Privacy policy

We value your privacy and care about the way in which your personal information is treated.

What personal information do we collect about you?

We may collect personal information from you in the course of our business, including through your use of our website, when you contact or request information from us, when you engage our services or as a result of your relationship with one or more of our staff, clients and partners.

The personal information that we process includes:

  • Basic information, such as your name (including name prefix or title), the company you work for, your title or position and your relationship to a person
  • Contact information, such as your postal address, email address and phone number(s)
  • Financial information, such as payment-related information
  • Technical information, such as information from your visits to our website or applications or in relation to materials and communications we send to you electronically
  • Information you provide to us for the purposes of attending meetings and events, including access and dietary requirements
  • Identification and background information provided by you or collected as part of our business acceptance processes
  • Personal information provided to us by or on behalf of our clients or generated by us in the course or providing services to them, which may include special categories of data
  • Any other information relating to you which you may provide to us

How we obtain your personal information?

  • We collect information from you as part of our business acceptance processes and about you and others as necessary in the course of providing services
  • We collect your personal information while monitoring our technology tools and services, including our websites and email communications sent
  • We gather information about you when you provide it to us, or interact with us directly, for instance engaging with our staff or registering on one of our digital platforms or applications
  • We may collect or receive information about you from other sources, such as keeping the contact details we already hold for you accurate and up to date using publicly available sources

How we use your personal information?

We collect and process personal information about you in a number of ways, including through your use of our website and in the provision of services by us.  We use that information:

  • To provide and improve this website, including auditing and monitoring its use
  • To provide and improve our services to you, to our partners and our clients, including handling the personal information of others on behalf of our clients
  • To provide information requested by you
  • To promote our services, including sending updates, publications and details of events
  • To manage and administer our relationship with you and our clients
  • To fulfil our legal, regulatory and risk management obligations
  • For the purposes of recruitment

Use of EcoSail website

A number of facilities on our website invite you to provide us with personal information, such as our email queries facilities.  The purpose of these facilities is apparent at the point that you provide your personal information and we only use that information for those purposes.

 Meetings, events and seminars

We will collect and process personal information about you in relation to your attendance at our offices or at an event or seminar organised by us or our business partners. We will only process and use special categories of personal information about your dietary or access requirements in order to cater for your needs and to meet any other legal or regulatory obligations we may have. We may share your information with IT and other service providers or business partners involved in organising or hosting the relevant event.

On what basis we use your personal information?

We use your personal information on the following bases:

  • To perform a contract, such as engaging with an individual to provide our product & services
  • To comply with legal and regulatory obligations
  • For legitimate business purposes.  Please see ‘How we use your personal information’ for more detail

How long we keep your personal information?

Your personal information will be retained in accordance with our global data retention policy which categorises all of the information held by EcoSail and specifies the appropriate retention period for each category of data.  Those periods are based on the requirements of applicable data protection laws and the purpose for which the information is collected and used, taking into account legal and regulatory requirements to retain the information for a minimum period, limitation periods for taking legal action, good practice and EcoSail business purposes.

Who we share your personal information with?

Any information that you provide to us may be shared with and processed by any entity in the worldwide network of EcoSail and our associated consortium companies and partners.

We may also share your personal information with certain trusted third parties in accordance with contractual arrangements in place with them, including:

  • European Commision
  • Our professional advisers and auditors
  • Suppliers & service providers to whom we outsource certain support services such as IT service
  • Third parties engaged in the course of the services we provide to clients and with their prior consent
  • Third parties involved in hosting or organising events or seminars

Where necessary, or for the reasons set out in this policy, personal information may also be shared with regulatory authorities, courts, tribunals, government agencies and law enforcement agencies.  While it is unlikely, we may be required to disclose your information to comply with legal or regulatory requirements. We will use reasonable endeavours to notify you before we do this, unless we are legally restricted from doing so.

If in the future we re-organise or transfer all or part of our business, we may need to transfer your information to new entities or to third parties through which the business of EcoSail will be carried out.

EcoSail may use social media sites such as Facebook, LinkedIn and Twitter.  If you use these services, you should review their privacy policy for more information on how they deal with your personal information.

We do not sell, rent or otherwise make personal information commercially available to any third party, except with your prior permission.

How we protect your personal information?

We use a variety of technical and organisational measures to help protect your personal information from unauthorised access, use, disclosure, alteration or destruction consistent with applicable data protection laws. Please note that no method of transmission over the Internet, or method of electronic storage, is 100% secure. While we strive to use commercially acceptable means to protect your Personal Information, we cannot guarantee its absolute security.

Which countries we transfer your personal information to?

In order to provide our services we may need to transfer your personal information to locations outside the jurisdiction in which you provide it or where you are viewing this website for the purposes set out in this privacy policy.  This may entail a transfer of your information from a location within the European Economic Area (the “EEA”) to outside the EEA, or from outside the EEA to a location within the EEA. Please see ‘Who we share your personal information with’ for more detail on how the information may be shared.

The level of information protection in countries outside the EEA may be less than that offered within the EEA. Where this is the case, we will implement appropriate measures to ensure that your personal information remains protected and secure in accordance with applicable data protection laws.  EU standard contractual clauses are in place between EecoSail partners and all entities that share and process personal data. Where our third party service providers process personal data outside the EEA in the course of providing services to us, our written agreement with them will include appropriate measures, usually standard contractual clauses.

What are your rights regarding your personal information?

The European Union’s General Data Protection Regulation and other applicable data protection laws provide certain rights for data subjects.  

You are entitled to request details of the information we hold about you and how we process it.  You may also have a right in accordance with applicable data protection law to have it rectified or deleted, to restrict our processing of that information, to stop unauthorised transfers of your personal information to a third party and, in some circumstances, to have personal information relating to you transferred to another organisation. You may also have the right to lodge a complaint in relation to us processing of your personal information with a local supervisory authority.

If you object to the processing of your personal information, or if you have provided your consent to processing and you later choose to withdraw it, we will respect that choice in accordance with our legal obligations.

Your objection (or withdrawal of any previously given consent) could mean that we are unable to perform the actions necessary to achieve the purposes set out above (see ‘How we use your personal information’) or that you may not be able to make use of the services and products offered by us. Please note that even after you have chosen to withdraw your consent we may be able to continue to process your personal information to the extent required or otherwise permitted by law, in particular in connection with exercising and defending our legal rights or meeting our legal and regulatory obligations.  

We must ensure that your personal information is accurate and up to date. Therefore, please advise us of any changes to your information by emailing us on [email protected]  

Contact Us

If you have any questions about this Privacy Policy, please contact us.

Changes to This Privacy Policy

This privacy policy was published 1st November 2018 and last updated on the same date.

We may change this privacy policy from time to time. You should check this policy occasionally to ensure you are aware of the most recent version.

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