for the financial information, we collect, process and share the same personal data for the same purpose for volunteers, watch leaders and permanent crew.

 

I’m supporting the JST: donors and supporters

We collect the following data from you to process your donation or membership scheme (eg Friends of the JST, Patrons Circle and Barque Club):

  • Name, address, contact details (e-mail, telephone), payment information.

We ask for your contact details to keep you informed about your donation and to be able to thank you properly! We also keep a record of the conversations/e-mails we exchange with you with relevant information to your donation or membership scheme.

We gather your financial information to process the donation- whether it’s your credit card number, which we destroy after the payment goes through, or the details of the bank transfer you make.

If you chose to Gift Aid your donation, we require your name and address to comply with our legal obligations. We consider our membership programmes as a contract, so we need the information to ensure you are receiving the benefits of your membership. If you choose not to share your personal data with us when making a donation, and thus not give us consent to thank you personally, we still want you to know that we and all our beneficiaries THANK YOU for your support.

We may, with your consent, share your name on public recognition schemes where appropriate.

We have a legal obligation to retain your financial records to meet our tax obligations, and we may share it with HMRC, the Charity Commision, the Fundraising Regulator and Auditors if required.

We may also ask you to give us your feedback. We will use this feedback for our legitimate interest to improve the Trust, our activities and our social impact, our services and our ships.

We would also love to keep in touch with you sending you our newsletters, information about fundraising initiatives, future voyages, events, volunteering opportunities… We will only send you this if you consent to it.

We sometimes carry out prospect research on our existing donors and supporters, based on the legitimate interests of the Trust. This means we may gather information about you from public sources and social media (financial information, history, professional career, family and network, demographics) to be able to tailor the fundraising proposal to your personal expectations and interests. We do NOT share this information and we do not use profiling agencies or buy your data from third parties.

You can update your information, confirm what personal data we hold about you, modify your consent options or request the erasure of your data based on legitimate interest or consent by e-mailing privacy@jst.org.uk.

We need to keep your financial data for 6 years (from the end of the JST financial year in which we obtained your personal data), to ensure we can comply with our legal obligations in case we need to supply details to Authorities or Governmental bodies.

 

I’m attending a JST event: Event participants

We collect the following data from you to fulfill our contract:

  • Name, address, contact details (e-mail, telephone), payment information, criminal activity, next of kinand medical details.

We need your contact details to keep you informed of the event, dates, schedules and agenda. We also keep a record of the conversations/e-mails we exchange with you with relevant information to your participation.

If there is a payment due in relation to the event, we gather your financial information to process the payment – whether it’s your credit card number, which we destroy after the payment goes through, or the details of the bank transfer you make.

We may ask/check for criminal activity and medical details to ensure that yourself and other event participants will be safe, either on board or at the venue.

We may ask for different information depending on the nature of the event and the venue , but we will inform you what other data we may require and who are we sharing it with when you book to attend the event.

We have a legal obligation to retain your financial records to meet our tax obligations, and we may share it with HMRC, the Charity Commision, the Fundraising Regulator and Auditors if required.

For events on board a ship, it may also be our legal obligation (as required by government or port authorities at the docking place) to disclose and process your personal data for immigration, border control, security and anti-terrorism purposes, or any other purposes which they determine appropriate.

Our branches and volunteers also organise events, and may collect personal data to fulfill their contractual obligations to host these events as well. They will also ask for your consent to keep you informed of further activities they organise to raise funds for the Trust.

We will use and share your next of kin information and your medical information on the basis of vital interest with the relevant people or organisations, emergency services personnel, authorities,… in order to save or protect your life if it was necessary.

After the event, we may ask you to give us your feedback. We will use this feedback for our legitimate interest to improve the Trust, our activities and our social impact, our services and our ships.

We would also love to keep in touch with you after the event, sending you our newsletters, information about fundraising initiatives, future voyages, events, volunteering opportunities… We will only send you this if you consent to it.

You can update your information, confirm what personal data we hold about you, modify your consent options by e-mailing privacy@jst.org.uk.

We need to keep your data after the event for 6 years (from the end of the JST financial year in which we obtained your personal data) to ensure we can comply with our legal obligations in case we need to supply details to Authorities, Governmental bodies or Insurance companies.

I’m fundraising for the JST: Sponsored events participants, branches and volunteers

We collect the following data from you and your supporters to fulfill our contractual obligations, when you agree to fundraise on behalf of the Trust:

  • Name, address, contact details (e-mail, telephone) and financial information.

We need your contact details to support you on your fundraising objectives. We also keep a record of the conversations/e-mails we exchange with you with relevant information to your participation/sponsored event.

We may gather your financial information to process the payment – whether it’s your credit card number, which we destroy after the payment goes through, or the details of the bank transfer you make.

We have a legal obligation to retain financial records to meet our tax obligations, and we may share it with HMRC, the Charity Commision, the Fundraising Regulator and Auditors if required.

If you or your supporters choose to Gift Aid your donation, we require name and address to comply with our legal obligations.

We may also ask you to give us your feedback. We will use this feedback for our legitimate interest to improve the Trust, our activities and our social impact, our services and our ships.

We would also love to keep in touch with you, sending you our newsletters, information about fundraising initiatives, future voyages, events, volunteering opportunities… We will only send you this if you consent to it.

You can update your information, confirm what personal data we hold about you, modify your consent options by e-mailing privacy@jst.org.uk.

We need to keep your data after the event for 6 years (from the end of the JST financial year in which we obtained your personal data), to ensure we can comply with our legal obligations in case we need to supply details to Authorities, Governmental bodies or Insurance companies.

I work/volunteer for the JST: staff, volunteers, consultants

These relationships and the data we collect and process will be covered in the contracts / agreements between you and the Trust. We collect and process your personal data under contractual obligations.

Prospect research

We sometimes carry out prospect research based on the legitimate interests of the Trust. Identifying prospective donors, partners, voyage crew and suppliers is necessary to securing donations from trusts and major gifts from individuals, finding partners and suppliers aligned with our mission, and maximize bookings on our voyages, so that we can grow our income, deliver our mission and meet the Trust’s charitable and financial objectives

This means we gather public and freely given information about the prospects (financial information, history, professional career, family and network, demographics, information on the organisation etc) to be able to identify the prospect’s capacity and propensity to give, form a partnership, book a voyage or otherwise work with the Trust, as well as the best way to approach them.

We do NOT share this information and we do not use profiling agencies or buy your data from third parties.

Our approach to prospect research complies with current law; we will update our approach should the legal position change.

We create short profiles of potential donors, partners, voyage crew members and suppliers using public and freely given sources of data to identify people who may be able and predisposed to give or engage with the JST. These data sources may include: Charity Commission, Company House, news and articles about business, financial or philanthropic decisions, public social media accounts, eg Facebook, LinkedIn, Twitter, Instagram, an organisation’s website or other public materials; queries in our database to identify donors who may have given in the past, and therefore could do so again, or signing up to fundraising events: referrals from our Trustees, existing donors, voyage crew, partners, staff, volunteers.. who may be able to help with an introduction. We use this information to develop personalised invitations and proposals to engage further with the Trust to deliver to those who might be interested to engage with us.

 

I am just visiting the website

We collect information from you indirectly through the site’s technology.

When you log onto our site we register your Internet Protocol (IP) – this enables us to send and receive information to and from you over the internet. We also collect data on visitor patterns by using cookies. Cookies are small files of information which save and retrieve information about your visit to www.jst.org.uk – for example how you entered the site, how you navigated through the site and what information was of interest. The cookies identify you merely as a number, no individual is identified. Cookies do not damage your system; they cannot read data off your hard disk or read cookie files created by other sites. (If you are uncomfortable about cookie use, remember that you can disable cookies on your computer by changing the settings in the preferences or options menu in your browser.)

We use this information for our legitimate interest  to determine the most effective parts of our site and where we need to improve it which over time will help us tailor www.jst.org.uk to make it more user friendly and effective. All research is compiled on an aggregated and anonymous basis.

Our website contains links to other websites, but this Privacy Notice applies only to personal data collected via the Jubilee Sailing Trust website. We are not responsible for the privacy practices of other sites. Please be aware when you leave our website, and to read the privacy notice of other sites that collect or use personal data.

 

I want to know more about the JST’s approach to GDPR

“GDPR” is not a deadline for us, it is a constant that we are working hard to embed in every aspect of the JST day to day processes and procedures.

We have undertaken a full in-depth review of all the personal data we collect, special categories of personal data, why we need to process the data, how we store it, for how long, who we share it with, what are the procedures to follow in regards to data security, data breaches, consent records, right of access,object, data portability, erasure, transfer to 3rd countries,  key responsibilities, staff and volunteers training, accountability, transparency…

Whilst  the JST is a medium sized charity and small compared to many organisations, our activities and arrangements regarding personal data are very complex. We gather and process personal data for many different purposes; we collect and process special categories of data; we work with a large number of partners and suppliers some of whom act as data processors and data controllers; our ships sail to and we operate in different countries with different rules and regulations; and a wide variety of activities and data subjects are involved in the processing.

The data mapping process we engaged in to develop this Privacy Notice has established a solid basis from which we can understand and implement data protection in everything we do.   This notice has been developed collaboratively across our organisation – at least half of of our staff, many of our branches and some of our Trustees have commented and provided input. We hope that we have achieved a Privacy Notice that comprehensively captures the reality of all the ways we collect, process, store, share, transfer and protect personal data.

 

This Privacy Notice is not the full JST Privacy Policy. Our Privacy Policy and related documents will be approved by our Trustees and published separately.

 

Please contact us with any queries you have on privacy@jst.org.uk


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