Privacy Policy

Scope

This document provides you with information about how we are handling, or are intending to handle, your personal information. This applies only to your use of our Site. Our Site may contain links to other websites. Please note that we have no control over how your data is collected, stored, or used by other websites and we advise you to check the privacy policies of any such websites before providing any data to them.

If you are aged 16 or under, please get your parent/guardian’s permission before you provide any personal information to us.

Who “we” are

Solace Global is the trading name of Solace Global Risk Ltd, Company Number 07176579 and Solace Global Maritime Ltd, Company Number 07262248. Both registered in England & Wales.

Solace Global is committed to protecting and respecting your privacy and complying with the principles of applicable data protection laws including GDPR. This notice sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.  The data controller of the personal data referred to in this policy is Solace Global and our data privacy officer can be contacted at admin@solaceglobal.com If you are in the European Union, you may address privacy-related inquiries to our EU representative pursuant to Article 27 EU GDPR:

EU-REP.Global GmbH

Attn: Solace Global Risk Ltd.

Hopfenstr. 1d, 24114 Kiel, Germany

Privacy Promise

We promise to process your personal data in accordance with the following principles of good practice which provide that personal data must be:

  1. a) processed lawfully, fairly and in a transparent way;

(b) collected for specified, explicit and legitimate purposes, and processed in a way that is compatible with those purposes;

(c) adequate, relevant and limited to what is necessary to carry out the purposes;

(d) accurate and, where necessary, kept up to date;

(e) kept for no longer than is necessary for the purposes for which the personal data are processed;

(f) kept secure and protected against unauthorised / unlawful processing and against loss or damage; and

(g) processed in accordance with the data subjects’ rights.

What is Personal Data

Personal data is defined by the UK GDPR and the Data Protection Act 2018 (collectively, “the Data Protection Legislation”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.

Personal data is defined by the UK GDPR and the Data Protection Act 2018 (collectively, “the Data Protection Legislation”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.

Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.

What Data Do You Collect and How?

Depending upon your use of Our Site, we may collect and hold some or all of the personal and non-personal data set out in the table below, using the methods also set out in the table. Please also see our Cookies Section for more information about our use of Cookies and similar technologies. We do not collect any ‘special category’ or ‘sensitive’ personal data.

Collection of Personal data

We collect a wide range of personal information depending upon the nature of our relationship with you as the data subject.

  • Staff – we collect and process personal data including names, addresses, phone numbers, email addresses, National Insurance number, date of birth, bank details, emergency contact, gender and personal identification documents. These are collected to ensure we fulfil our legal obligations as employer and only names are shared with customers or suppliers in performance of our contract obligations.
  • Clients/Potential Clients/Suppliers – we always intend to collect the minimum amount of personal information necessary (name, address, email address and phone numbers) to provide you with the services contractually agreed between ourselves. We may not always receive personal information from you directly but also from other sources, such as your employer, your family members, your insurance company, assistance companies, or travel agencies.
  • Solace Secure Users – we collect the following information as a minimum name, mobile telephone number, e-mail address and in addition we collect travel itinerary (if Customer has purchased this service) and location data (if the user has consented to share their location) this is to ensure we are able to provide the services we are contracted to provide between ourselves.
  • Job Applicants – when you apply for a role with us we also need to collect your personal data.

How do we collect your personal data

·        When you apply for employment

We may collect personal information about you (or your business) from the following sources:

·        When you contact us by email or visit our website

·        When you talk to us on the phone

·        When you register as a user of one of our products or services

·        When you are registered by your employer as a user of one of our products or services

·        When you share your location data with us using one of our services

Disclosing and sharing of personal data

The personal data and sensitive data identified is shared with some of our suppliers who process data on our behalf to help us to provide services to you. We undertake this data sharing based on our legitimate interests. If any of your personal data is shared with a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law.

In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.

How long will the information be stored

We look to hold records no longer than is necessary, however as part of our data protection procedure we maintain a record register which details the maximum period that each record type is held for. Also, within our contracts we clearly state retention procedure following the expiry of such contracts.

Transferring Personal Data outside the UK/EEA

Solace Global may transfer any personal data it holds to a country outside the United Kingdom (UK) and European Economic Area (“EEA”), provided that one of the following conditions applies:

(a) the country to which the personal data are transferred ensures an adequate level of protection for the data subjects’ rights and freedoms.

(b) the transfer is made with the data subject’s informed consent;

(c) the transfer is necessary for the performance of a contract with the data subject or for pre-contractual steps taken at the data subject’s request;

(d) the transfer is necessary in the establishment, exercise or defence of legal claims;

(e) the transfer is necessary to protect the vital interests of the data subject or other persons, where the data subject is physically or legally incapable of giving consent; or

(f) the transfer is made from a register which under UK or EEA law is intended to provide information to the public (and which is open to consultation by either the public in general or those able to show a legitimate interest in inspecting the register).

Subject to the requirements set out above, personal data held by Solace Global may also be processed by staff operating outside the UK or EEA who work for Solace Global or for one of its suppliers. That staff maybe engaged in, among other things, the fulfilment of contracts with the data subject, the processing of payment details and the provision of support services.

The data subject’s rights

You have the following rights as a Data Subject:

  • Right of access – You have the right to obtain a copy of information we hold about you
  • Right of rectification or erasure – If you feel that any data that we hold about you is inaccurate, you have the right to ask us to correct or rectify it.
  • Right to be forgotten – If you no longer wish us to hold your data, we will delete it. Please note that we may be entitled to retain your personal data despite your request, for example if we are under a separate legal obligation to retain it. Your right of erasure extends to anyone we have disclosed your personal information to and we will take all reasonable steps to inform those with whom we have shared their data about your request for erasure.
  • Right to restriction of processing – You have a right to request that we refrain from processing your data where you contest its accuracy, or the processing is unlawful and you have opposed its erasure, or where we do not need to hold your data any longer but you need us to in order to establish, exercise or defend any legal claims, or we are in dispute about the legality of our processing your personal data.
  • Right to Portability – You have a right to receive any personal data that you have provided to us in order to transfer it onto another data controller where the processing is based on consent and is carried out by automated means. This is called a data portability request.
  • Right to Object – You have a right to object to our processing your personal data where the basis of the processing is our legitimate interests including but not limited to direct marketing and profiling.
  • Right to Withdraw Consent – You have the right to withdraw your consent for the processing of your personal data where the processing is based on consent.
  • Right to be Informed – You have the right to be informed about our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us OR to find out more or to ask any questions using the contact details provided in this Notice.
  • Right of Complaint – You also have the right to lodge a complaint about any aspect of how we are handling your data with the UK Information Commissioner’s Office, which can be contacted at www.ico.org.uk. We would welcome the opportunity to resolve your concerns ourselves however, so please contact us OR first, using the contact details provide in this document.

It is important that your personal data is kept accurate and up-to-date. If any of the personal data we hold about you changes, please keep us informed as long as we have that data.

Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.

Cookies

What are Cookies

Cookies are a small text file which asks permission to be placed on your computer or device when you visit certain parts of our site and/or when you use certain features of our Site. Once you agree, the file is added, and the cookie helps analyse web traffic or lets us know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

Details of the Cookies used are set out below.

How we use Cookies

Our Site may place and access certain first-party Cookies on your computer or device. First-party Cookies are those placed directly by us and are used only by us. We use Cookies to facilitate and improve your experience of Our Site and to provide and improve our products and services. We have carefully chosen these Cookies and have taken steps to ensure that your privacy and personal data is protected and respected at all times.

By using Our Site, you may also receive certain third-party Cookies on your computer or device. Third-party Cookies are those placed by websites, services, and/or parties other than us. Third-party Cookies are used on Our Site for analytics, advertisement and functional purposes.  For more details, please refer to the table below. These Cookies are not integral to the functioning of Our Site and your use and experience of Our Site will not be prevented by refusing consent to them.

All Cookies used by and on Our Site are used in accordance with current Cookie Law.

Before Cookies are placed on your computer or device, you will be shown a pop-up banner requesting your consent to set those Cookies. By giving your consent to the placing of Cookies you are enabling us to provide the best possible experience and service to you. You may, if you wish, deny consent to the placing of Cookies; however certain features of Our Site may not function fully or as intended. You will be given the opportunity to allow cookies for different functionality, including, necessary, functional, performance, analytics, advertisement or other.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

The following first-party Cookies may be placed on your computer or device:

Name of CookieDomainPurposeType
__utma.solaceglobal.comThis cookie is set by Google Analytics and is used to distinguish users and sessions. The cookie is created when the JavaScript library executes and there are no existing __utma cookies. The cookie is updated every time data is sent to Google Analytics.Performance
__utmb.solaceglobal.comGoogle Analytics sets this cookie, to determine new sessions/visits. __utmb cookie is created when the JavaScript library executes and there are no existing __utma cookies. It is updated every time data is sent to Google Analytics.Performance
__utmc.solaceglobal.comThe cookie is set by Google Analytics and is deleted when the user closes the browser. It is used to enable interoperability with urchin.js, which is an older version of Google Analytics and is used in conjunction with the __utmb cookie to determine new sessions/visits.Performance
_gcl_au.solaceglobal.comProvided by Google Tag Manager to experiment advertisement efficiency of websites using their services.Analytics
__utmz.solaceglobal.comGoogle Analytics sets this cookie to store the traffic source or campaign by which the visitor reached the site.Performance
__utmt.solaceglobal.comGoogle Analytics sets this cookie to inhibit request rate.Performance
cookielawinfo-checkbox-necessarywww.solaceglobal.com Set by the GDPR Cookie Consent plugin, this cookie is used to record the user consent for the cookies in the “Necessary” category .Necessary
               cookielawinfo-checkbox-performancewww.solaceglobal.comSet by the GDPR Cookie Consent plugin, this cookie is used to store the user consent for cookies in the category “Performance”. 
cookielawinfo-checkbox-analyticswww.solaceglobal.com Set by the GDPR Cookie Consent plugin, this cookie is used to record the user consent for the cookies in the “Analytics” category .Necessary
cookielawinfo-checkbox-advertisementwww.solaceglobal.comSet by the GDPR Cookie Consent plugin, this cookie is used to record the user consent for the cookies in the “Advertisement” categoryNecessary
cookielawinfo-checkbox-otherswww.solaceglobal.com This cookie is set by GDPR Cookie Consent plugin. The cookie is used to store the user consent for the cookies in the category “Others”.Necessary
cookielawinfo-checkbox-functionalwww.solaceglobal.comThe cookie is set by GDPR cookie consent to record the user consent for the cookies in the category “Functional”.Other

and the following third-party Cookies may be placed on your computer or device:

Name of CookieDomainPurposeType
yt-remote-device-idyoutube.comYouTube sets this cookie to store the video preferences of the user using embedded YouTube video.Advertisement
yt-remote-connected-devicesyoutube.comYouTube sets this cookie to store the video preferences of the user using embedded YouTube video.Advertisement
CONSENT.youtube.comThese cookies are set via embedded youtube-videos. They register anonymous statistical data on for example how many times the video is displayed and what settings are used for playback.No sensitive data is collected unless you log in to your google account, in that case your choices are linked with your account, for example if you click “like” on a video.Analytics
lang.ads.linkedin.comThis cookie is used to store the language preferences of a user to serve up content in that stored language the next time user visit the website.Functional
bcookie.linkedin.comLinkedIn sets this cookie from LinkedIn share buttons and ad tags to recognize browser ID.Functional

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us. You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Our Site uses analytics services provided by Google. Website analytics refers to a set of tools used to collect and analyse anonymous usage information, enabling us to better understand how Our Site is used. This, in turn, enables us to improve Our Site and the products and services offered through it.

The analytics service(s) used by Our Site use(s) Cookies to gather the required information. You do not have to allow us to use these Cookies, however whilst our use of them does not pose any risk to your privacy or your safe use of Our Site, it does enable us to continually improve Our Site, making it a better and more useful experience for you.

Please see the cookies table above to note which cookies are used for analytic purposes.

Advertising and marketing to our Customers and prospective leads: Online personalised marketing. The data processed includes: We and our third party partners may use your data relating to your behaviours, interests and preferences, including data collected as a result of your browsing activity and/or interaction with our Website and/or our emails,  which is obtained through the use of cookies, pixel tags and other similar technologies; information about when your current or previous sessions started, IP address; browser type and operating system; geolocation, any other unique numbers assigned to a device and other data that is collected through your interactions with third party websites and services to provide you with, and analyse the effectiveness of, personalised ads when you visit other websites and/or use other. By “personalised ads”, we mean advertisements for services that you have shown an interest in when you have used our Website or which we or our partners otherwise think you might be interested in based on your browsing habits.

Links to other Websites

Our website may contain links to enable you to visit other websites of interest easily. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Changes to our privacy policy

Any changes we may make to our Privacy Notice in the future will be posted on this page.

How to contact us

If you wish to contact us about your personal data or exercise any of the rights described above please contact our data privacy officer at admin@solaceglobal.com or write to Data Privacy Officer, Solace Global Limited, Suite 6 Branksome Park House, Branksome Business Park,  Bourne Valley Road,  Poole, UK BH12 1ED .

If you are in the European Union, you may address privacy-related inquiries to our EU representative pursuant to Article 27 EU GDPR:

EU-REP.Global GmbH
www.eu-rep.global
Attn: Solace Global Risk Ltd.
Hopfenstr. 1d, 24114 Kiel, Germany
solaceglobal@eu-rep.global