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Privacy Policy

For the purposes of the General Data Protection Regulation ("GDPR") and UK data protection laws, the controller is Southampton Ship Owners Association (Association)

This privacy policy sets out the way we process your personal data and we’ve created this privacy policy to make sure you are aware of how we process your data as a member of the Association.

How we collect your information

We collect your personal data directly from you, when you provide information via an email to the Association’s secretary requesting membership.

We also collect personal data when members nominate potential beneficiaries


The types of information we collect

We may collect the following types of personal data about you:

  • Contact and communications information, (including email address(es), telephone numbers and company, company address, job title and records of communications and interactions we have with you);

  • We may also collect data when beneficiaries are nominated to receive funds.


Nominations of beneficiaries

Nominations can only be made by existing members.  It is the member’s responsibility to get consent from the potential beneficiary or consent from someone authorised to give that consent before nomination.  Data will not be kept on nominations made that are not successful in receiving funds from the association.


How we use personal data

Personal data provided to us will be used for the purposes set out at the time of collection and, where relevant, in accordance with any preferences you express.

More generally, we will use your personal data for the following purposes:

  • Administration of your membership including membership fees.

  • Management of meetings including invitations, meeting minutes.

  • Communication about social events

  • Administration and management of funds raised and distributed

  • where this is necessary for our legitimate interests (or the legitimate interests of a third party), and/or where we have your consent, as applicable

Your communication preferences

We will always respect your wishes in respect of what type of communications you want to receive from us and how you want to receive them. There are some communications, however, that we need to send to you regardless of your communication preferences in order for us to fulfil our contractual obligations to you as a member of the Association.

Examples of these essential service communications are:

  • Records of transactions, such as payment receipts or payment confirmations (as applicable)

  • Communications such as your membership renewal reminder notices of formal meetings and information about social events.

If you would prefer not to receive notifications of meetings and / or social events you can write or email the Association :

June Bradley

Williams Shipping Holdings Ltd

Manor House Avenue

Millbrook, Southampton

SO15 0LF

Sharing your information with others

We do not sell or share your personal data for other organisations to use. Your contact details will only be shared with other members via the members’ only page of our website.  

If you no longer want to share your details this way you can can write or email the Association :

June Bradley

Williams Shipping Holdings Ltd

Manor House Avenue

Millbrook, Southampton

SO15 0LF


How long your information is kept

We keep your personal data only for as long as necessary for each purpose we use it. For most membership data, this means we retain it for so long as you have a valid membership and for a period of six years after your last interaction with us (for accounting, tax reporting and record-keeping purposes).


For beneficiaries we keep data on the funds given for a period of six years after the donation was made (for accounting, tax reporting and record-keeping purposes).


Your rights

Under certain circumstances, by law you have the right to:

  • Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it

  • Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected

  • Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing (see below)

  • Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal data for direct marketing purposes

  • Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it. You can also withdraw your consent, where this is the basis for our processing your data (without affecting the lawfulness of our previous processing based on consent)

  • Request the transfer of your personal data to another party

Please note that the above rights are not absolute, and we may be entitled to refuse requests where exceptions apply.

Contact and complaints

If you have any queries about this privacy policy or how we process your personal data, or if you wish to exercise any of your legal rights, you may contact June Bradley:

by email:;


by post:    June Bradley

Williams Shipping Holdings Ltd

Manor House Avenue

Millbrook, Southampton

SO15 0LF


If you are not satisfied with how we are processing your personal data, you can make a complaint to the Information Commissioner. You can find out more about your rights under applicable data protection laws from the Information Commissioner’s Office website:

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