Privacy Policy

Who We Are

The Wartime Maritime Memorial Trust is a UK-based charity dedicated to honouring the service of wartime seafarers and supporting today’s vessel custodians. For the purposes of data protection legislation, the Trust acts as the data controller for personal information we collect through this website and through membership, grant, or event activities.

Personal Data We Collect

We collect and process the following information when you engage with the Trust:

• Contact details provided through enquiry forms, newsletters, or event registrations (such as name, email address, telephone number, and postal address).
• Membership information submitted when joining the Living Custodian Network, including vessel details, service histories, and preferred communication methods.
• Grant applications and stewardship reports that may contain financial information, vessel ownership evidence, maintenance photographs, and volunteer details.
• Digital interactions such as IP addresses and analytics data gathered through essential cookies to help us understand website performance and ensure security.

We do not intentionally collect data relating to children under the age of 13. If we become aware that such data has been provided, we will delete it promptly.

Lawful Basis for Processing

We rely on the following lawful bases under UK GDPR:

• Consent – for sending marketing communications, publishing stories or images, and including you in the Living Custodian Network.
• Contract – to administer membership services, manage grant applications, or deliver event bookings.
• Legal obligation – to meet charity law, safeguarding, and financial reporting requirements.
• Legitimate interests – to maintain accurate archives, protect heritage vessels, and further our charitable objectives while balancing your rights and freedoms.

How We Use Your Data

Your personal information enables us to:

• Respond to enquiries, volunteer offers, and historical research requests.
• Administer memberships, grants, events, and the Small Craft Plank Grant Scheme.
• Maintain accurate memorial rolls, vessel registries, and oral history archives.
• Share news, fundraising opportunities, and heritage updates when you opt in.
• Ensure the security and performance of our digital platforms.

Sharing Your Information

We do not sell personal data. We may share information with trusted service providers (such as email newsletter platforms, web hosts, or event partners) who process data on our behalf under written agreements. We may also share data with regulators or law enforcement where required by UK law, or with partner organisations when you have given explicit consent to collaborate on a project.

Whenever data leaves the UK, we ensure appropriate safeguards are in place, such as UK-approved standard contractual clauses.

Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, to meet regulatory or insurance requirements, and to maintain an accurate historical record where you have consented. Membership records are reviewed every three years, grant documentation is retained for at least seven years, and heritage archives are maintained indefinitely when you have given permission for their preservation.

Your Rights

Under the UK GDPR you have the right to:

• Access the personal data we hold about you.
• Request correction of inaccurate or incomplete data.
• Request deletion of your data where there is no lawful reason for us to continue processing it.
• Restrict or object to processing in certain circumstances, including direct marketing.
• Request data portability for information you provided to us.
• Withdraw consent at any time when processing is based on consent.

To exercise your rights, please contact us using the details below. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk.

Cookies and Analytics

Our website uses essential cookies to make the site work and optional analytics cookies to understand how visitors engage with our content. We only deploy analytics cookies with your consent and you can withdraw that consent at any time through your browser settings. Aggregated analytics help us ensure our resources support UK custodians, researchers, and educators effectively.

Security Measures

We implement appropriate technical and organisational measures to keep personal data secure, including encrypted storage, access controls for trustees and volunteers, and regular review of third-party suppliers. When volunteers handle paper records at events or archives, we provide guidance on secure handling and disposal.

Contacting Us

For questions about this policy or to exercise your data protection rights, please contact:

Updates to This Policy

We review this privacy policy annually or sooner if our activities or the law changes. The latest update was published on 25 April 2024. Please check back for future updates.