DATA PROTECTION POLICY
I. OUR ORGANIZATION
YoungShip Cyprus forms one of the departments of YoungShip International, operating in the Republic of Cyprus. YoungShip Cyprus was founded in 2012 and is a professional non-profit organization for young people working within the global maritime industry. The International YoungShip network today, counts more than 3000 individual members in Norway, Cyprus, Greece, Belgium, Denmark, Singapore, England, UAE, Sweden, Finland, Italy, The Netherlands, America, Germany, Nigeria, France, Spain and Tanzania.
Young people up to the age of 40 who work in the wider field of shipping and maritime offshore industry, have the opportunity to register as members of YoungShip Cyprus.
The main objectives of YoungShip Cyprus are:
- To promote dialogue and exchange of ideas and experiences, cooperation among its members, but also with the wider maritime community, government agencies and organizations in Cyprus and abroad engaged in the shipping industry.
- Continuous education and training of members of the maritime industry through professional seminars, lectures and discussions on further development of the new generation of interest in entrepreneurship, environmental developments and innovations in the field of shipping.
- To encourage members to develop ideas, implement projects and initiatives with a view to wider development of shipping in Cyprus and the active presence of members as young professionals in the global maritime community
In order to improve the services which are provided to our members, YoungShip Cyprus collects several personal data. Under its capacity as Data Controller, YoungShip Cyprus defines all the procedures, means and purpose of processing personal data in accordance with the requirements of the relevant European Legislation on Personal Data (General Data Protection Regulation - Regulation 2016/679).
In particular, it is required to facilitate the data subject whenever the latter wishes to exercise its legally and institutionally protected rights. Some of the subject's most fundamental rights are those of information, access, rectification, erasure, restriction of processing, portability, and object.
The main importance of these rights is as follows: the data subject has the inalienable right to know not only that personal data are being collected and processed, but also which they are. It has the possibility to request the rectification of inaccurate data and their updating. It also has the right to request the erasure of data, with respect to certain conditions. In particular, it may take such action when, for example, the data are no longer necessary or when the data subject has withdrawn its consent or the processing of data is illegal. In all these cases, the person claims damage to his personality.
This Policy applies regardless of whether you access our site through your personal computer, mobile device, or any other technology or device. For any questions, please contact YoungShip Cyprus’s Data Protection Officer through the following email address: firstname.lastname@example.org (see contact details of the Data Protection Officer below).
III. JOINT DATA PROTECTION OFFICER AND RELATION WITH THE DATA CONTROLLER
It is underlined that in all cases where YoungShip Cyprus enters into agreements with either: academic institutions or other organizations / unions / bodies, all parties are considered as “joint controllers”. In addition, YoungShip Cyprus may delegate to third parties (natural or legal) certain tasks on its behalf. In this case, the third person becomes "data processor". In any case, YoungShip Cyprus takes all the appropriate measures in order to protect and process legally the personal data (i.e. written contracts with explicit assignment of responsibilities, etc.)
Β. CATEGORIES AND USE OF COLLECTED DATA
Purpose of data processing
Possible consequences of failure to provide personal data
Legal basis for processing
Registering as a member of the organization
Required personal identifying information e.g. full name, address, company of employment, date of birth, contact details such as email and phone number, statement of consent
Failure to register as member
To ensure that our members are eligible for membership
Communication with members to provide information about seminars and upcoming events of the organization
Contact details (name, address, telephone, e-mail address)
Communication with members to settle financial obligations/issues, i.e. membership fees
Personal Identification data
Legal obligation / contract execution
Submission of member’s data to partner organizations (such as academic institutions, foundations or professional organizations) for scholarship purposes
Insufficient communication / poor co-operation
Legal obligation / consensus
C. DISCLOSURE OF PERSONAL DATA
YoungShip Cyprus will not assign, disclose, transfer or sell your personal information to any third person / organization / entity in a manner different from that described in this Policy. However, we reserve the right to disclose your personal information to third parties:
3.1 In case of compliance with any legal or regulatory obligation.
3.2 In order to cooperate with law enforcement agencies to enforce laws and to investigate and prosecute illegal activities, frauds, property damage.
3.3 We will not disclose your personal data to third parties outside the European Union, in countries where there is no secure data protection regime. However, if such a transfer of data is required, it will be done in accordance with the necessary safeguards laid down by European legislation (Regulation 2016/679) and following previous cooperation with the national supervisory authority for the protection of personal data, namely the Office of Personal Data Protection Commissioner of the Republic of Cyprus.
D. TIME LIMIT OF DATA STORAGE
4.1 Your data will be stored for a certain time, with absolute respect to the purpose for which data were collected, in accordance with the principles of data minimization and storage limitation.
Based on those principles, your data will be retained for as long as your membership with YoungShip Cyprus is in force. Once your membership expires, or should you no longer wish to be a member of YoungShip Cyprus, we will aim to erase all your personal data immediately, at the latest, 6 months following the termination of your membership.
Members’ data, provided with their explicit consent, are stored for a period of one year, subject to the legal exercise of data subject's rights (information, access, rectification, erasure, restriction to processing, object). After one year, their data are deleted. It should be noted that YoungShip Cyprus takes every appropriate to protect and process that data in a secure way.
In addition, we align the retention of your data with possible variations resulting from the exercise of your rights to the protection of your personal data.
E. DATA STORAGE
Data of members of YoungShip Cyprus are reserved and stored under the sole supervision of the Organization’s Board. Access to such data may be granted by the Organization’s board to administrative officers and/or employees of the Organization, during the performance of their duties.
F. RIGHTS OF PROTECTING YOUR PERSONAL DATA
6.1 At any time while we maintain or process your data, you retain the following rights and you may submit a request through your personal account:
- Right to information - you have the right to know that personal data are collected and processed.
- Right of access - you have the right to access the personal data we hold for you
- Right to rectification - you have the right to correct inaccurate or incomplete data that we hold for you.
- Right of erasure - You may request that the data we hold for you shall be deleted and we are obliged to satisfy your request in specific cases when the law allows us.
- Right to restriction of processing - You have the right to obtain from the controller restriction of processing with respect to certain conditions, such as where the accuracy of the personal data is contested by the data subject, for a period enabling the controller to verify the accuracy of the personal data or where the processing is unlawful.
- Right to data portability - You have the right to request that the data we hold for you, be transferred to another organization.
- Right to object - you have the right to object to processing of your personal data, unless the controller demonstrates compelling legitimate grounds for the processing which override the interests, rights and freedoms of the data subject or for the establishment, exercise or defense of legal claims.
6.2 We will evaluate your request and respond to you about its progress (approval of a request, partial approval of a request, rejection of a request) as soon as possible and in any case within ten (10) days of its submission.
6.3 If your requests are repeated or require disproportionate technical efforts or may affect the privacy of third parties, we may either reject them as unfounded or demand a reasonable fee. In any case, the answers to your requests from YoungShip Cyprus will be reasoned and communicated to you (either in print or electronically)
6.4 You have the right to submit a complaint directly to the National Personal Data Protection Supervisory Authority and YoungShip Cyprus’s Data Protection Officer.
G. UPDATING PERSONAL DATA
7.1 Beyond exceptional circumstances, you may check, update or delete some personal information.
7.2 If you want to end your membership or your relationship with YoungShip Cyprus, you can also contact the Board directly. We will comply with such requests unless we have a legal obligation or a legitimate interest in not deleting the data.
8.1 YoungShip Cyprus shall take every necessary and appropriate measure in order not only to protect your personal data but also to prevent or minimize any harm to them. Those measures are compatible with modern best practices and the requirements of European legislation. The methods of pseudonymization and cryptography are reported as typical examples. Of course, YoungShip Cyprus apply supplement methods to protect personal data, such as the creation of strong security codes, tracking and controlling operations under legal conditions, and strict adherence to a policy of confidentiality. All of these actions intend to prevent data from misuse, unauthorized access or disclosure, loss, alteration or destruction.
I. ADVERTISING MESSAGES.
9. The sending of advertisements and newsletters by any manner (either via electronic form or in print) for Training Programs, Activities and Upcoming Events of the organization, is only made upon free and explicit consent of the data subject.
I. CHANGES IN DATA PROTECTION POLICY
10.1 Given the flexibility of the needs of YoungShip Cyprus, as well as the evolution of the legal regulatory framework, YoungShip Cyprus's Data Policy is subject to regular review and constant updating while providing optimal protection of your personal data. Any updates will be communicated to you via the existing website or by mail or electronic communication, based on the contact details you have given.
K. DEFINITION OF DATA PROTECTION - COMMUNICATION
11.1 In accordance with the requirements of European law (Regulation 2016/679, article 37), we inform you that YoungShip Cyprus has appointed as Data Protection Officer: Ms. Irene Elia, legal advisor of the Board of the organization, for a period of one year.
If at any time you believe we are not complying with the provisions established in this Policy or if you have any other matter related to data protection, please contact the Data Protection Officer through the contact details below.