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Policy statement IDSA

PRIVACY STATEMENT

1 IDSA

IDSA is an Association of Diving Training institutes for the commercial diving sector.

IDSA promotes here members to grow to higher quality and safety.

Data is generally collected and processed to fulfil contractual obligations of membership, or for the purposes of publication supply, event participation and/or other relevant activities. We consider that we have a legitimate interest in collecting and processing data for these purposes in order to advance the goal set out above.

2 Your rights and your privacy

Under relevant laws, such as the EU General Data Protection Regulation (GDPR), data subjects have the following rights:

• The right to be informed – when we collect your data, we will tell you what data, why we are collecting it, how we will use it and how long we will store it for
• The right to access – you have the right to access any personal data we hold about you and relevant supplementary information, so that you can verify the lawfulness of our processing
• The right to rectification – making sure that the data we hold about you is accurate and as complete as necessary for the purposes we hold it
• The right to erasure – you can ask us to erase any personal data that we hold about you. This is not an absolute right, applying only in certain circumstances, but we will review any such requests and communicate with you openly about your rights and our actions
• The right to restrict processing – you can permit us to store your data but ask us not to use it further (although again this applies only certain circumstances)
• The right to data portability – you can request from us any data that you have provided directly that you then wish to use for your own purposes across different services
• The right to object – you can object to processing of your personal data and we must comply unless there are compelling legitimate grounds to the contrary.

3 Our responsibilities

IDSA abides by the six GDPR principles relating to the processing of personal data, i.e. that it should be:

• processed lawfully, fairly and in a transparent manner
• collected for specified, explicit and legitimate purposes
• adequate, relevant and limited to what is necessary
• accurate and, where necessary, kept up to date
• retained only for as long as necessary
• processed in an appropriate manner to maintain security.

4 Data we collect

For most purposes, the data we collect will be limited to your name, the company you work for and your contact details (email address, telephone number and street address), which are needed for us to provide our services – e.g. to contact you, to deliver goods, to filter distribution lists so that you only receive relevant information. A failure to provide required data may mean that we are not able to provide such services to you.

Where it is not clear from a data collection form what data we are collecting, an additional notice will be provided, such as the privacy and security notice on our website that sets details on our use of cookies and additional data collection via Google Analytics.

The following is a non-exhaustive list of data we collect. Where other methods are used, an additional data protection/privacy statement will be provided at the collection point and/or this policy updated.

Membership – IDSA is a membership organisation, with member companies that may provide personal data on those employees who are nominated to represent them. This data may additionally include a role or job title, to help verify the appropriateness of the nomination. We will notify such individuals of their nomination and our processing of their personal data on this basis. Data is used to provide a variety of member services. Names and company affiliations form part of a record of activity, such as minutes of committee meetings, proceedings of seminars and workshops, and as part of committee election materials. Business contact details may be shared with committee and workgroup members for the sole purpose of furthering IDSA’s published objectives and work programme. Such data is generally retained indefinitely, subject to the rights of data subjects to restrict processing.

Publication sales – IDSA sells printed logbooks, documents digital or hard copy. It collects only that data which is necessary to identify the customer, deliver their goods, apply appropriate taxes and complete required accounting records. This data is retained in accordance with accounting rules.

Events – IDSA organises an annual meeting, to which its members and selected others are invited. As part of this activity, only that data is collected which is required for contacting delegates about event arrangements and providing reports on event outcomes. Such data is retained in accordance with accounting rules (as needed for paid events, but also for non-paid events for simplicity).

Cards – IDSA runs training standards for certain positions in diving teams. As part of this, it collects and processes personal data relating to candidates and qualified personnel, which can includes additional identity verification (such as passport or driving licence details), details of relevant training. Such data is generally retained permanently. This is required to ensure a robust system that ensures the competence of those working highly safety critical positions in the diving industry.

Approved training – IDSA approves or recognises a limited number of technical training courses in the diving industry to become full member. The full members must inform their candidates about this process.

Other business records – IDSA maintains email, other electronic and physical records of business activities, which may contain personal data provided by individuals as part of normal business communications. This is processed in line with the six GDPR principles, with a document and data retention policy setting out retention periods appropriate to business needs and legal requirements.

5 How we protect your data

A comprehensive cybersecurity review is undertaken regularly. Awareness programmes on data protection and security matters are operated for IDSA staff.

6 Provision of data to/processing by third parties

IDSA will comply with any legal requirements to provide data to national authorities.

For the purposes of providing services as per contractual agreements and other legitimate business interests, IDSA may provide personal data to courier and mailing companies to enable delivery of documents and other physical goods. IDSA reviews the capabilities and policies of such providers before using them.

IDSA data is generally stored within the EU .

7 Further information and contacts

For further details on any aspect of our privacy policy and data processing, to exercise any of the rights set out in section 2 or to make a complaint, please use the contact details shown in section.

Pijnacker, 15th May 2019

Terms and conditions

Terms and conditions

We are the International Diving School Association – address Ambachtsweg 27, 2641 KS Pijnacker, The Netherlands.

Annual meeting and other events
Registration / booking forms must be sent by e-mail to post@idsaworldwide.org
Once a registration / booking form is received, a confirmation will be e-mailed to you with an accompanying invoice.

Payment must be received in advance by bank transfer.

All bank charges are the responsibility of the payer.

Cancellation or modification must be made in writing.
Cancellations received less than 7 days before the Annual Meeting / event start date will not be refunded, but a nomination for a replacement delegate will be accepted free of charge. Refunding of payment will be done with charges of all cost.

In the unlikely event of cancellation of the event by IDSA delegates will be offered a full refund.

Membership Fee
The membership fee can be subject to a yearly price index and will presented during the Annual Meeting for voting by full members only.

IDSA has 5 categories membership. See the IDSA Standards for more details.
Instructions for paying the annual fee is given in the invoice.

The invoice for the yearly subscription will be sent to members in January / February.

When payment is not received – reminders will be sent.

According to the IDSA Standards subscription should be paid by 30th June – if the fee for subscription is not paid the member will be suspended.

If a member pays the yearly fee between 1st July – 31st December € 35,00 administration costs will be charged.

If a formal member wants to re-entry as a member within one year (skip one year membership fee) 50% of the membership fee of the past year will be charged.

If full member pays the yearly fee before 31st December suspension will be withdrawn and full membership will be restore based on earlier audit and terms.
If full member is not a member for more than a year – the school can become a member starting as an associate member. For full membership the member can follow the procedure.

The online sale of IDSA Qualifications Cards, logbooks and other documents / products
Only IDSA members can order products for promotional activities (IDSA Banner) and logbooks with IDSA logo or own logo for distributing to students and other divers in members country.

Full members can order IDSA Qualification Cards by using application form and instructions as mentioned in the IDSA Standards.
You can order products by using order forms – see our website. This forms can be sent to our office by email post@idsaworldwide.org

Our acceptance of your order will take place when we send you a confirmation of your order by email with an accompanying invoice.

If we are unable to accept your order, we will inform you of this and will not charge you for the product.

The costs of delivery will be clear to you.
The products will normally be dispatched within 10 days after payment. If stock is insufficient we will inform you before sending the invoice.
Cards will be produced after payment. If a card must be reproduced based on wrong information delivered by the school, the costs will be charged by the school.
For the avoidance of doubt any delays caused by and/or attributable to any third party delivery and courier services are outside of our control and as such we will not be liable for delays caused by such services and we are not able to take steps to minimise the effect of the delay.
You will own the products as soon as you pay for them and they will be your responsibility from the time they are delivered to your address.

Returning the products
If you are exercising your right to change your mind you must return the goods within 14 days of telling us that you wish to end the order. We shall charge you the cost of delivery.
Goods printed with your own logo cannot return. No refund can be done.

We will pay the costs of return: (a) if the products are faulty or misdescribed; and/or (b) if you are ending the order because of an error in pricing or description or a delay in delivery due to events outside our control.

However, in all other circumstances (including where you are exercising your right to change your mind) you must pay the costs of return.

If we are paying the costs of return, we will refund you the payment price you paid for the products including delivery costs, by the method you used for payment. However, we may make deductions from the payment price, as described below.

If you are exercising your right to change your mind we may reduce your refund of the price (excluding delivery costs) to reflect any reduction in the value of the goods, if this has been caused by your handling them in a way which would not be permitted in a shop. If we refund you the price paid before we are able to inspect the goods and later discover you have handled them in an unacceptable way, you must pay us an appropriate amount.

We will make any refunds due to you as soon as possible. If you are exercising your right to change your mind then your refund will be made within 14 days from the day on which we receive the good(s) back from you.

Price and payment
The price of the product will be the price indicated on the order pages when you placed your order (VAT will be added where necessary).

Liability
Our liability to you shall not exceed the payment price of the products.
We only supply the products for individual use and we will have no liability to you for any loss of profit, loss of business, business interruption, or loss of business opportunity.

Please see our privacy policy which explains how we may use your personal data (hyperlink).

These terms and conditions and any non-contractual obligations arising from or in connection with them shall in all respects be construed and take effect in accordance with Dutch Law. The court of the Netherlands will have exclusive jurisdiction in relation to any dispute: (a) arising from or in connection with these terms; or (b) relating to any non-contractual obligations arising from or in connection with these terms and conditions.

Pijnacker, 1st September 2020