IFFO RS Ltd Privacy Policy

Privacy Notice IFFO RS Ltd

 

Data Protection Notice For - Applicants & Certificate Holders

 

We ask that you read this privacy notice carefully as it contains important information on who we are, how and why we collect, store, use and share personal information, your rights in relation to your personal information and on how to contact us and supervisory authorities in the event you have a complaint.

Who we are

We are IFFO RS Ltd a company limited by guarantee incorporated in the UK under company registration number 09357209, the registered office of which is Unit C Printworks, 22 Amelia Street, London, SE17 3BZ (IFFO RS). IFFO RS is an international standard certification organisation, that certifies organisations which meet the global standard for the responsible supply (IFFO RS) of marine ingredients (our Service). We also make available information about us; our certified and approved improver programme sites; and our third party IFFO RS approved certification bodies and auditors through our website at www.iffors.com the Site.

 

Currently there are 3 types of applications and application forms for the Service:

 

  1. Enquiry for Certification against the IFFO RS Chain of Custody Standard for Responsible Supply IFFO RS CoC.

  2. Enquiry for Certification Against Version 2.0 if The IFFO Global Standard For Responsible Supply (IFFO RS).

  3. Enquiry for acceptance Into the Improvers Programme IFFO Global Standard For Responsible Supply (IFFO RS).

 

Where IFFO RS does collect  unique identifying information, such as name, address and other information on the application forms  or where you visit the Site and your IP address is captured, or where we send you marketing information such as newsletters or promotions, we do so, strictly in accordance with the General Data Protection Regulation which applies across the European Union (including in the United Kingdom) and we are responsible as ‘controller’ of that personal information for the purposes of those laws.

The personal information we collect and use

Information collected by us

In the course of providing the Service we collect the following personal information when you provide it to us:

(i)   Master ID Data: first name and surname, job title, address, email address.

(ii) Usage Data:  (automatically collected information) e.g. meta-data, device data, log data, geographic/regional location, tracking and web analytics, IP addresses.

(iii) Transactional Data: invoices, any transactional records containing unique identifying information.

(iv)  Media  Data: photographs, videos, audio, news clips that we take or that is taken by our employees, agents or contractors.

 

Information collected from other sources

We also obtain personal information from other sources as follows:

 

We also obtain audit reports and non-conformances from our IFFO RS approved certification bodies, further names, addresses, email address, contact details, may be captured from those who were in attendance on the day of audit.

 

How we use your personal information

 

We use your personal information as follows:

 

  • Master ID Data -

1. Application Forms - In completing the Application Forms you will provide such personal data as your name, job title and contact details. The personal data that you provide is used for the application and certification process.

2. Communications - In your continuing interactions with IFFO RS including but not limited to:

  • your participation in IFFO RS certification standardisation activities, for which your declaration on the Application Forms demonstrates your willingness to accept this Privacy Policy. Data provided will be used only for such purposes as are described or evident at the point of completing the form.

  • your subscriptions to IFFO RS newsletters, and any other subscription or marketing campaigns including for training and events, photographs, - Marketing Communications Data.

  • any other interaction with IFFO RS not listed above.

 

  • Usage Data -  the information will be used internally only for web site traffic analysis.

 

  • Transactional Data - enable us to process your annual fee for respective certification.

 

  • Media Data - enable us to provide content for our print media, digital media and any other type of promotional media.

Who we share your personal information with

We routinely share personal data such as: name, job title, contact details, email, address with our employees, contractors, agents and IFFO RS approved third party certification bodies a full list of which can be found here

https://www.iffors.com/certification-bodies-approved-auditors,

 

Specific examples of these third party certification bodies are:

 

  1. SAI Global: https://www.saiglobal.com/;

  2. SGS Perú: https://www.sgs.pe/; and

  3. Any other third party certification bodies that we may  approve of which you will be notified as part of privacy policy updates.

So as to enable us to conduct a full and thorough assessment and audit.

SAI Global is based in Ireland with an office in Thailand. SGS Perú, is based in Perú, and shares the applicant information with subsidiaries worldwide in order for them to carry out ‘local audits’. As a result, your personal information may be accessed by our affiliate certification bodies, contractors, agents and employees in Peru, Thailand and in many other countries outside the EEA.

We require that all our affiliate certification bodies, contractors, agents and employees enter into the requisite contractual agreements which require that they comply with the requisite European Data Protection Laws.

We will share personal information with law enforcement or other authorities if required by applicable law. We will not share your personal information with any other third party.

How long your personal information will be kept

IFFO RS will retain your Personal Data for the duration of the contract with the respective certification standard in accordance with applicable legal requirements, and only for as long as necessary for the purposes described in this Policy or as long as required by law or to defend potential legal claims. If you wish to obtain additional information concerning the duration of the data retention please contact  standards@iffors.com.

Reasons we can collect and use your personal information

  • We rely on processing being necessary for the performance of the Service, provision of the Site on grounds of performance of the contract and/or  legitimate interest as the lawful basis on which we collect and use your Master ID Data (with the exception of Marketing Communications Data); Usage Data and Transactional Data.

  • We rely on consent as the grounds on which we process Media Data and any contact for marketing and promotion including training modules, newsletters and events.

Consequences of our use of your personal information

We will disclose your personal data to any of our approved third party certification bodies, contractors, affiliates, who assist us in providing the Service. Our approved third party certification bodies, agents, contractors & affiliates will only use your information to the extent necessary to perform their functions.

We may disclose your personal information if required to do so by law or if we believe that such action is necessary to prevent fraud or cyber crime or to protect the Site, or the rights, property or personal safety of any person.

Your rights

Under the General Data Protection Regulation you have a number of important rights free of charge. In summary, those include rights to:

•        fair processing of information and transparency over how we use your use personal information

•        access to your personal information

•        require us to correct any mistakes in your information which we hold

•        require the erasure of incorrect personal information concerning you

•        receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have              the right to transmit those data to a third party in certain situations

•      object at any time to processing of personal information concerning you for direct marketing

•      object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you

•       otherwise restrict our processing of your personal information in certain circumstances

For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals rights under the General Data Protection Regulation.

If you would like to exercise any of those rights, please:

•         Email, call or write to us at standards@iffors.com, 02030539195, IFFO RS Limited, Unit C, Printworks, 22 Amelia Street, London, SE17 3ZB

If you would like to unsubscribe from any email newsletter you can send us an email to the contact details above. It may take up to 14 days for this to take place.

Keeping your personal information secure

We have appropriate security measures in place to prevent personal data from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal data to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality. We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

How to complain

We hope that we can resolve any query or concern you raise about our use of your information. The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns/ or telephone: 0303 123 1113.

Changes to this privacy notice

This privacy notice was last updated on 25 May 2018. In case of any material changes to the way in which IFFO RS collects or uses personal data, the type of personal data it collects or any other aspect of this Privacy Policy, the Company will issue a revised Privacy Policy by posting a link to the revised policy on its Site with an effective date.

 

How to contact us

standards@iffors.com 02030539195, IFFO RS Limited, Unit C, Printworks, 22 Amelia Street, London, SE17 3ZB

 

Data Protection Notice Non Applicants and Certificate Holders

 

Notice Statement

We are IFFO RS Ltd an international standard certification organisation, that certifies organisations which meet the global standard for the responsible supply (IFFO RS) of marine ingredients (our Service). This notice is provided for our affiliated businesses including IFFO (2012) Ltd; approved third party certification bodies; our governing body & committees; consultants; and organisation to which we are members - Non Applicants and Certificate Holders.

Where IFFO RS collect  unique identifying information, such as name, address and other information from non applicants and certificate holders we do so, strictly in accordance with the General Data Protection Regulation which applies across the European Union (including in the United Kingdom) and we are responsible as ‘controller’ of that personal information for the purposes of those laws.

The personal information we collect and use

Information collected by us

In the course of providing the Service we collect the following personal information when you provide it to us:

(i)   Master ID Data: first name and surname, job title, address, email address.

(ii) Usage Data:  (automatically collected information) e.g. meta-data, device data, log data, geographic/regional location, tracking and web analytics, IP addresses.

(iii) Transactional Data: invoices, any transactional records containing unique identifying information.

(iv)  Media  Data: photographs, videos, audio, news clips that we take or that is taken by our employees, agents or contractors.

 

How we use your personal information

We use your personal information as follows:

 Master ID Data - Communications - In your continuing interactions with IFFO RS including but not limited to:

  • your participation in IFFO RS certification standardisation activities, for which your declaration on the contracts demonstrates your willingness to accept this Privacy Policy. Data provided will be used only for such purposes as are described or evident at the point of entering into the contract.

  • your subscriptions to IFFO RS newsletters, and any other subscription or marketing campaigns including for training and events, photographs, - Marketing Communications Data.

  • any other interaction with IFFO RS not listed above.

  • Usage Data -  the information will be used internally only for web site traffic analysis.

  • Transactional Data - enable us to process your annual fee for respective certification.

  • Media Data - enable us to provide content for our print media, digital media and any other type of promotional media.

 

Who we share your personal information with

We share your personal data amongst other Non Applicants and Certificate Holders as well as Applicants and Certificate Holders.

We will share personal information with law enforcement or other authorities if required by applicable law. We will not share your personal information with any other third party.

Security

IFFO RS maintains appropriate technical and organisational measures to protect against unauthorised or unlawful processing of personal data and/or against accidental loss, alteration, disclosure or access, or accidental or unlawful destruction of or damage to personal data.  These measures are aimed at ensuring the on-going integrity and confidentiality of personal data. IFFO RS evaluates these measures on a regular basis to ensure the security of the processing.

 

Data retention

IFFO RS will retain your personal data for 3 years, unless you withdraw your consent to the processing of your personal data or for as long as you are affiliated with us whichever is the later. IFFO RS will retain your personal data in accordance with applicable legal requirements, and only for as long as necessary for the purposes described in this Privacy Policy or as long as required by law or to defend potential legal claims.

 

Your rights

You have the right to withdraw your consent to the processing of your personal data at any time, without affecting the lawfulness of processing based on consent before its withdrawal.

To the extent required by applicable law, you have the right to: i) have access to your personal data; ii) the right to have inaccurate data corrected or removed, iii) the right to object to the processing of your personal data; (iv) the right to restrict IFFO RS' Ltd use of your personal data;  (v) the right to receive your personal data in a usable electronic format and transmit it to a third party (right to “data portability”); and (vi) the right to lodge a complaint with your local data protection authority.

In particular, the IFFO RS is committed to working with you to obtain a fair resolution of any complaint or concerns about privacy.  

If, however, you believe that IFFO RS has not been able to assist with your complaint or concern, you have the right to make a complaint with the competent authority of the EU Member State where you reside or work or where you believe that your rights have been infringed.

If you have any questions regarding this Notice or you want to exercise your rights please contact standards@iffors.com.

 

Notice updates

This privacy notice was last updated on 25 May 2018. In case of any material changes to the way in which IFFO RS collects or uses personal data, the type of personal data it collects or any other aspect of this Privacy Policy, the Company will issue a revised Privacy Policy.