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  1. Privacy and cookies

Privacy and cookies

1. Who is responsible for your data

Our Privacy Policy applies to the personal data that BIMCO and BIMCO Informatique A/S collects and uses.

References in this Privacy Policy to “BIMCO”, “we”, “us” or “our” mean BIMCO and BIMCO Informatique A/S (Both registered in Denmark with registration no 62480610 and 12102690 and registered office at Bagsvaerdvej 161, 2880 Bagsvaerd, Denmark).

BIMCO controls how your personal data is collected and the purposes for which we use your personal data. BIMCO is the “data controller” for the purposes of the Danish Data Protection Act or the Regulation (EU) 2016/679 of 27 April 2016 (the GDPR) when the regulation comes into effect. 

2. Personal data we collect about you

When using the term “personal data” in our Privacy Policy, we mean information that relates to you and allows us to identify you, either directly or in combination with other information that we may hold. Your personal data includes, for example, your name, your contact details or information on how you use our website, or data from when you interact with us.

We collect some personal data from you, for example when you work with BIMCO’s IDEA, BIMCO SmartCon, use our website, use our services or simply contact us. We may also receive your personal data from our suppliers who provide services to you on our behalf (for example when you provide feedback on our services).

For more information on the parties who may share your personal data with us, please see section 8 below.

Categories of data we collect

We may collect and process the following categories of information about you: 

Categories of personal data processed When do we process the personal data mentioned? Which legal basis do we rely on for processing your personal data?
 Your name and surname and your contact details
(email address, job title, telephone number and postal address)
Login name and password		 When you create an account on our website

When you interact with one of our staff

When you order or use one of our products		  We base the processing on our legitimate interest in running our daily business and being able to provide you with our services.

When you order or use one of our products, our processing is based on us being able to fulfil the purchase agreement or service order with you.
Information about your course or event bookings, if you require special assistance or if you have specific dietary requirements.  When you book or manage your participation We base the processing on our legitimate interest in running our daily business and being able to provide you with our services. Insofar as we receive any sensitive information from you, e.g. information on your health or religion, our processing will be based on consent, which we will ask you to provide upon receiving the information.

In respect of your ordering of courses and events we may also process you information based on us being able to fulfil the agreement with you for delivering these services.
Your public C.V. profile covering the professional part. When you act as a speaker or teacher on a BIMCO event We base the processing on our legitimate interest in being able to inform our customers/members of your credentials relevant to the event you are speaking or teaching at.
Information about your use of our contracts and related transactions When you use IDEA or SmartCon We base the processing on our legitimate interest in running our daily business and being able to assess how our products are used.
Records about your role as personal assistant, staff updater, company updater, fleet updater or enterprise updater for colleagues. When you conduct business on behalf of others We base the processing on our legitimate interest in running our daily business in the most efficient way.
Information about your transactions, including your payment card details When you purchase BIMCO products or services We base the processing on us being able to fulfil the purchase agreement or service order with you.
Your communications with us (for example, your emails, letters, telephone calls, or your messages on our online chat service) When you contact BIMCO or you are contacted by BIMCO We base the processing on our legitimate interest in running our daily business and being able to provide you with our services.
Pictures or videos taken at BIMCO events which may include you. When you participate in a BIMCO event or class We will base the processing on consent, which we will ask you to provide if relevant.

In certain circumstances, we may however base the processing on our legitimate interest, if the pictures or videos are of a situational character and does not specifically depict you.
Your posts and messages on social media directed to BIMCO When you interact with us on social media We base the processing on our legitimate interest in running our daily business and being able to provide you with our services.

We ask that you do not disclose sensitive information such as health information in messages on our social media platforms. If you do so anyhow, we reserve the right to delete such information from our platform, unless we have a legal basis such as your consent to process the information.
 Your feedback When you reply to our requests for feedback or participate in our customer surveys We base the processing on our legitimate interest in running our daily business and being able to provide you with our services.
Your BIMCO Notifications choices When you choose to provide this information on your account or through managing your preferences We base the processing on our legitimate interest in running our daily business and being able to provide you with our services.
Information about how you use our websites, from where you access it and what system you use when accessing it When you navigate to and on our websites including www.shipping-kpi.org We process this information based on your consent, which we ask you to provide when entering our websites.
Information that relates to your BIMCO membership (for example if you are a member of one of our committees) When you obtain, renew or cancel an official BIMCO title We base the processing on our legitimate interest in running our daily business and being able to provide you with our services.
Historic data like official BIMCO titles When you no longer hold an official BIMCO title, for example past BIMCO president We base the processing on our legitimate interest in being able to document BIMCO’s history.

Sensitive personal data

In the course of providing services to you we do not collect sensitive data, unless you have provided us with information on your need for special assistance or dietary requirements and such information reveals health information about you. In such case, we will seek your consent before we process any such information electronically.

3. How and why we use your personal data

We use your personal data for the following purposes:

  • To provide professional services to you
    When you ask for advice, participate in our training classes or events or when you use our website or products to ex. edit contracts or enter quarterly kpi figures, we use your information to perform our services in relation to you or those products. For example, to answer an enquiry, to issue an invoice, to determine who created a contract or to issue an exam certificate.
  • To communicate with you and manage our relationship with you
    Occasionally we may need to contact you by email or phone for administrative or operational reasons, for example in order to send you information related to your membership of the organisation, invoices, confirmation of bookings and payments, or to notify you of disruptions to online services.

    Please be aware that these communications are not made for marketing purposes and, as such, you will continue to receive them even if you opt-out of receiving marketing communications from BIMCO.

    We will also use your personal data if we contact you after you have sent us a request, filled in a web-form through our website or contacted us on social media.

    Your opinion is very important to us, so we may send you an email to seek your feedback.

    We will use your communications with us and the feedback you may provide in order to manage our relationship with you as member or customer and to improve our services and experiences for members and customers.
  • To personalise and improve your customer experience
    We may use your personal data in order to tailor our services to your needs and preferences to provide you with a personalised customer experience. For example, if you inform us about your role in shipping and have consented to receive marketing communications we will be able to send you offers relevant to your part of the business.

    We may also collect information on how you use our website, which pages of our website you visit most, which contracts you use and what products you buy, in order to understand what you like.

    We may use this information to tailor the content and offers that you see on our website and, if you have agreed to receive marketing communications, to send you relevant messages that we think you may like.
  • To inform you about our news and offers that you may like 
    If you have given us your consent to receive marketing material, we may send you marketing communications, for example when you create an account on our website or show interest in a product or have been in dialogue with us.

    You can request us to send you news and marketing communications by managing your preferences in your account.

    If you are happy to receive marketing communications, we will provide you with news from us such as new publications, products or events.

    In addition, as members, you will receive information relevant or related directly to your membership of BIMCO. Such information is not considered news or marketing and will be sent to the appropriate persons in your company.

    Please note that we do not share your contact details or other personal data with other companies for marketing purposes, unless we have first obtained your written consent to do so.

    If you do not want to receive marketing communications from us, you can simply tell us so by clicking the relevant box on our website https://www.bimco.org/.

    You can also choose to opt out from receiving marketing communications at any time, by clicking on the relevant unsubscribe link at the bottom of any marketing related email you may receive from us.

    If you have a BIMCO web account, you can easily manage your news and marketing preferences through your “My Account” and you can at any time opt out from receiving marketing communications.
  • To improve our services, fulfil our administrative purposes and protect our business interests
    The business purposes for which we will use your information include, but are not limited to, accounting, billing and audit, credit or other payment card verification, fraud screening, safety, security and legal purposes, statistical and marketing analysis, systems testing, maintenance and development of our products and services.

4. Your rights

You have certain legal rights under EU data protection legislation, which you can enforce against BIMCO. Set forth below is a summary of these rights. For complete information regarding your rights, please see the General Data Protection Regulation (Regulation (EU) 2016/679), sections 3–5.

  • Right of access. You are entitled to be informed as to whether BIMCO is processing personal data about you. If we are, you are entitled to information regarding, among other things, which personal data we are processing, the purposes of the processing, which external recipients have access to your personal data, and how long we save your personal data.
  • Right to data portability. You have a right to receive a copy of the personal data which you have provided to BIMCO, in a structured, commonly used, and machine-readable format. You also have the right to require that BIMCO transfers this personal data to another controller of personal data. The right to data portability applies to personal data which is processed in an automated manner and which is based on your consent or on an agreement to which you are a party.
  • Correction of erroneous data. You have a right to require that BIMCO corrects erroneous or incomplete information about you.
  • Deletion of certain data. You have a right to require BIMCO to delete your personal data under certain circumstances, for example where the personal data is no longer necessary for the purpose for which we collected it.
  • Right to object to BIMCO’s processing of personal data. You have the right, under certain circumstances, to object to BIMCO’s processing of your personal data.
  • Right to object to direct marketing. You have the right at any time to object to BIMCO processing your personal data for direct marketing purposes. If you object to such processing, BIMCO must discontinue all direct marketing to you without undue delay.
  • Right to restrict the processing of your personal data. You have the right to require BIMCO to restrict its processing of your personal data in certain circumstances. For example, if you have denied that your personal data is correct, you can request a restriction on the processing during a period of time which allows BIMCO to verify whether the personal data is correct.
  • Right to withdraw consent. If our processing is based on your consent, you have the right to withdraw your consent to our processing of your personal data at any time. Such withdrawal does not affect the lawfulness of our processing based on your consent before its withdrawal.
  • Complaints. If you have any complaints regarding the BIMCO’s processing of your personal data, you are entitled to file such complaints with the Data Protection Authorities.

If you have questions in relation to your personal data or would like to submit a request for an extract from the register, data portability, correction, deletion, objection, restriction or withdrawal of consent, please contact us at: privacy@bimco.org.

5. Security of your personal data

We are committed to taking appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to personal data that we process about you. When you provide your personal data through our website or online services, this information is transmitted across the Internet securely using high-grade encryption.

Furthermore, BIMCO is a PCI DSS (Payment Card Industry Data Security Standard) compliant organisation. This means that we adhere to high security standards in order to protect your payment card details when you are providing this information.

As described in this Privacy Policy, we may in some instances disclose your personal data to third parties. If BIMCO discloses your personal data to a third party, we require that third party to have appropriate technical and organisational measures in place to protect your personal data.

The information that you provide to us will be held on hosted systems not owned by us, which are located in premises of an appointed third party within the EU. We may also allow access to your information by our subcontractors who act as data processors on our behalf for the purposes described in this Privacy Policy or for other purposes approved by you.

6. For how long we process your personal data

We will retain your personal data for as long as we need it in order to fulfil our purposes set out in this Privacy Policy.

We may also save your personal data for a longer period of time where necessary in order to fulfil a legal obligation which requires processing by law or in order for us to be able to establish, enforce, or defend against legal claims.

7. Cookies or other tracking technologies

In order to improve our services and to provide you with more relevant content and to analyse how visitors use our website, we may use technologies, such as cookies, Vertical Response, Sitecore EXM, Microsoft Security Graph or tracking software. A cookie is a small text file, which is stored on your computer in order to recognize your computer at recurring visits. A cookie cannot retrieve information from your computer and cannot carry any virus or other damaging files.

For example, we use software to monitor customer traffic patterns and website usage to help us develop the design and layout of the website to enhance your experience when visiting our website. In addition, to understand how members and customers interact with the emails and the content that we send, we use Vertical Response or Sitecore EXM which tells us if the emails we send are opened or if links are followed.

The cookies and tracking technologies used on BIMCO’s websites are placed by BIMCO itself and  will not be disclosed to third parties.

BIMCO’s website only uses cookies for the purpose of enabling auto-login to our website. The information is encrypted and does not contain any personal information. It is mandatory to use cookies in order to auto-login, but voluntary whether you want to enable this feature or not. We rely on your consent for placing cookies on your computer, which you provide by clicking the “I agree to BIMCO’s cookie policy” tic box when you login to our website.

The Shipping KPI website use session cookies to  hold temporary information about the user and preference cookies storing user choices (last selected fleet, last selected KPI version, last selected quarter, last visited KPI profile, secondary KPIs to be displayed etc.)

Insofar as the tracking technologies that we use collect personal data such as your IP-address, we rely on our legitimate interest as the legal basis for such processing. The legitimate interests we pursue in this regard is to help us understand how users of our website navigate on our site in order to develop the design and layout and enhance the user experience for visitors of the website.

You can at any time remove the cookie created via BIMCO's website. To remove, follow your browser's guide to disable or delete cookies. Session cookies only live for the duration of your session. You can at any time delete your Shipping KPI preference cookie with the downside of being constantly prompted during the use of the product.

8. Sharing your personal data

Your personal data may be shared within BIMCO and BIMCO Informatique A/S. 

We may also share some of your personal data with, or obtain your personal data from, the following categories of third parties:

  • Suppliers providing services to us in order to help us run our business. If applicable, we share the minimum personal data required with the companies mentioned below who assist us running the services that we provide to you. These recipients are only entitled to process your personal data on behalf of BIMCO while performing a service for BIMCO.

    The services are BIMCO’s IDEA, BIMCO SmartCon, BIMCO Shipping KPI, BIMCO eLearning and BIMCO Training.

    BIMCO takes all reasonable legal, technical and organizational measures in order to ensure that your data is handled securely and with an adequate level of protection when transferring to, or sharing with, such selected third parties. The third parties assisting us with providing the above list of BIMCO services are:
    • Microsoft Cloud services (IDEA or SmartCon)
    • Hosters.com (IDEA)
    • SOFTimpact Ltd. (Shipping KPI)
    • Amazon cloud services (Shipping KPI)
    • Docebo (eLearning)
    • Institute of Chartered Shipbrokers (eLearning)
    The personal data that we transfer to the above suppliers varies depending on the kind of product or service we deliver to you as specified in the brackets. In most instances the above mentioned suppliers will have their own set of Terms of Use detailing the types of personal data stored by the supplier in the respective system. Those suppliers who do not have their own Terms of Use will be limited to processing the following types of information:
    • Your name and contact details
    • Course or event bookings
    • Need for special assistance
    • Dietary requirements

    BIMCO has entered into written data processing agreements with all of the above mentioned suppliers, in order to protect your personal data. To the extent your data is transferred to a country outside the EU/EEA, such transfer will be based on the Commissions Standard Contractual Clauses, 2010/87/EU.

    • Teachers who help us run our business. BIMCO shares some of your personal data, which includes information about testing and examination with the teachers hired to run our classes. For each teacher we have signed agreements ensuring they comply with this Privacy Policy.
    • Credit and debit card companies. BIMCO shares some of your personal data, which includes information about your method of payment to the service provider used for processing the payment.
    • Authorities. We may disclose your personal data when this is required by the law of any jurisdiction to which we may be subject unless this is expressly prohibited by EU Member State law or the law of an EU country to which BIMCO is subject.

    9. Transfers of personal data outside of the EU/EEA

    Your personal data will be processed primarily within the EU/EEA, but also processed  by staff of our subsidiaries in Singapore and China.

    10. Updates to our Privacy Policy

    We may make changes to this Privacy Policy from time to time, including as part of the new European data protection legislation which will start to apply on 25 May 2018 (the “General Data Protection Regulation”) - we will update this Privacy Policy and publish any new edition on our website.

    11. Contact information

    Questions, comments and requests regarding this Privacy Policy are welcomed and should be addressed to privacy@bimco.org.