IFFO Privacy Policy

We ask that you read this privacy policy carefully as it contains important information on who we are, how and why we collect, store, use and share personal information, your rights in relation to your personal information and on how to contact us and supervisory authorities in the event you have a complaint.

Who we are

We are IFFO (2012) Limited a company limited by guarantee registered under company 08206502, the registered office of which is at Unit C, Printworks, 22 Amelia Street, London, SE17 3BZ (IFFO). IFFO is an international trade organisation that represents and promotes member companies worldwide in the marine environment (our Service), which includes, a number of websites including http://www.iffo.net; http://www.iffoevents.com/ the Sites and a members only portal accessed through username and password (the portal) .

Where IFFO does collect  unique identifying information, such as name, address and other information on the membership application forms for the main contact  or where you visit our Sites, Portal and your IP address is captured we do so, strictly in accordance with the General Data Protection Regulation which applies across the European Union (including in the United Kingdom) and we are responsible as ‘controller’ of that personal information for the purposes of those laws.

The personal information we collect and use

Information collected by us

In the course of providing the Service, Site and Portal, we collect the following personal information when you provide it to us:

(i) Master ID Data : we have all membership application form content including main contact first name and surname, electronic mail addresses, job title.

(ii) Usage Data (automatically collected information) e.g. meta-data, device data, log data, geographic/regional location, tracking and web analytics, IP addresses.

(iii) Transactional Data main or billing contact for invoices, any transactional records containing unique identifying information.

(iv) Media Data:list of press contacts including names, email address, job title

together your “Personal Data”.

Information collected from other sources

We also obtain Personal Data from other sources as follows:

Master ID Data from other people in member organisations. These are other employees within a member organisation wishing to add more contacts in addition to the main contact to our membership database

How we use your personal information

We use your personal information as follows:

  • Master ID Data -

1. Membership Contract - Entering into a contract with new IFFO Member Organisations: IFFO processes the Personal Data of applicant IFFO Member Organisations’ contact persons for the purpose of entering into a contract with the respective applicant IFFO Member Organisation; such information will not be published for general access although members can view the names, phone numbers and email addresses of the main contact through the Portal.

  • Notification that an event is live.

2. Communications: upon your IFFO Member Organisation joining the IFFO’s network and based on your job title, you will be added to different relevant working groups and their contact lists, as well as to the relevant IFFO Newsletters. On the basis of this, IFFO may be sending invitations to meetings, meeting minutes, requests to fill out surveys and communications related to IFFO events, market reports and working groups, as well as IFFO publications and the relevant IFFO Newsletters.

  • Usage Data - the information will be used internally only for web site traffic analysis.

  • Transactional Data - enable us to process your membership application subscription with main or billing contact.

  • Media data - enable us to manage press contacts.

Who we share your personal information with

We routinely share your name, address details with authorised employees. This data sharing enables us to represent our members efficiently worldwide. Some of our employees may be based outside the European Economic Area. We require that all our employees enter into the requisite contractual agreements which require that they comply with the requisite European data protection laws.

How long personal information will be kept

IFFO will retain your Personal Data in accordance with applicable legal requirements, and until we receive notification that a person is no longer an employee of a membership organisation or that the company is no longer an IFFO member.

Reasons we can collect and use your personal information

  • We rely on processing being necessary for the performance of the service related contracts and notification of live events as the lawful basis for processing on which we collect and use your Master ID Data; Usage Data, Transactional Data (together Personal Data).

  • We rely on consent as the grounds on which we process Media Data.

Your rights

Under the General Data Protection Regulation you have a number of important rights free of charge. In summary, those include rights to:

•         access to your personal information

•         require us to correct any mistakes in your information which we hold

•         require the erasure of inaccurate personal information

•        receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations

•         otherwise restrict our processing of your personal information in certain circumstances

For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals rights under the General Data Protection Regulation.

If you would like to exercise any of those rights, please:

•         email us at secretariat@iffo.net.

Security

We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality. We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

How to complain

We hope that we can resolve any query or concern you raise about our use of your information. The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns/ or telephone: 0303 123 1113.

Changes to this privacy notice

In case of any material changes to the way in which IFFO collects or uses Personal Data, the type of Personal Data it collects or any other aspect of this Policy, the Company will issue a revised Policy by posting a link to the revised policy on its Site with an effective date.

How to contact us

Please contact us if you have any questions about this privacy policy or the information we hold about you. If you wish to contact us please send an email to secretariat@iffo.net

Last updated: 6 June 2018