Suez Maru Families and Research Association – Privacy Notice
1. Introduction
This privacy notice explains how the Suez Maru Families and Research Association collects, uses, and protects your personal information.
We are a voluntary, not-for-profit association that exists to remember those who lost their lives on the Suez Maru, to connect their families, and to share information about ongoing research and commemorative activities.
2. Contact details
Email: info@suezmaru.com
If you have any questions about this privacy notice or how we handle your personal information, please contact us using the details above.
3. What information we collect and why
We collect and use personal information to:
- manage membership records and renewals
- send newsletters and updates to members and supporters
- communicate about research, events, and commemorations
- process donations or payments for membership, badges, or other items
- respond to enquiries and correspondence
The information we collect may include:
- your name
- postal address (if supplied)
- email address
- telephone number (if supplied)
- payment details (where relevant for membership or purchases)
We only collect the information we need and keep it secure.
4. Lawful bases for using your information
Under UK GDPR we rely on the following lawful bases:
| Purpose | Lawful basis | Explanation |
|---|---|---|
| Managing membership, sending membership information, renewal notices, or AGM details | Contract (Article 6(1)(b)) | Necessary to administer your membership and provide the services you expect as a member. |
| Sending newsletters or updates to supporters who are not members | Consent (Article 6(1)(a)) | You have chosen to receive updates and can withdraw consent at any time. |
| Processing payments, maintaining accounting records | Legal obligation(Article 6(1)(c)) | Required to comply with accounting and record-keeping duties. |
| General correspondence and enquiries | Legitimate interests (Article 6(1)(f)) | Necessary to respond to your messages and enquiries about our work. |
We do not collect special category (sensitive) data unless you voluntarily provide it (for example, details shared in personal stories). Such information is handled with additional care and never shared publicly without explicit consent.
5. Where we get personal information from
We collect information:
- directly from you when you join as a member, make a donation, sign up for our newsletter, or contact us
- from publicly available sources only where relevant to historical or research purposes (e.g. official military archives)
6. How long we keep information
We keep personal information only for as long as necessary for the purpose it was collected.
| Type of information | Typical retention period |
|---|---|
| Active members’ details | For the duration of membership and up to 2 years after it ends (in case of renewal) |
| Newsletter subscribers | Until you unsubscribe |
| Payment and donation records | 7 years (for legal/accounting reasons) |
| General enquiries | Up to 1 year after correspondence ends |
After these periods, your data is securely deleted or anonymised.
7. Your data protection rights
You have the following rights under data protection law:
- Access: request copies of your personal data
- Rectification: ask us to correct or complete data
- Erasure: request deletion of your data (where applicable)
- Restriction: ask us to limit how we use your data
- Objection: object to our use of your data
- Data portability: request a copy in a structured, machine-readable format
- Withdraw consent: if we rely on consent, you may withdraw it at any time
To exercise any of these rights, contact us at info@suezmaru.com.
We’ll respond within one month.
8. How to complain
If you have concerns about how we’ve handled your data, please contact us first at info@suezmaru.com.
If you remain unhappy, you can also contact the Information Commissioner’s Office (ICO):
Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Helpline: 0303 123 1113
Website: https://ico.org.uk/make-a-complaint
Last updated: October 2025