Equinox: The London School of Sailing Privacy Policy

Equinox: The London School of Sailing Privacy Policy

This Equinox: The London School of Sailing Privacy Policy explains the types of personal data we may collect about you when you interact with us. This policy explains when and why we collect that data and how we keep it safe. This policy will be updated from time to time.

Equinox has never, and will never, share or sell your details to third party companies for marketing purposes.

We do work with the RYA and other training providers.  Below we describe how and why we share data.

You can opt out from email and postal marketing at any time. See the section Your Legal Rights below.

If you have any questions about anything covered in the policy, please let us know.

We collect your personal data when you:

  • visit our website,
  • book on a course or sailing event
  • engage with us on social media.
  • sign up to receive news and offers from us.
  • contact us with a query or complaint.
  • give us feedback or a review on our products or customer services.

 

The sort of personal data we collect:

  • Identity Data: Your name and title,
  • Contact Data: Your address, email address and telephone numbers.
  • Financial Data: Your payment records.
  • Feedback Data: Your comments and feedback
  • Marketing Data: Your preferences in receiving marketing from us and your communication preferences.
  • ‘Special’ Data: Any dietary requirements or health information we need to be aware of when you sail with us.

The legal bases we rely on

GDPR and UK Data Protection Act set out a number of different reasons why we may collect and process your personal data including:

  • Consent: In specific situations, we can collect and process your data with your consent, for example, when you tick a box to receive email newsletters.
  • Contractual obligations:  In specific situations, we need your personal data to comply with our contractual obligations, for example, if you book onto a course.
  • Legal compliance: Sometimes the law requires us to collect and process your data, for example, we can pass on details of people involved in fraud to law enforcement.
  • Legitimate interest: In specific situations, we need your personal data to pursue your and our legitimate interests in the usual way that would reasonably be expected as part of running a sailing business and which does not materially impact your rights, freedom or interests. We will also analyse your sailing experience and interests to identify potential needs and send you marketing information, telling you about courses, sailing events and other items of potential interest. If you no longer wish to hear from us, you can change your marketing preferences at any time.
  • Vital interest: In extremis we will share your personal data. For example, we will share your personal data in emergency situations, with the Emergency Services.

How and why we use your personal data

The details you have provided in this in booking forms and health declarations will be used by us to process your booking and to ensure your safety whilst you are participating in our events.  We will only use your details for this specific purpose and the legitimate interests defined above.

We will not share your information with any other organisations save for the RYA and the Emergency Services, the latter only in the event of an emergency.

The RYA may contact students when this is necessary for quality assurance of RYA training, for example in the investigation of a complaint or incident. In these instances the information is used by the RYA solely for that purpose.

As part of serving you, we try to build up a good picture of who you are by combining the data we gather about you through your use of our website, your phone purchases and your interactions with us on social media.  We then use this data to offer you promotions and products that are most likely to interest you.

Data privacy law allows us to do this as part of our legitimate interest in understanding our customers and providing the best levels of customer service. If you wish to change this, you can find details under ‘You have the following rights’ below.

Here is more detail about how we use your personal data and why:

How we protect your personal data

Our customers’ data security is very important to us. We treat your data with the utmost care and take all appropriate steps to protect it. We have put in place appropriate security measures to prevent your personal data from being altered, disclosed, accidentally lost, used or accessed in an unauthorised way.

We do not provide any website access to customer personal data.

In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have also put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

You have the following rights:

  • Request access to or a copy of your personal data that we hold, free of charge in most cases.
  • Request the correction of your personal data when incorrect, out of date or incomplete.
  • Withdraw your consent (or to object) to us holding your data where we have no legitimate overriding interest or once the purpose for which we hold the data has come to an end (for example, the warranty period has ended- would it be better to use an example related to what we do, i.e. your have completed your course with us?).
  • Ask that we stop using your personal data for direct marketing purposes.
  • Request that your data be erased.
  • Request the transfer of your personal data.
  • Ask that we stop any consent-based processing of your personal data (for example where you opt-out of receiving email marketing from us).
  • You can change your ‘marketing preferences’, by following the ‘unsubscribe’ link at the base of all our email communications. Any other requests should be emailed to [email protected].
  • We will seek to respond to any request within 28 days. If you feel that your data hasn’t been handled correctly or you are unhappy about our response to any requests you have made about the use of your personal data, please let us know. You also have the right to lodge a complaint with the Information Commissioner’s Office.

Who do we share your personal data with?

We do share your personal data, where necessary, only with trusted third parties, where relevant to your course:

  • The Royal Yacht Association (RYA)
  • NavAtHome

Data retention

When we have collected and processed your personal data, we seek to keep it only for as long as is necessary for the purpose for which it was collected.

If you are attending an RYA Day Skipper or Coastal Skipper course, then on successful completion of your course your name, your date of birth, certificate number and date of issue will be shared with the RYA through a secure web portal on www.rya.org.uk.  That data will be stored on the RYA’s central database, to allow the RYA to record your qualification, to update any records they may hold for you, and to verify or replace your certificate if required. For further information on how the RYA will deal with your personal data, please see the RYA’s Privacy Policy at www.rya.org.uk. If you complete the SRC course, you will be required to make payment for the course via an RYA online portal on the RYA website. Your SRC certificate will be issued by the RYA on behalf of the MCA and so your data will be processed by the RYA.
If you are attending an RYA Start Yachting or Competent Crew course or RYA shore-based course such as a classroom-based theory course, then on successful completion of your course your name, certificate number and date of issues will be stored by Equinox: The London School of Sailing for up to seven years, unless you ask us to delete this information.   Equinox: The London School of Sailing retain this information in order to verify or replace your certificate, if required. The Health and Emergency contact form will be deleted after your event has been completed. All other information collected as part of your course booking will be deleted within 1 year, or after the annual RYA inspection – whichever is the sooner.

Equinox: The London School of Sailing will retain minimal information related to your course and delete your data as soon as possible after the course has completed safely. Your name and other key notes from the course will be retained by Equinox: The London School of Sailing for no more than 1 year, or until the next annual RYA inspection – whichever is the sooner.

If you do not want us to retain your data for this period of time, please contact us in writing and we will delete all data held upon completion of your booking with us and communication your name and instruction to the RYA.

If you are attending an Equinox: The London School of Sailing event, all data relating to your booking will be deleted after the booking has been completed.

If you are subscribed for an RYA Interactive course

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.

Instructional support will be provided by Equinox: The London School of Sailingfor a period of 1 year from the date of your course booking.

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 a course, your user account will be removed from 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. For the duration of your access to the site, your data will be held in accordance with the RYA Interactive Data Policy, Terms and Conditions.

If you receive a digital certificate downloaded from the RYA Interactive site on completion of your course, your name, address, date of birth and certificate details will be transferred to the RYA database and held in accordance with the RYA’s Privacy Policy.

The RYA may contact students when this is necessary for quality assurance of RYA training, for example in the investigation of a complaint or incident. In these instances the information is used by the RYA solely for that purpose.

If you are subscribed for a NavAtHome course

To enable access to your online course Equinox need to share some of your personal data with NavAtHome via www.navathome.com. This training website and database is held and maintained on a secure server. NavAtHome is an RYA training centre, 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 Equinox on behalf of NavAtHome.  This information is collected by Equinox and is not passed on to any other organisation. Payment information for the purpose of logging you into the NavAtHome admin will not be retained once the payment is made. Your name and email address will be entered on www.navathome.com 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 and may be available to Equinox who may have access to the NavAtHome database. This period may be extended should you wish to extend your course access.

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

Should you not complete the course in the given time frame, your name and email will be retained by Navathome for the purpose of recording details of the course. This information allows Navathome to retain a record of coursework you have completed. Your Instructor will not hold any information for the purposes of Navathome student support after this date.  Please note that this training centre may hold information to enable provision of other training not associated with the Navathome course.

If you would like your personal data removed from www.navathome.com prior to the end of your access period or at any time before you have completed your course, you can request it by email.  Please contact [email protected] giving your name and email address and the course you would like to delete. Please note that if you request deletion of your account before you have completed your course, your access to the course and records of your progress will be lost.

If you would like details of your online course removing from the NavAtHome database when you have completed the course, please email your request to [email protected] giving your name and email address. Please note that removal of course details from the NavAtHome database means that any certification gained as a result of this course will not be verifiable by NavAtHome, nor would NavAtHome be able to help with a replacement certificate.

Full details of how NavAtHome will deal with your personal information will be displayed when you first access your course information.

Where your personal data may be processed

Your personal data will only be stored and processed in the UK and in the case of NavAtHome within the European Economic Area (EEA).

 

Equinox:LSS  website Privacy policy

This  website Privacy Policy outlines Equinox The London School of Sailing’s personal information handling practices for this website. Equinox is committed to ensuring that your privacy is protected; any information you provide when using this website by which you can be identified, will only be used in accordance with this policy.

Our privacy practices are in line with the UK Data Protection Law and the EU General Data Protection regulation and reflects current principles and standards on handling personal information. These principles include notice of data use, choice of data use, data access, data integrity and security.

Consent

By using the Equinox website, you consent to the collection and use of the information as described in this policy. If we decide to make changes to this Privacy Policy, we will post the changes on this site so that you will always know what information we collect and how we use it. 

Collection of Your Personal Data

When you visit the Equinox The London School of Sailing website, we may record your IP address and use cookies and other Internet technologies such as Automated Tools and Embedded Web Links to gather general information about visitors to the site, to determine which pages on our site are being visited and topics that may be of interest so we can provide you with information about relevant products and services.

These tools collect certain standard information that your browser sends to our website, such as your browser type and language, access times and the address of the website from which you arrived at the website. Equinox The London School of Sailing may also employ the use of such tools to confirm receipt of e-mails that the recipient consented to receive.

We may further collect and process any information and data that you volunteer to us through a request to join our mailing list and participation in any online surveys and discussion groups or forums.

Use and Purpose of Collected Personal Data

The information Equinox The London School of Sailing collects will only be used as described in this Privacy Policy and/or in the way we specify at the time of collection. We will not subsequently change the way your personal data is used without your consent. Unless stated otherwise at the time of collection, we will use your personal data only in the following ways:

  • To enable us to complete our transactions with you and contact you in relation to your tuition and/or charter
  • To build up our marketing profile
  • To keep you up to date on the latest announcements, special offers and other information you may find interesting
  • To provide the ability to contact you for customer feedback and support

Sharing Your Personal Data

Equinox The London School of Sailing may share your information with business partners, service vendors, authorised third-party agents or contractors in order to provide a requested service or transaction, providing customer support, or providing you with information on products and services that may be of interest to you.

We only provide these third parties with the minimum amount of personal data necessary to provide the services on our behalf, and the third parties are not permitted to use your personal data except for the limited purpose of completing the requested service or transaction.

We do not sell or rent your personal data to third parties for marketing purposes unless you have granted us permission to do so.

Links to other websites

The Equinox The London School of Sailing website may contain links to other websites of interest. Once you have used the links and leave our site, we do not have any control over the other website and therefore cannot be responsible for the protection and privacy of any information you provide while visiting these sites. These sites are not governed by this Privacy Policy.

Security of Your Personal Data

Equinox The London School of Sailing is committed to protecting the personal data you share with us. Equinox The London School of Sailing uses a combination of industry-standard security technologies and procedures to help protect your personal data from unauthorised access, use or disclosure. The Equinox The London School of Sailing website supports online security using secure server technology to ensure your data is safe.

Choice/Opt-Out
We communicate with users who subscribe to our mailing list via email. Equinox The London School of Sailing provides subscribers the opportunity to exercise an opt-out choice if they do not want to receive future communication from us, such as e-mails or updates from us regarding new services and products offered on this website or if they do not want us to share their personal information with third parties.

Data Retention

Equinox The London School of Sailing will not retain your personal data longer than is necessary to fulfil the purposes for which it was collected or as required by applicable laws or regulations.

Changes to the Policy and Enquiries

Equinox The London School of Sailing may update and/or make changes to this policy by updating page.

If you have any questions about this privacy policy or if you wish to confirm the information we hold about you, please contact us at [email protected]

This statement was written and posted on 22nd May 2018.