1. Preliminary remark

In the European Union (EU), the General Data Protection Regulation (“GDPR”) will apply as of May 25, 2018. This privacy policy applies to the “Hellenic Maritime Association Hamburg e.V.” (HMVH e.V.).

HMVH e.V. takes the personal data and privacy of its members seriously. Against this background, it ensures the effective implementation of appropriate and appropriate measures for the protection of personal data.

HMVH e.V. is therefore committed to complying with the requirements for the protection of personal data and, above all, the GDPR, and with this document provides information on the nature, scope and purposes of the collection, use, storage and disclosure of personal data of members.

2. Definitions

  • Personal data: any information relating to an identified or identifiable natural person (“data subject”).

  • Controller:

    HMVH e.V.
    c/o Navarino Germany GmbH
    Neue Burg 2
    20457 Hamburg
    Email: info@hmch-mar.com

    represented by the board of HMVH e.V.:
    Dimokratis Tatanis, Chousein Selim Kechagia, Dimitrios Chatzitzanos, Eleftheria Savvinou, Nikoleta Grindaki, Georgios Moustakas, , Alexandros Karydis, Nikolaos Diakomichalis, Anastasios Perros and/or a board member authorized by the board to collect, store and process personal data.

    For questions about the processing of their personal data by HMVH e.V. or on the topic of data protection in general, the data subject can contact the contact details provided above.

  • Data subject: a natural person (member of HMVH e.V.) whose personal data is collected, stored and processed by the controller.

  • Recipient: a natural or legal person, public authority, agency or other body to which personal data is disclosed, whether or not it is a third party.

3. Purpose of the collection and processing of personal data

The personal data that HMVH e.V. collects and processes serves exclusively the purpose of membership administration and fee management. In detail, membership administration includes the proper activities of the association, communication with members (e.g. convening the general meeting, invitations to events, sending information material, providing information about the association’s activities, etc.) and the derivation of general statistical data (e.g. number of members, etc.). Fee management includes the billing and collection of the annual fee.

The legal basis for the processing of personal data for these purposes is Art. 6 (1) (b) GDPR.

4. Personal data to be collected and processed

For the purpose of membership administration, HMVH e.V. collects and processes the master data of the data subject. These are mainly the data provided in the “application” (for admission as a member), but also all other data that are or may be necessary exclusively for the proper functioning of HMVH e.V. (see point 3). This personal data includes, but is not limited to: photograph (included in the application), name, surname, date of birth, address, ID card or passport number, telephone number, email address, etc.

For the purpose of fee management, HMVH e.V. also collects and processes the bank details provided by the data subject.

HMVH e.V. does not request, collect or process any special categories of personal data or similar information, such as racial or ethnic origin, religion, health data, etc.

5. Confidentiality

HMVH e.V. protects collected personal data from access by third parties by means of suitable technical and organisational measures. The personal data of members of HMVH e.V. may not be disclosed or transmitted in any way (e.g. with or without remuneration, with or without consent) to third parties (e.g. natural persons, legal entities, institutions, international organisations, etc.). This obligation continues to exist even after the member has left HMVH e.V..

This does not apply to disclosure to the competent judicial, police and other administrative authorities of the Federation and the Länder of the Federal Republic of Germany, only on the basis of their lawful request and in accordance with the legal provisions in force at that time.

6. Retention and storage period of personal data

HMVH e.V. ensures that the personal data of each of its members is stored securely for the entire duration of membership. Upon termination of membership – in accordance with the provisions of Article 9 of the Articles of Association – this personal data will be deleted from all databases, whether handwritten or digital.

The aforementioned data necessary for membership administration will be deleted after three years from the end of the year in which the membership was terminated. The data necessary for the administration of contributions, i.e. first and last name, period of membership and bank details, are deleted ten years after the end of the year of the last contribution statement.

Excluded from deletion are personal data that were already available in the association books of HMVH e.V. listed in Article 16 of the statutes at a time before the termination of membership.

7. Rights of data subjects

HMVH e.V., in full compliance with the provisions of the GDPR, ensures and facilitates the exercise of the rights of data subjects provided for in the GDPR by enabling them, among other things, to assert the following:

  • In accordance with Art. 15 GDPR, the right to information about personal data concerning them.

  • In accordance with Art. 16 GDPR, the right to rectification of their personal data if they are incomplete, inaccurate or incorrect.

  • In accordance with Art. 17 GDPR, the right to erasure (“right to be forgotten”) of their personal data, if this is provided for in the GDPR.

  • In accordance with Art. 18 GDPR, the right to restrict the processing of their personal data if the accuracy of the personal data is contested, if the right to object has been exercised and the decision on this is still pending, and if the personal data is no longer needed for the original purpose but cannot yet be erased for legal reasons.

  • In accordance with Art. 20 GDPR, the right to data portability, i.e. to receive your personal data in a structured, commonly used and machine-readable format or to request the transmission to another controller.

  • In accordance with Art. 21 GDPR, the right to object to the processing of personal data in the public interest or in the case of legitimate interest.

  • If the data processing is based on consent, the data subject has the right to revoke his or her consent at any time with effect for the future in accordance with Art. 7 (3) GDPR. The revocation does not affect the lawfulness of the processing carried out on the basis of the consent before the revocation.

  • In accordance with Art. 77 GDPR, the right to lodge a complaint with the Hamburg Commissioner for Data Protection and Freedom of Information as the competent supervisory authority.

8. Fulfilment of the rights of data subjects – safeguards

HMVH e.V. ensures that procedures are in place that allow the rights of the data subjects to be easily exercised so that all necessary measures can be initiated without delay. HMVH e.V. will respond to all inquiries made by the data subject (member) without undue delay and in any case within thirty (30) calendar days.

If HMVH e.V. is unable to fulfil a right asserted by the data subject, it shall ensure that he or she is provided with a specific, appropriate and complete written justification.

All measures to fulfil the rights of the data subjects are free of charge.

9. Acknowledgment and consent to the privacy policy of HMVH e.V.

Every natural person who becomes a member of HMVH e.V. – whether by signing the statutes from the founding of the association (founding member) or by joining them later (full member, honorary member, friend) – declares on his or her own responsibility that:

  • It has taken note of this document and unconditionally acknowledges it in its entirety.

  • You voluntarily give your consent to the collection, storage and processing of your personal data by HMVH e.V. to the extent and scope mentioned above in accordance with the General Data Protection Regulation (Regulation (EU) 2016/679) and this document.

  • You agree that a later revocation of your consent to the collection, storage and processing of your personal data by HMVH e.V. does not affect the lawfulness of the collection, storage and processing of personal data by HMVH e.V. on the basis of your consent before the revocation.

10. Changes to the privacy policy of HMVH e.V.

Due to the dynamic and constantly changing European and German legislation on data protection over time, HMVH e.V. strives to follow, take into account and implement the relevant legal developments.

In this context, HMVH e.V. informs its members about all significant changes in the aforementioned legislation or the way in which personal data is collected, stored and processed and, if necessary, asks members for their consent.

Hamburg, 25 November 2024