Privacy Policy

Why does this policy exist?

This Privacy Policy sets out the basis on which EMLO holds and processes all the  personal data it collects from you or that you provide to EMLO.

What does this Policy tell me about?

  1. European Maritime Law Organisation
  2. Your Rights with regard to personal data
  3. What personal data we process
  4. How we use your data and the legal basis for this use
  5. When we share your personal data
  6. How long we store your data for
  7. Where we store your personal data
  8. Data Security
  9. Links to third-party websites
  10. Governing Law


  1.  European Maritime Law Organisation (EMLO)

1.1 This website is operated and managed by or on behalf of EMLO and its members (“EMLO” or “Us/We/Our”).

1.2 EMLO is a non-commercial, unregistered and unincorporated members’ association, with its seat at Peek House, 20 Eastcheap, London EC3M  1EB, United Kingdom.  EMLO is not VAT registered.

1.3 EMLO is run by members for its members and the data we collect and use is basically only used to provide you with the membership services you pay for.

  1. Your rights with regard to your personal data

The only group marketing we carry out is to notify all members of EMLO events, which we consider is a necessary part of the services that we have a duty to provide to our members.   We will not process your personal data for other marketing purposes without your express prior consent, which you are at liberty to refuse.

You can exercise your right to prevent such processing by ticking or unticking certain boxes on the forms we use to collect your data, clicking the unsubscribe button on any email communication, managing this in your online account or by contacting us.

Where you have consented to us using your personal data for other marketing purposes as above, you can withdraw that consent at any time.

If the information we hold about you is inaccurate or incomplete, you can notify us and ask us to rectify it.

You also have the right to ask us to provide a copy of any personal data we hold about you.

Where you have provided your data to us and it is processed by automated means, you may be able to request that we provide it to you in a structured, machine readable format.

If you have a complaint about how we have handled your personal data, you may be able to ask us to restrict how we use your personal data while your complaint is processed.

To get in touch with us please email

  1. What personal data we process

We collect and process personal data about you when you interact with us and our services and when you register to attend our conferences, seminars and other events. The personal data we process may include:

  • your name;
  • your username and password;
  • your billing address, e-mail address and/or phone and/or numbers;
  • your bank details, including account number and sort code;
  • information related to the internet browser and device you use to access our services;
  • the pages visited and individual interactions with our services;
  • and/or any other information of a personal nature you provide.
  1. How we use this data and the legal basis for this use

We process your personal data for the following purposes:

  • to provide you with membership services, including, without limitation, details reasonably needed for us to keep in touch with members and anyone registered to attend conferences, seminars and other events, by post or electronically, notify them of future EMLO events, collect fees and payments and for any other purposes reasonably required to provide you with membership services; and for other related purposes with your consent;.
  • to verify your identity, take payments, make refunds, communicate with other members and with conference organisers (who may or may not be members) and generally for whatever purposes which we, as a members’ association, may from time to time reasonably require to provide services to members in accordance with our objects and which we would be unable to do so without it;
  • to comply with our legal obligations;
  • with your consent to respond to any requests in relation to your data and in accordance with your legal rights and/or our legitimate interests, including to investigate any requests received from you or from others, about our website or services;
  • as necessary, to personalise (i) our communications to you; (ii) our website; and (iii) products or services for you, in accordance with our legitimate interests or for other purposes set out here;
  • to monitor use of our websites and online services. We may use your information to help us check, improve and protect our content, services and websites, in accordance with our legitimate interests or for other purposes set out here;
  • in circumstances where you contact us by live chat, provided that transcripts will be stored for quality, training and security purposes, in accordance with our legitimate interests or for other purposes set out here;
  • in circumstances where you contact us by email, provided that transcripts will be stored for quality, training and security purposes, in accordance with our legitimate interests or for other purposes set out here;
  • in circumstances where you contact us by telephone, provided that calls may be recorded for quality, training and security purposes, in accordance with our legitimate interests or for other purposes set out here; and
  • to alert you to relevant matters of potential interest to members using third-party dynamic retargeting;
  • to invite you to take part in market research or surveys.
  1. When we share your personal data

We may share your personal data with and among members and (in the case of individuals) their respective firms or companies, to process them for the purposes of membership administration and/or events and to deliver services where elements of these have to be provided by parties other than EMLO or its other members.  The members primarily responsible for handling your personal data include the officers and other Council members, and members who from time to time organise EMLO events and (in each case) their professional colleagues assisting them for that purpose.

We may in particular share your personal data with the following third parties anywhere in the world:

  • the Membership Secretary and the Event Coordinator or anyone with a similar role whom we may engage from time to time
  • our accountants, banks, IT and security service providers, external legal and financial advisers and other external professional advisers, and;
  • event organisers such as Eventbrite where they have agreed to process your personal data in line with this Privacy Notice;
  • as between members, including corporate members and their representatives and other professional colleagues of theirs;
  • our suppliers, business partners and sub-contractors; and/or
  • search engine and web analytics.

We require those who process personal data for EMLO to have appropriate technical and organisational measures in place in accordance with the requirements of Article 28 of the General Data Protection Regulation.

Personal data may be shared with government authorities and/or law enforcement officials if required for the purposes above, if mandated by law or if needed for the legal protection of our legitimate interests in compliance with applicable laws anywhere in the world. Personal data may also be shared with third party service providers who will process them for EMLO for the purposes above. Such third parties include, but are not limited to, providers of website hosting, security, finance applications, web-based mailing programmes, logistics partners and payment providers anywhere in the world.

  1. How long we store your data for

We will not keep your personal information for any purpose for longer than is strictly necessary and will only retain the personal information that is necessary in relation to the purposes for which it is kept. We are also required to retain certain information as required by law or for as long as is reasonably necessary to meet regulatory requirements, accountancy best practice, resolve disputes, prevent fraud and abuse pursuant to our Constitution and specific membership terms and conditions.

We will retain your data for a short time beyond the specified retention period, to allow for information to be reviewed and any deletion to take place. In some instances, laws may require EMLO to hold certain information for specific periods other than those listed above.

We also have the right to retain details of members’ names and their professional positions at the time of membership and any of their written materials held by us in our archives for historical purposes without time limit, subject to any person’s individual rights in law.

  1. Where we store your personal data

Primarily we store all our data within the United Kingdom and/or other Member States of the European Economic Area (“EEA”) from time to time.  However, the personal data that we collect from you may be transferred to, and stored outside the United Kingdom or the EEA, or shared with persons outside the United Kingdom or the EEA whether or not permanently located there, in particular where members or their representatives travel or work in other places, which given the international nature of our membership is not infrequent.  Members or their representatives  responsible for processing personal data and operating or travelling outside the UK or EEA shall at all times make best efforts to ensure that applicable safeguards are in place.

  1. Data Security

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our website or to any person acting on EMLO’s behalf; any transmission is at your own risk. We take reasonable administrative, physical, and electronic measures designed to safeguard and protect your information from unauthorised access or disclosure. Although we use reasonable efforts to safeguard the privacy of your information, transmissions on the Internet cannot be made absolutely secure. Moreover, we cannot guarantee that your personal data will not be used or disclosed inconsistently with this Privacy Policy. We assume no responsibility or liability for disclosure of any of your information due to errors in transmission, unauthorised third-party access, or other causes beyond our reasonable control.

  1. Links to third-party websites

Our websites, apps, and promotional materials, may, from time to time, contain links to and from the websites of third-party networks associated with our members, sponsors and other associations and organisations with similar objects . If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

  1. Governing Law

This Privacy Policy is governed by English law, including any dispute or claim arising out of or in connection with it or its subject matter (including non-contractual disputes or claims).