At the Merchant Navy Welfare Board (MNWB), we’re committed to protecting and respecting your privacy.
This policy explains when and why we collect personal information about people who visit our website, how we use it, the conditions under which we may disclose it to others, how we keep it secure, and what your rights are.
Please note that you do not have to provide personal information to use most of this website. However, if you wish to use certain services such as the ability to send us your questions and comments you will need to provide certain personal information.
By using the MNWB website, social media pages or providing your information you consent to our collection and use of the information you provide in the way(s) set out in this policy. If you do not agree to this policy please do not use our site, social media pages or services.
We may make changes to this policy from time to time. If we do so, we will post the changes on this page and they will apply from the time we post them. This policy was last updated on 12 October 2022.
Any questions regarding this Policy and our privacy practices should be sent by email to DPO@mnwb.org.uk or by writing to the Data Protection Officer, MNWB, 8, Cumberland Place, Southampton, Hampshire, SO15 2BH. Alternatively, you can telephone 02380 337799.
Who are we?
The MNWB, established in 1948, coordinates welfare work as an ‘umbrella’ charity, among the merchant seafarers and fishing charities in the United Kingdom and Gibraltar. We are dedicated to supporting the provision of quality welfare services for merchant seafarers and their dependants. The MNWB is a registered charity (no. 212799) and company limited by guarantee (no. 453053). The registered address is 8, Cumberland Place, Southampton, Hampshire. SO15 2BH. We have over 40 Constituent members which include maritime charities and organisations providing financial support to individuals and families, accommodation, advocacy and port-based welfare.
What is personal data?
Personal data is information that can be used to help identify an individual, such as name, address, phone number, IP or email address.
What information we collect and why?
This policy applies to the MNWB website, our use of emails and any other methods we use for collecting information. We obtain information about you when you use our website, for example, when you contact us about products and services, to leave a legacy, to register for a training course. It covers what we collect and why and what we do with the information.
- We collect information that is either personal data (as outlined above) or non-personal data (pages accessed etc.)
- We collect information to provide services or goods, to provide information, to our constituent members
- We only collect the information that we need or that would be useful to us in our quest to provide the best possible service
- We do our very best to keep personal information secure, including SSL technology (secure server software) wherever we collect personal data online
- We never sell your data and we will never share it with another company or charity for marketing purposes
- We only share data where we are required by law or with carefully selected partners who do work for us
- We will only retain your data for as long as it is required
We may collect information about you whenever you interact with us, for example when you:
- fulfil your requests – such as provision of information
- communicate with us
- take part in one of our events (training/conferences/committee meetings)
- attend a meeting with us and provide us with information about you
- contact us through the following channels: online, email, phone, SMS, social media or post
- prevent or detect fraud or abuses of our websites and enable third parties to carry out technical, logistical or other functions on our behalf
- provide information relating to any legacies you make
- post content to our website/social media sites (including Facebook)
- provide information to us for subscribing to our website services (such as signing up for a training course, use of our services, events calendar, email notifications)
- use Social Media: Depending on your settings or the privacy policies for social media and messaging services like Facebook and Twitter, you might give us permission to access information from those accounts or services
Sharing your information
We will only share your information if:
- We are legally required to do so, e.g. by a law enforcement agency legitimately exercising a power or if compelled by an order of the Court
- We believe it is necessary to protect or defend our rights, property or the personal safety of our staff or visitors to our premises or website
How can you manage your cookie preferences?
Using your browser settings in, for example, Internet Explorer, Safari, Firefox or Chrome, you can set which cookies to accept and which to reject. Where you find these settings depends on which browser you use. Use the “Help” function in your browser to locate the settings you need.
Most browsers allow you to reject all cookies, whilst some browsers allow you to reject just third-party cookies. For example, in Internet Explorer you can refuse all cookies by clicking “Tools”, “Internet Options”, “Privacy”, and selecting “Block all cookies” using the sliding selector. Blocking all cookies will, however, have a negative impact upon the usability of many websites.
If you choose not to accept certain cookies, you may not be able to use some functions on our website. And opting out of an online advertising network does not mean that you will no longer receive or be subject to online advertising or marketing analysis. It means that the network from which you opted out will no longer deliver ads tailored to your web preferences and browsing patterns.
- to the extent that we are required to do so by law;
- in connection with any legal proceedings or prospective legal proceedings;
- to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk).
Security of your personal information
We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information. Of course, data transmission over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet. We will keep your information only for as long as we need it to provide you with the services or information you have required, to administer your relationship with us, to inform our research, to comply with the law. When we no longer need information, we will always dispose of it securely, using specialist companies if necessary to do this work for us.
How long personal data is stored?
We review our retention periods for personal data on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations. We will hold personal data on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.
Who has access to personal data?
Only MNWB employees are granted access to personal data. This is ensured using strict operational processes and procedures.
Staff are trained on security systems and relevant processes and procedures which are reviewed regularly for ongoing effectiveness and suitability for purpose. All employees are kept up-to-date on the MNWB security and privacy practices. Employees are notified and/or reminded about the importance we place on privacy, and what they can do to ensure that personal data is protected.
Personal information provided via the MNWB’s portals is secured using Secure Socket Layer (SSL) server and is encrypted before being transmitted. Secure pages have a lock icon or key on the bottom of web browsers such as Microsoft Internet Explorer, information supplied by you on these webpages is securely stored and can only be accessed for the purposes for which it was provided.
All IT systems are kept in a secure environment with appropriate access control. We are audited on a regular basis by various independent security companies, plus internal audits.
What we do not do with your information
We will not sell or rent your information to third parties.
The Data Protection Act 2018 (DPA 2018) controls how your personal information is used. To indicate the UK’s status outside the European Union (EU), it was amended on 01 January 2021 by regulations under the European Union (Withdrawal) Act 2018. The DPA 2018 sits alongside and supplements the UK General Data Protection Regulation (UK GDPR) and gives you certain rights over your data and how we use it. These include:
- the right in certain circumstances to have inaccurate personal data rectified, blocked, erased or destroyed
- the right to prevent your data being used for direct marketing
- the right of access to a copy of the information we hold about you (known as a subject access request)
This legislation has been put in place to give you a clearer understanding of how and why your data is collected, how it is stored, for how long and how it is disposed of. It also includes information as to when and how your information might be shared with others.
If you wish to exercise any of these rights, please contact the MNWB Data Protection Officer in writing at MNWB, 8, Cumberland Place, Southampton, Hampshire, SO15 2BH or by emailing DPO@mnwb.org.uk. For more information about your rights under the UK GDPR go to the website of the Information Commissioner’s Office at www.ico.org.uk
Links to other websites/from other websites
16 or under
We are concerned to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ please get your parent/guardian’s permission beforehand whenever you provide us with personal information.
Social media sites
Other people’s data
Some of the services we offer allow you to provide the personal data of other people (e.g. tagging people on photos on social media). Before providing anyone else’s data please ensure they are happy for you to do so and under no circumstances must you make public another person’s home address, email address, or phone number.
If your complaint has not been resolved, you can also contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF
This version is dated 12/10/21. Please check this policy periodically to ensure you are happy with any changes made to our policy.