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 the ways 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 7 below.

Categories of data we collect

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

Your name and surname and your contact details
(email address, telephone number and postal address) 

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

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
Your public C.V. profile covering the professional part When you act as a speaker or teacher on a BIMCO event
Information about your use of our contracts and related transactions When you use IDEA or SmartCon
Information about personal assistant, staff updater, company updater, fleet updater or enterprise updater for colleagues When you conduct business on behalf of others
Information about your transactions, including your payment card details When you purchase BIMCO products or services
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
Pictures or videos taken at BIMCO events which may include you When you participate in a BIMCO event or class
Your posts and messages on social media directed to BIMCO When you interact with us on social media
Your feedback When you reply to our requests for feedback or participate in our customer surveys
Your BIMCO Updates choices When you choose to provide this information on your account or through managing your preferences
Information about how you use our website, from where you access it and what system you use when accessing it  When you navigate to and on our website
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
Historic data like official BIMCO titles When you no longer hold an official BIMCO title, for example past BIMCO president
Sensitive personal data

In the course of providing services to you we do not collect sensitive data. 

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, 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 the 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 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
    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.

    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. 

4. Requesting access to your personal data

You have a right to request access to the personal data that we hold about you.

If you have questions in relation to your personal data, 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 unauthorised or unlawful processing and against accidental loss, destruction or damage to personal data. 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 other third parties who act for us for the purposes described in this Privacy Policy or for other purposes approved by you.

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 and in order to comply with the law.

6. 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. 

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.

BIMCO’s website only uses cookies for the purpose of enabling auto-login to our site. The information is encrypted and does not contain any personal information. It’s mandatory to use cookies in order to auto-login, but voluntary whether you want to enable this feature or not.

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.

7. 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.

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

    BIMCO carefully selects the suppliers who process your personal data on our behalf and we require that they comply with high security standards for the protection of your personal data. The third parties involved in 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)
    • Kongreskompaniet (physical courses or events)
    The data we supply depends on what product or service you use from us. Most of the above products have their own set of Terms of Use detailing what personal data is being stored on the respective systems. Those without Terms of Use are limited to data described in the first 2 rows under “Categories of data we collect”.
  • 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.

8. 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.

9. Contact information

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