OCEAN's Privacy & Data Protection Policy

This privacy statement explains the reason for the processing, the way OCEAN collects, handles and ensures protection of all personal data provided, how that information is used and what rights you may exercise in relation to your data (the right to access, rectify, block etc.). OCEAN is committed to protecting and respecting your privacy.

1. How does the OCEAN collect personal data?

We may collect information about you:

• directly from you, such as the information you provided to us to get some information; exchange of views;
• from other sources, such as your employer or colleagues;
• from publicly available sources such as LinkedIn or the corporate website of the organization you are working for.

2. Why do we process your data?

OCEAN collects and uses your personal information to organise and manage meetings and information circulation.
 

3. Legal Basis

The legal basis for OCEAN to process your personal data with respect to our Mailings:

• When it is based on a contract with OCEAN (For ex. For members/employees): our contractual obligation
• For policy makers in charge of OCEAN issue of interest, partners in the food chain, providers: our legitimate interest
• For authorities: legal obligations
• For the Newsletter: your consent (for those who are not a member)

The processing operations on personal data linked to the organisation and management of meetings/workshops/events/etc. is necessary for the management and functioning of OCEAN, as mandated by the OCEAN Rules of Procedure.

4. Which data do we collect and process?

The personal data collected and further processed are:

Personal data:	Purposes:
Name, surname, initials	To correctly address our Mailings
Address (business)	To contact you
Position or profession	To correctly address you and to customize
	our Mailings
Title(s)	To correctly address you
email address	To contact you and send you the Mailings
Telephone number, mobile or facsimile	To contact you
number
Gender	To correctly address you
Company or organization	To reflect your company or organisation on your name
	badge and to link you to our business relation
Areas of interest	To include you on the correct mailing lists
	To monitor the correctness of sent Mailings and the
(previous) mailings you have been sent by us	use of the correct contact details and to analyse our
	Mailings
	To adapt the menu that we may offer during our
Dietary requirements when a lunch/dinner is	events.
organised	To be kept until two months after the event, with an
	exception for members/partners attending regularly
	To correctly register and follow-up any opt-in or opt-
	out that you have indicated to us, in order to ensure
Opt-in/opt-out for the newsletter	our Mailings are customised to your expressed wishes
	and to ensure that you no longer receive undesired
	Mailings
For Members: password to our website	To allow the access to the intranet
CVs of:	- To allow the presentation of the speakers when
- speakers to our (co)event / meetings /	promoting the event
seminars / Board meetings	- To comply to the request
- of experts representing OCEAN in some
meetings
For registrations of experts to meetings
taking place inside the EU institutions, for the	To allow experts to attend the meetings. Requests for
security purpose of these EU Institutions:	security purposes of the places where the
ID numbers; date of expiry of ID; date of birth	meetings/event take place
and nationality of participants
For applicants: Personal details, CV, cover	To recruit new collaborators/trainees.
letter	To keep one year or more if consent received

5. Analytics and advertising

Matomo (formerly Piwik)
This website uses the open source web analytics service Matomo. Matomo uses so-called "cookies". These are text files that are stored on your computer and that allow an analysis of the use of the website by you. For this purpose, the information generated by the cookie about the use of this website is stored on our server. The IP address is anonymized before it is stored. Matomo cookies remain on your device until you delete them.

The information generated by the cookies about your use of this website will not be disclosed to third parties. You can prevent these cookies being stored by selecting the appropriate settings in your browser. However, we wish to point out that doing so may mean you will not be able to enjoy the full functionality of this website.

If you do not agree with the storage and use of your data, you can disable this feature by contacting the OCEAN Secretariat at info@shipsupply.eu.

In this case, an opt-out cookie will be stored in your browser to prevent Matomo from storing your usage data. If you delete your cookies, this will mean that the opt-out cookie will also be deleted. You will then need to reactivate it when you return to our site if you wish your activity not to be tracked.

6. How does the OCEAN treat personal data?

Data about persons are always treated as confidential and never made public. Your data are only used for the service you have requested or purpose agreed upon: For example, if you subscribe for our newsletters, we will only use your details to send you the newsletter. The newsletter gives you the opportunity to unsubscribe. We never pass on your contact details to third parties for commercial purposes. 

7. How long do we keep your data?

We will store your personal data:

• as listed above until the moment you have informed us that you no longer wish to receive our Newsletter
• it appears that your email address is no longer in use (for example when we receive a filed delivery notification)
• You ask us to erase your details
• Personal data is kept as long as follow-up actions to the meeting are necessary with regard to the purpose(s) of the processing of personal data as well as for the meeting and its related management
• For some specific information, see also the table point 4

If data subjects do not agree with this, they may contact the Controller by using the Contact Information as mentioned at point 11 below.

8. How do we protect your data?

OCEAN is working with five IT companies:

• Sharkness Media GmbH & Co. KG
• Organica
• OVH
• SCI Lambion.

They are all based in the EU and committed to be GDPR compliant. In case of breach of the system, all persons concerned by the breach will be informed.

Further internal rules will be drafted for data that could be kept outside the common office Organon and Sharkness (ex: data on personal laptop; business cards, …)

9. Who has access to your data and to whom is it disclosed?

Access to your data is provided to authorised staff within OCEAN and members.

When there are participants from outside, the consent to share the list of participants will be asked meeting by meeting.

For meetings in the EU Institutions/Agencies:

• Correspondents of a third party are responsible to provide the names and personal data of the experts attending to the meeting representing their organisation. This information is needed for access control purpose by security guards to the Commission's premises. This data will be also visible to the staff of the Service assigned to this specific meeting.
• Experts themselves while attending a meeting together with other experts representing the same invited organisation will be able to see each other's name and surname.
• Correspondents and experts have access to the name and surname of the meeting assistant that had invited them to the meeting to allow confirmation of attendance.
• EC users will have access only to the personal data of the correspondents and experts related to the meeting they have assigned to manage.
• Technical EC staff or IT service provider will have access to the system data to solve eventual technical issues.

Transfers of personal data to countries outside of EU/EEA: not foreseen.

In case it would happen (for example when we organize a trip in a third country), it would be only with your prior consent. 

10. What are your rights and how can you exercise them?

You are entitled to:

• access to your personal data;
• rectify your personal data;
• ask for the erasure of your personal data (‘right to be forgotten’);
• ask for a restriction of processing of your personal data;
• object to the processing of your personal data;
• receive your personal data in a structured, commonly used and machine readable format and to (have) transmit(ted) your personal data to another organization.

You can exercise your rights by contacting the data controller, or in case of conflict, the Data Protection Officer, and if necessary the European Data Protection Supervisor using the contact information given at point 9 below. 

11. Contact information

If you have comments or questions, any concerns or a complaint regarding the collection and use of your personal data, please feel free to contact Ingrid Morvan in OCEAN secretariat info@shipsupply.eu or per phone + 32 (0)2 2304603.