Balder Marine Insurance Brokers Ltd ("BMIB", "we", "our" or "us") regularly collects personal data. Based on the General Data Protection Regulation (GDPR), this Privacy Notice explains how, when and what personal data we collect, for which purposes we collect personal data, how we store it and for how long, how and with whom we share personal data, what your data protection rights are and how to contact us and the appropriate authorities.

HOW AND WHEN WE COLLECT PERSONAL DATA

We collect personal data when

• you visit our website via your browser cookies

• you voluntarily contact us via the contact form and/or chat platform on the website, by telephone and messaging (SMS or services like WhatsApp), by email or in written form

• we communicate with you as a prospective or current client, co-broker, underwriter, supplier/vendor, business associate, or public authority

• personal data is supplied to us for processing by a controller and based on a contractual agreement with that controller

WHAT PERSONAL DATA WE COLLECT

We may collect and process:

• Personal identification information, such as name, contact details, date of birth, employer, rank, place of work.

• Technical data, such as your IP address, information about your browser, network and device, webpages you visited prior to coming to our website, clicks, internal links, pages visited, scrolling, searches, timestamps

Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third-parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy notices. When you leave our website, we encourage you to read the privacy notice of every website you visit.

FOR WHICH PURPOSE WE COLLECT & PROCESS PERSONAL DATA

We will only process your personal data if it is lawful, meaning that we have a legitimate interest which is not overridden by your fundamental interests and rights, to fulfill a legal or contractual obligation and/or if you have given us explicit consent.

We may process your personal data in the following circumstances:

• To create and maintain up to date client and supplier records

• To perform our contract with you or with the controller that collected your personal data and supplied it to us

• To perform marketing and new business activities that help us grow our business

• To analyze and if necessary improve your experience with our website

• To respond to any request or question you may direct at us, such as giving insurance quotations or risk assessments

• To fulfill legal obligations such as filing audit reports and keeping up to date booking records, fulfilling insurance broker license requirements set by public authorities, etc.

HOW AND FOR HOW LONG WE STORE PERSONAL DATA

BMIB securely stores your data on a server in Germany. It is not managed by a third-party but rather by BMIB directly. We have in place physical, electronic, and procedural safeguards appropriate to the sensitivity of the information we maintain. These safeguards will vary depending on the sensitivity, format, location, amount, distribution and storage of the personal data, and include measures designed to keep personal data protected from unauthorized access. If appropriate, the safeguards include the encryption of communications via SSL, encryption of information during storage, firewalls, access controls, separation of duties, and similar security protocols. We restrict access to personal data to personnel and third-parties that require access to such information for legitimate, relevant business purposes.

BMIB only retains your personal data for processing purposes for which the information was collected, and any other permissible, related purpose. We will store your data for as long as is reasonably necessary for the purposes set out in this Privacy Notice. In some cases, we may retain your personal data for longer periods of time, for example to comply with legal, regulatory, tax or accounting requirements. Where your personal data is no longer required, we will ensure it is either securely deleted or stored in a way which means it will no longer be used by the business.

WITH WHOM DO WE SHARE PERSONAL DATA

Your personal data will be treated by BMIB as strictly confidential and will be shared only with trusted third-parties, such as clients, co-brokers, underwriters, lawyers, public authorities and suppliers/vendors.

When you are viewing our website, we are sharing your personal data with Squarespace, because squarespace.com is hosting our website. Squarespace collects personal data when you visit the BMIB website by using cookies. It will only make use of analytics & performance cookies with your prior consent. Squarespace needs the data provided by functional & required cookies to run this website, and to protect and improve its platform and services. Squarespace analyzes the data in a depersonalized form. Visit Squarespace.com for all the details on their cookies policies.

Our website is using Tidio, a chat platform that connects users with the BMIB customer support team. We are collecting email addresses/names/phone numbers only with the consent of the users. The messages, data exchanged and IP addresses are stored within the Tidio application. BMIB is not making use of these messages or data other than to follow up on users’ registered issues or inquiries. Your personal data will be processed and transmitted in accordance with the GDPR.

Our website uses font files from Google Fonts and Adobe Fonts. To properly display this site to you, servers where the font files are stored also receive personal information about you, including your browser information and IP address.

We may also be under legal or regulatory obligations to share your personal information with courts, regulators, law enforcement or in certain cases insurers. Also, if we were to sell part of our businesses we would need to transfer your personal information to the purchaser of such businesses.

International Transfers

To fulfill certain contractual obligations and/or if you have given us explicit consent, we may need to share your personal information with third-parties outside of the EEA. We take the necessary steps to ensure that any international transfer of personal information is carefully managed to protect your rights and interests as per the GDPR. To this end, we include a data protection clause in our Terms of Business Agreements and have signed Data Processing Agreements with vendors who process personal data on our behalf.

Marketing

BMIB may wish to contact you directly for marketing purposes, for example with company news, products and services, or in form of a newsletter. We may enlist the services of a third-party, e.g. a marketing or market research agency, and share some of your personal information in order to provide you with more relevant and targeted marketing offerings. BMIB will only use your personal information if you have given prior and explicit consent. If you have agreed to receive marketing, you may always opt out at a later date.

DATA SUBJECTS RIGHTS

BMIB would like to make sure you are fully aware of all of your data protection rights. Every data subject is entitled to the following:

The right to access - You have the right to request BMIB for copies of your personal data. We may charge you a small fee for this service.

The right to rectification - You have the right to request that BMIB correct any information you believe is inaccurate. You also have the right to request BMIB to complete information you believe is incomplete.

The right to erasure - You have the right to request that BMIB erase your personal data, under certain conditions.

The right to restrict processing - You have the right to request that BMIB restrict the processing of your personal data, under certain conditions.

The right to object to processing - You have the right to object to BMIB's processing of your personal data, under certain conditions.

The right to data portability - You have the right to request that BMIB transfer the data that we have collected to another organization, or directly to you, under certain conditions.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please:

email us: info@bmib.eu

call us: +357 25 722953

write to us: Andrea Mantole 2/301, 4105 Agios Athanasios, Cyprus, or: P.O. Box 58182, 3731 Limassol, Cyprus

If you would like to lodge a complaint, you can contact the Office of Commissioner for Personal Data Protection Cyprus: Tel: +357 22818456, Email: commissioner@dataprotection.gov.cy.

CHANGES TO OUR PRIVACY NOTICE

We keep our notice under regular review and we will place any updates on this website. It is subject to change at any time and any changes we make become effective immediately when we post the revised Policy on this site. We recommend that you review this Policy regularly for changes. This Policy was last updated in November 2020.

What are cookies?

A cookie is a small text file that a website saves on your computer or mobile device when you visit the site. It enables the website to remember your actions and preferences (such as login, language, font size and other display preferences) over a period of time, so you don’t have to keep re-entering them whenever you come back to the site or browse from one page to another.
For example, they keep your connection to a private logged-in area even while you browse through other pages of the site, they identify pages of the site you have already visited, and they store visitor sessions for statistical purposes.

How we use cookies

Our site is hosted on squarespace.com. On our behalf, Squarespace uses some necessary cookies to allow you to navigate and use key features effectively. The cookies used on www.bmib.eu are the following:

• Functional & Required cookies
  These cookies allows for secure and pleasant navigation of the site. They prevent password-protected screens from displaying if the visitor isn’t correctly logged in, authenticate a visitor who logs into a customer account, prevent browser errors and dismissed pop-ups, and similar functions that will enhance your experience of our site.

• Analytics & Performance Cookies
  Squarespace uses these cookies on our behalf to collect information about how you interact with our site. These cookies track your session and help us analyze how our site is used and what we can do better.

In addition, we use the Tidio chat platform to provide our website visitors the option of a live interaction with a BMIB team member. Tidio uses cookies to understand, secure, operate, and provide its services. For example:

• to provide Tidio for web and desktop and other services that are web-based, improve your experiences, understand how Tidio services are being used, and customize Tidio services;

• to remember your choices, such as your language preferences, and otherwise to customize Tidio services for you.

Managing cookies

For most common browsers, you can see which cookies are active in your browser’s settings and clear cookies from your browser or device, either globally or from a specific website. Visit your browser’s settings to locate and manage the cookies stored on your device.

You can change your cookie preferences and revoke consent at any time.

More information

To read more about the cookies used by squarespace, how long they are stored on your device, and their respective names, visit the Squarespace cookie policy.

To find out more about how Tidio protects your privacy, visit the Tidio privacy policy.