GTMartime Privacy Policy

GTMaritime's Privacy Policy

Customer Privacy Notice

When using Global Technology’s software services, you are trusting us with both yours and your end user’s information. Looking after the personal information you share with us is very important, therefore this privacy notice is intended to provide you with confidence that your personal data is kept safely and securely and to provide clarity on what data we collect, what we do with information and the ways in which we protect privacy in compliance with the General Data Protection Regulation, 2018 (GDPR).

 

What information we process and why we process this information

Information we get from utilising our software services – For the purposes of the GDPR, in relation to processing data through our software systems, we are a processor of data. Personal data is processed through our systems and only stored in line with your selected archiving preferences on our Dashboard.

The company processes email data which may contain personal information, as it has entered into a commercial contract with your organisation, and to meet its obligations under this contract.

Information you give to us – When signing up to use our software services we require you to provide us with personal information, such as your name, company name, email address and telephone number. We will only use this information to carry out our obligations arising from any contracts entered into between you and us. We will use this information to contact you to notify you about any changes to our products and services that you are utilising.

If you contact Global Technology’s Customer Operations, Finance or Sales Operations Teams, we keep a record of your communication to help solve any issues you might be facing or to respond order requests or invoice queries.

 

How we use your information

Data protection says that we are allowed to use and share your personal data only where we have a proper reason to do so. The law says we must have one or more of these reasons and these are:

  • Contract – your personal information is processed in order to fulfil a contractual arrangement.
  • Consent – where you agree to us using your information in this way e.g. sending you marketing communications relating to our business, products or services
  • Legitimate Interests – this means the interests of Global Technology in managing our business and where there is a reasonable expectation from you as the data subject based on the relationship you have with us.
  • Legal Obligation – where there is a statutory or other legal requirement to share this information.

Below is a list of ways that we use your personal information, and which is the reasons described above we rely on to do so. If we rely on legitimate interests, we also describe what we believe these legitimate interests are:

 

 

What we use your personal information for

Our Reasons (Legal Basis)

Our explanation of Global Technology’s Legitimate interest and consent processes.

Personal information that is stored on Global Technology’s servers / systems through our processing of vessel’s email data.

Fulfilling a contract

N/A

Sending invoices.

Fulfilling a contract

N/A

Logging tickets or emails with our Customer Operations, Sales Operations or Finance Departments.

Fulfilling a contract

N/A

Contacting you to update you on technical changes to our products and services.

Legitimate interests

Developing products, services and applications that retain our customers and improve our customer experience.

Inviting existing customers to join our monthly webinar.

Legitimate interests

Our webinars provide important and relevant information about our product and services that you use to improve our customer experience. Your data will only be used for this purpose and will not be included on other mailing lists.

Marketing communications to inform you of promotions, special offers and to promote new or existing products and services.  

Consent

We will only contact for marketing purposes if you have opted in our marketing preferences email sent to you when signing up for our software services. Alternatively, you may provide us with information about you by filling in our online consent form or by responding to our opt in invitation after providing your details to our sales team. We will only contact you with marketing information if you have consented for us to do so.  Your consent and preferences will be reaffirmed on a yearly basis.

Collection of Business cards from existing customers or new contacts

Legitimate interest

It is reasonable for us to assume the Business card owner would expect to be contacted by the person they provided their business card to. We will only send you marketing information if you respond to our opt in invitation.

We will ask you for your consent before using your information for a purpose other those set out above.

 

Information that we share

We do not share personal information with companies, organisations or individuals outside of Global Technology unless one of the following circumstances apply:

With resellers

If your software services are managed for you by a reseller who provides user support to your organisation, then they will have access to your software services and information. Your reseller may be able to:

  • Access or retain information stored as part of your account.
  • Receive your account information in order to satisfy applicable law, regulation, legal process or enforceable government request.
  • Change your account password.
  • Suspend or terminate your account access.

 For external processing

We process emails, that may contain personal information, on our servers in countries around the world through our trusted IT partners who support our business systems and process it for us. This is based on our instructions and in compliance with this Privacy Notice and any other appropriate confidentiality and security measures. We do this to provide you with a high quality available service.

For Legal reasons

We will share personal information with companies, organisations or individuals outside of Global Technology if we have a belief in good faith that access, use, preservation or disclosure is reasonably necessary too:

  • Meet any applicable law, regulation, legal process or enforceable governmental request.
  • Enforce applicable terms of Service, including investigation of potential violations
  • Detect, prevent or otherwise address fraud, security or technical issues.
  • Protect against harm to the rights, property or safety of Global Technology Ltd, our users or the public, as required or permitted by law.

If Global Technology is involved in a merger, acquisition or asset sale, we will continue to ensure the confidentiality of any personal information and give affected users notice before personal information is transferred or becomes subject to a difference privacy policy.

 

Our commitments to you

Privacy

All Global Technology employees and data processors who have access to and are associated with the processing of personal data, are obliged to handle visitor’s information with the upmost confidentiality.

Information Security

We work hard to protect Global Technology and our users from unauthorised access to or unauthorised alteration, disclosure or destruction of information that we hold. We ensure security of personal data that we hold. In particular:

  • Global Technology Ltd operate separate corporate and customer infrastructures to maintain complete physical and logical separation between networks.
  • Global Technology Ltd take steps to minimise the exposure of systems to the Internet.
  • The Customer infrastructure can only be accessed by Global Technology Ltd staff with a legitimate need.  All access is granted on the principle of “least privilege”. Access is secured with multi-factor authentication.
  • Security of data is reviewed on a regular basis with policies and procedures updated where necessary. 
  • Failure to comply with company security obligations is met with disciplinary action up to and including dismissal.
  • Global Technology Ltd has implemented a range of staff IT solutions promoting business continuity by reducing office dependency.
  • Global Technology Ltd review all processing activities on a yearly basis to ensure they remain relevant, lawful and limited to the agreed purposes.
  • Information is only stored for as long as is necessary with retention periods reviewed annually. 
  • Information is only stored electronically and there is a mandatory and consistent encryption deployed on all Company devices including laptops and mobile phones.
  • Global Technology Ltd ensures that all suppliers it works with are compliant with data protection regulations through the procurement process and with contracts that are entered into.

 

How long we keep your information

We will only keep the information that is necessary to enable us to provide you with the services that you have requested (list above) for as long as it takes us to provide that service and as otherwise described below.

 

The length of time we hold your personal information is determined by the purpose for which we hold that information.

 

Email data, which may contain personal information, processed through our systems is stored in line with your selected archiving options. Upon termination of an email account all email data will be deleted automatically within 60 days unless you determine when and how the deletion or return of information should take place.

 

We may need to retain personal information you have supplied to us when signing up for our software services to establish facts or bring or defend legal claims. For this purpose, we will always retain customer information, which may contain personal data, for a period of 7 years after the date it is no longer needed by us for the purpose listed under ‘How we use your information’ above.  

 

If you have asked us not to use your details for marketing purposes either as an existing customer or new contact and we do not have an existing business relationship with you, we may still need to keep your personal information to ensure our systems reflect your preferences. You have the right to request this information is deleted as per the ‘What are your rights’ section below.

 

 

What are your rights

You are entitled to request the following information from Global Technology, these are called Data Subject Access Rights and there is more information on these on the Information Commissioners website www.ico.co.uk.

 

  • Right of access – to request access to your personal information about how we process it.
  • Right to rectification – to have your personal information corrected if it is inaccurate and to have incomplete personal information completed.
  • Right to erasure (also known as Right to be forgotten) – to have your personal information erased unless we have to keep that information for legitimate business or legal purposes.
  • Right to restriction of processing – to restrict processing of your personal information.
  • Right to data portability – to electronically move, copy or transfer your personal information in a standard form.
  • Right to object – to object to processing of your personal information.
  • Rights with regards to automated individual decision making, including profiling.

Where you have provided consent for us to contact you, you are free to withdraw consent at any time by contacting us using the information below.

 

 

Contact

Should you need to contact us or have any questions relating to this privacy notice or how your information is processed, please write to our Data Protection Representative at Global Technology Ltd, 11 Padgate Business Park, Green Lane, Warrington, WA1 4JN or email kelly.powell@gtmaritime.com.