Privacy Policy

Who we are

The Wartime Maritime Memorial Association C.I.C. is a Community Interest Company Limited by Guarantee. We operate a community benefit lock mandated for CICs, reinvest every surplus, and act as the data controller for information gathered through this website as well as through membership, grant, archival, and event activities.

Personal data we collect

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

• Contact details provided through enquiry forms, newsletters, or event registrations.
• Membership information submitted when joining the Living Custodian Network, including vessel details and preferred communication methods.
• Grant applications & stewardship reports that can include financial information, vessel ownership evidence, and volunteer details.
• Director and governance records for board appointments, declarations of interest, and indemnity information.
• Digital interactions such as IP addresses and analytics data gathered through essential cookies to keep the site secure.

We do not intentionally collect data relating to children under 13. If such data is provided, we remove it promptly.

Lawful basis for processing

We rely on the following lawful bases under UK GDPR:

• Consent – for 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 company law, CIC regulations, safeguarding duties, and financial reporting requirements.
• Legitimate interests – to maintain archives, protect heritage vessels, and further our community benefit objectives while balancing your rights.

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 memorial rolls, vessel registries, oral history archives, and statutory registers.
• Share news, fundraising opportunities, and heritage updates when you opt in.
• Ensure the security and performance of our digital platforms.

Statutory records & Articles compliance

Our Articles require us to keep members’ registers, minutes, records of resolutions, and annual accounts for at least ten years. When you become a member or act as a Director, we record your name, contact details, class of membership, and—where relevant—your declaration of interests.

These records are stored securely, used only for lawful corporate purposes such as issuing meeting notices, and retained no longer than necessary. Sensitive personal information is never published in public minutes.

Sharing your information

We do not sell personal data. We may share information with carefully selected service providers (such as email newsletter platforms, web hosts, or event partners) who process data on our behalf under written agreements.

Data may also be shared with regulators or law enforcement where required by UK law, or with partner organisations when you have provided explicit consent. Whenever data leaves the UK we use appropriate safeguards, 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 with your permission.

Your rights

Under 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 these rights, email privacy@wartimemaritime.org with details of your request.

Questions or concerns

If you have concerns about how your information is handled, please contact the Data Protection Lead at privacy@wartimemaritime.org. You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO).