Data Protection

This Data Protection Notice provides details of the personal data Shipowners Mutual Syndicate Limited (collectively, “SMS”, “we”, “us” or “our”) collect from you, what we do with it, how you might access it and who it might be shared with.

It must be read alongside your mutual coverage terms and conditions and the Terms of Use which apply to the access and use of this website.

We use the words personal information to describe any information relating to a living individual as a means to identify them, such as a name, contact information, location data and online identifier.

What personal data do we collect?

The personal data we collect depends on whether you just visit our website or use our services. If you visit our website, you do not need to provide us with any personal data. However, your browser transmits some data automatically, such as the date and time of your visit, your browser type, your operating system, the last web page you visited and your internet protocol (“IP”) address. Our Cookie Notice contains more details about how we use cookies.

If you use our services, personal data may be required to fulfil the requirements of a contractual relationship, which may exist between you and SMS. Examples of personal data we may collect include:

Personal details, for example name;

Contact details, for example postal address, email address and phone number;

Insurance and claim information, for example policy and claim numbers and other information relevant to insurance policy issuance, claim assessment and settlement; and

Financial information, for example payment card number and bank account number.

If you provide us with personal data about other people, we expect you to ensure that they know you are doing so and they are content with their information being provided to us.

What we do with your personal data

We process your personal data only for the purpose for which it is collected. We use this personal data for the provision of information and services or the performance of the contract.

We may use your personal data for other similar purposes, including marketing and communications, but that will only occur if we have your consent or where, as a current or previous user of our services, we rely on a legitimate interest justification for doing so. You have a right at any time to stop us from contacting you for marketing purposes. Please contact us to do so – see the ‘Contacts’ section below.

The way mutual coverage works means that, if you have a contractual relationship with us, your information may be shared with, and used by, a number of third parties, for example:

Where required or permitted to do so by law or where requested or required by a regulator, the police or law enforcement agencies;

Where necessary in order to assist in the prevention or detection of any criminal activity or is otherwise in the overriding public interest;

Where we need to check the information provided to us before we can fulfil your Coverage Certificates;

With insurers in connection with the provision of your Certificate of Entry;

Within our companies to facilitate the effective management, administration and/or operation of our services;

As required in order to give effect to contractual arrangements we have in place with you and brokers and/or intermediaries through which you have arranged your Certificate of Entry;

As required to enforce or apply this Data Protection Notice, or the contract of Certificate of Entry itself;

In the event that we are bought or sell our business, in which case we may disclose your personal data to the prospective buyer of such business or assets;

With our third party service providers, including technology suppliers, hosting/storage providers, lawyers, tax advisers and auditors; or

Where required in connection with litigation or asserting or defending our legal rights and interests.

There may be occasions where your personal data may be transferred to and stored in locations outside the United Kingdom or European Economic Area (“EEA”) in connection with the purposes set out above. We will take all reasonable steps to ensure that your personal data is treated securely and in accordance with this Data Protection Notice and applicable laws and regulations.

How do we look after personal data?

We only collect personal data that is required for the purposes of providing our mutual coverage services, as described above. We restrict, secure and control all of the data we hold, whether physical or electronic, against unauthorised access, damage, loss or destruction. We retain personal data only for as long as is necessary to fulfil the purposes outlined in this Data Protection Notice, or longer if required or permitted by law. We may retain personal data for a longer period where required by our legal and regulatory obligations or where we believe it is necessary to establish, defend or protect our legal rights and interests or those of others. If we retain your personal data for historical or statistical purposes, we will ensure that the personal data cannot be used for any other purpose. Whilst in our possession, together with your assistance, we try to maintain the accuracy of your personal data.

How can you access your personal data?

You have the right to request access to any of your personal data we may hold. If any of that information is incorrect, you can request that we change it. If we are not using your information correctly, you can request that we stop using it or that we delete it completely.

If you would like to make a request to see what personal data of yours we hold, you may make a request to our Data Protection Officer – please see the ‘Contacts’ section below.

Where we have asked for your consent to use your personal data, you have the right to withdraw that consent at any time. If you withdraw your consent, we will stop using your personal data where legally possible. Any processing undertaken before your withdrawal remains valid and lawful.

There will not usually be a charge for dealing with these requests, although we reserve the right to charge a reasonable administrative fee where an excessive number of requests are being made.

Contacts

If you have any questions about this Data Protection Notice or would like to exercise your rights, please contact our Data Protection Officer.

Data Protection Officer

Shipowners Mutual Syndicate Limited

Address:       1 King William Street, London EC4N 7AF

Telephone:    0044 78 9487 8059

E-mail:    info@smsmutual.com

If you have any concerns about the way we are processing your personal data, or we are unable to resolve an enquiry or a complaint, you have the right to make a complaint to our company`s legal department:

Changes to our Data Protection Notice

This Data Protection Notice may be updated from time to time. We will place any updates on this website and where appropriate, will give reasonable notice of any changes.

This Data Protection Notice was last updated in February 2022.