Privacy Policy

The Royal Yacht Britannia Trust are committed to protecting and respecting your privacy. This policy together with our terms and conditions sets out the basis on which any personal data we collect from you, or that you provide to us shall be processed. Please read the following carefully to understand our views and procedures.

We keep this policy under regular review and it may change from time to time so please check this page occasionally to ensure that you are happy with the changes. By using our website, you are agreeing to be bound by this policy.

If you have any requests concerning your personal information or any queries with regard to the capture, storage and use of personal information or your rights, please contact us by email: enquiries@tryb.co.uk or telephone 0131 555 8800.

Privacy Policy Sections

  • Who we are
  • How do we collect information from you?
  • Automated decisions and Profiling
  • Who has access to your information?
  • Your choices
  • Right to Erasure
  • How you can access and update your information
  • Security precautions in place to protect the loss, misuse or alteration of your information
  • Use of Cookies
  • Links to other websites
  • Are you 16 or under?
  • Transferring data outside EU
  • How to complain

Who we are

We are The Royal Yacht Britannia Trust and our overriding objective is the dignified preservation, maintenance and education of the general public of The Royal Yacht Britannia.

We are a registered Scottish charity (no. SC028070) and company limited by guarantee (no. SC185443) and the principle address is The Royal Yacht Britannia Trust, Ocean Drive, Leith, Edinburgh, EH6 6JJ. We also have a subsidiary company Royal Yacht Enterprises (no. SC185472) who are bound by this privacy policy.

Our Data Protection Officer is Pete Rubie, The Royal Yacht Britannia Trust, Ocean Drive, Leith, Edinburgh, EH6 6JJ.

How do we collect information from you?

We collect information directly supplied by you and in some instances automatically. We collect information in the following ways:

Data Type

Collection Method

What is collected

Information Use

Processing bases

Retention

Donors

Completion of Gift Aid forms

Name

Address

 

Process gift aid claims from HMRC;

 

Legal obligation

7 Years

Annual Pass Holders

Completion of application forms

Name

Address

Email address

Telephone Number

Photograph

Carry out our obligations to annual pass holders;

Contract; Legitimate interests – We have a Legitimate intertest to process your personal data in order to fulfil the benefits of the annual pass and individuals should reasonably expect us to use their data in this way.

12 Months after membership lapses

Visiting Groups/Tour Guides

Incoming enquiries via email, telephone or letter

Name

Address

Email address

Telephone Number

 

Carry out our obligations arising from any contracts entered into by you and us;

Contract; Legitimate interests – We have a legitimate interest to process your personal data in order response to enquiries submitted and individuals should reasonably expect us to use their data in this way.

3 Years from last booking

Private and Corporate Event Customers

Incoming enquiries via email, telephone or letter

Name

Address

Email address

Telephone Number

 

Carry out our obligations arising from any contracts entered into by you and us;

Contract; Legitimate interests – We have a legitimate interest to process your personal data in order response to enquiries submitted and individuals should reasonably expect us to use their data in this way.

5 Years from last enquiry/ booking

Guests of Fingal

Booking accommodation,

Completion of manual check in forms, Incoming enquiries via email, telephone or letter

Name

Address

Email address

Telephone Number

Passport Number

Car registration

Credit/Debit Card details,

 

Carry out our obligations arising from any contracts entered into by you and us; Fulfil legal requirement; Protect your property

Contract; Legal obligation; Legitimate interests – If your car is parked within our property boundary we have a legitimate interest to process your personal data such as car registration in order to provide a secure location.

5 Years from last enquiry/ booking

Online

Purchasing ticket, product or making a donation

Competition entries

Submitting enquiries,

Booking accommodation

Name

Address

Email Address

Telephone Number

Information of visited webpages,

Passport Number on occasions,

Car registration

Process orders, reservations or donations you have submitted;

processing entries into a competition

respond to enquiries, requests or complaints you may have made;

analysis and statistical purposes;

Contract; Legal obligation; Legitimate interest – We have a legitimate interest to process your personal data in order response to enquiries submitted and individuals should reasonably expect us to use their data in this way.

Financial transaction information shall be retained for 7 Years. Any other data shall be retained for 12 months from last interaction

Onboard Activities

Competition entries

Completion of Feedback forms

Recording of CCTV

Name

Address

Email Address

Photographs

CCTV imagines

processing entries into a competition

entries into a competition;

seek your views or comments on the service we provide; marketing activities;

Security

Legitimate interests – We have a legitimate interest to process your personal data in order respond to enquiries or competition entiries submitted. We also process your personal data for safety and security by way of CCTV, processing such as this is for indicating possible criminal acts and/or threats to public security and constitutes a legitimate interest

6 Months;

CCTV images keep for 30 days;

Photographs

Photographs taken of visitors onboard Britannia

Biometric data (Photo’s)

Publish photo’s on our Website

Legitimate Interest – We have a legitimate interest to show visitors on our website in order demonstrate to other potential visitors what to expect. Individual’s may opt out of photo’s being taken at the time or request removal of any photo’s from our website by emailing enquiries@tryb.co.uk

1 year

Services Users

Wi Fi connection process

 

IP Address;

MAC address;

Details of data usage;

Details of websites visits;

analysis and statistical

Legitimate interests – we have a legitimate interest to process your personal data to monitor activity undertaken on our broadband connection to ensure no unlawful activity is being undertaken and to ensure the service we are offering is adequate.

12 months

E-newsletter and promotional offer subscribers

Clicking an electronic link or opting in while completing another data collection form

Email Address

send communications which you have requested and that may be interest to you. These may include news, information and special offers about our goods and services;

 

Consent

12 months from last opened email

Staff/

Recruitment

Completion of application forms

Submission of CV

Via recruitment agencies

Name

Address

Email Address

Telephone Number

Employment History

Salary

Medical Conditions

Criminal Convications

Review and progress recruitment;

Meet employers obligations;

Contract and Legal Obligation

Staff information is retained for 6 years after leaving employment;

Unsuccessful candidates information is kept for 6 months after recruitment process

3rd Party Providers

When you have expressly opted in to your details being passed to us by the selected 3rd party

Name

Email Address

Send one off introductory communication

Consent

6 months

Other

General enquiries via email, telephone, letter or social media

As provided and relevant to enquiry

respond to enquiries, requests or complaints you may have made;

Legitimate interests – We have a legitimate interest to process your personal data in order respond to enquiries to have submitted

12 months

Automated decisions and Profiling

We shall never use your information to make any automated decisions about you however we may use the information you have provided in order to ensure you receive the most relevant communications from us.

Who has access to your information?

We may disclose your information to any member of our group. We shall take all reasonable steps to keep your details secure and will never sell or share your details with 3rd parties for marketing purposes.

We may pass your information to Third Party Service Providers working on our behalf. This includes service providers, subcontractors and other associated organisations and is for the purpose of completing tasks and providing services to you such as processing orders and sending communications. When we use Third Party Service Providers, we disclose only the personal information that is necessary to deliver the service. We have written agreements in place that require our providers to keep your information secure and protected, prevents them using your data for their own benefit and to ensure that your data is only processed as directed by ourselves.

We would only release your personal information to third parties if you have specifically requested us to do so or the law requires us too. For example if a court order was received or for the purposes of preventing a crime.

Your choices

We respect your right of privacy, you have a choice about whether or not you wish to receive information from us. If you do not wish to receive direct marketing communications from us with news, information or special offers you have the choice by ticking the relevant boxes whenever you submit information to us. Your choice will not affect the service you receive and although you opt out of marketing communications you may still receive communications such as order confirmations and communications to allow us to facilitate your enquiry or complaint.

You can change what communications you receive or restrict the processing of your information at any time by clicking unsubscribe from any marketing email you receive or by contacting us by email: enquiries@tryb.co.uk or telephone 0131 555 8800.

Right to Erasure

You have the right to request the deletion or removal of your personal data where there is no compelling reason for its continued processing. This right can be enforced in the following circumstances:

  • The personal data is no longer necessary in relation to the purpose it was originally collected/processed
  • You withdraw consent for their data to be used
  • You object to the processing of data and there is no overriding legitimate interest for continuing to process the data
  • Your personal data was unlawfully processed based on its collection method
  • If the legal or contractual permitted use of personal data has lapsed i.e. if data is sourced from a 3rd party and the use is restricted to a timeframe or specific purpose

There may be some instances when a request for erasure can be refused such as if the data is required to comply with a legal obligation such as financial audits. In this instance, your information shall only be processed for the legally obliged purpose and removed when the information is no longer required.

How you can access and update your information

You have the right to request a copy of the information we hold about you which will be provided free of charge. Any such as requests must be made in writing via email at enquiries@tryb.co.uk, over any of our social media channels or in writing to:

The Royal Yacht Britannia

Ocean Drive

Leith

Edinburgh

EH6 6JJ

Wherever possible we shall provide a copy of your information in your preferred format however if this is not possible we shall ensure it is in a machine readable form. If requested by you and it is technically feasible we shall provide your information directly to another organisation.

The accuracy of your information is important to us so should you discover any inaccuracies please notify as soon as possible using the channel above and we will correct our records.

To protect your privacy and security, we will take reasonable steps to verify your identity before providing or correcting and information.

Security precautions in place to protect the loss, misuse or alteration of your information

We will take all steps reasonably necessary to ensure that any data collected from you is treated securely and in accordance with this privacy policy. Any sensitive information such as credit or debit card details are protected with 128/256 bit SSL encryption (Depending on your browser).

Unfortunately, the transmission of information via the internet is not completely secure and while we will do our best to protect your personal data, we cannot guarantee its security. Any transmission is done at your own risk.

In addition, we have security procedures in place to protect paper based systems and computerised databases from loss and misuse. Only authorised personnel, who require access to perform their role have access to this information and adhere to guidelines as to what use may be made of this.

Use of Cookies

We collect information about your general Internet usage by using a cookie file that is stored on the hard drive of your computer. They collect statistical data about your browsing actions and patterns and do not identify you as an individual. You may refuse to accept cookies by activating the setting on your browser, though this may mean you are unable to access certain parts of our site.

For more information on Cookies please see our Cookie Policy.

Links to other websites

Our website may contain links to other websites run by other organisations. This privacy policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access via links from our website.

In addition, if you linked to our website from a third party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third party site.

Are you 16 or under?

We do not knowingly send any marketing communications to anyone under the age 16. When subscribing to receive communications from us you are acknowledging that you are over the age 16.

If you are under 16 and wish to purchase a ticket or product please seek permission from your parent or guardian before providing your details.

Transferring data outside EU

We always aim to store and maintain your data within the EU however there may be occasions when this is not possible. By way of an example, this may happen if one of our service providers experience technical difficulties and are required to transfer data to a server located in a country outside of the EU. If this was to happen appropriate security measures shall be taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this policy.

In addition, if you use our services while you are outside of the EU, your information may be transferred outside of the EU in order to provide you with those services.

How to complain

If you have a complaint about how we use your information or this privacy policy please contact us by email: enquiries@tryb.co.uk or telephone 0131 5558800. If you are unsatisfied with the outcome of your complaint you can contact the Information Commissioner’s Office at the following address:

Information Commissioner's Office
45 Melville Street
Edinburgh
EH3 7HL

Tel: 0303 123 1113

Email: scotland@ico.org.uk

Alternatively, you can have a Live Chat at: https://ico.org.uk/global/contact-us/live-chat

Royal Yacht Britannia, Privacy Policy.

14th May 2018

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