Who we are
Vecom Marine Services GmbH is a company directed to the shipping industry with headquarters in Hamburg Germany and we operate under the registration number HRB 108 151. We developed throughout the years’ long standing relations with our customers, suppliers, employees and collaborators, who have been of utmost importance to us by helping our Vecom Marine Services GmbH to build a successful presence in our territory. We do not knowingly attempt to solicit or receive information from children nor personal details and sensitive data of individuals that are not related to commercial matters.
Data subject rights
You may also request information about: the purpose of the processing; the categories of personal data concerned; who else outside the Vecom Marine Services GmbH might have received the data from the Vecom Marine Services GmbH; what was the source of the information (if you didn’t provide it directly to the Vecom Marine Services GmbH); and how long it will be stored.
You have a right to: (i) access and confirm your information, (ii) you have the right to correct (rectify) the record of your personal data maintained by the Vecom Marine Services GmbH if it is inaccurate or not up to date, (iii) You may request that the Vecom Marine Services GmbH erase your data (right to be forgotten) however this right may be subject to certain exceptions according applicable laws; (iv) you can also ask us to stop processing (using) your data (right to withdraw consent) if you do not agree with our collecting/processing mechanisms or (v) you may also request that the Vecom Marine Services GmbH cease using your data for direct marketing purposes (right to restrict use of data); (vi)at your written request— we shall provide your personal data to you or transmit it directly to another controller (portability); and (vii) whenever you find necessary you have the right to lodge a complaint with the appropriate data protection authority (DPA) if you have concerns about how the Vecom Marine Services GmbH processes your personal data.
In Cyprus, the Supervisory Authority for personal data protection is the Office of the Commissioner for Personal Data Protection. You can contact the Commissioner’s Office at:
Iasonos str., 1082 Nicosia
P.O.Box 23378, 1682 Nicosia
Tel: +357 22818456
Fax: +357 22304565
Practical access to your personal data will be provided at no cost to you upon request made to the Vecom Marine Services GmbH at email@example.com, unless excessive requests are made in which case the Vecom Marine Services GmbH may at its discretion charge a reasonable administrative fee. If the request made by you cannot be provided within the legal time frame, the Vecom Marine Services GmbH will promptly provide you with a date when the information will be delivered. If for some reason access is denied, the Vecom Marine Services GmbH will without delay provide an explanation as to why access has been denied i.e. technical contingencies, non-availability of the GDPR designated person, etc.
How to exercise your rights
You can exercise your rights at any time by contacting our GDPR Designated Person see detail below. In order to process your request effectively, efficiently and securely, please include in your email: (i) A clear statement on which rights you are seeking to enforce; (ii) Full description of the information or type of information that you are writing about; and (iii) Details which will confirm your identity, such as a scan of your passport or ID card sent to us marked as Confidential, this ID confirmation will be encrypted together with your request and subject to the retention period described herein.
GDPR Designated Person
Vecom Marine Services GmbH appointed a designated person to be contact if you have any questions or concerns about the Vecom Marine Services GmbH personal data policies or practices. The Vecom Marine Services GmbH GDPR designated person is:
1-3 Spatharikou Street
4004 Mesa Geitonia Limassol, Cyprus
Why and how we collect and process (use) your personal data
We may collect your data electronically, visually or in hard copies depending on how we are interacting with you at the time of collection, however we do not sell personal information to anyone and only share it if/when necessary to the development of the business as mentioned below:
If you are our business collaborator: To ensure that we meet certain legal requirements such as KYC (know your customer) and AML (anti-money-laundering), we need to have certain details of our customers or details of individual contacts at customer’s organisation (such as their names, telephone numbers and e-mail addresses, the same type of information is collected from suppliers and website users; apart of the legal requirements, the information is also used to provide our suppliers, customers and website users with products and services, including the promotion of products, to facilitate contact between suppliers and customers, newsletter, direct mail offering the products and services of our companies and our principals (in case you opt to receive it), as well as informing about our events and business activities.
If you are our employee: The Vecom Marine Services GmbH only collect details required as part of your application process or employment. We may collect information such as your name, age, contact details, education details, employment history, emergency contacts, next of kin, immigration status, passport details (for traveling use only), bank account details, utility bills and other relevant information required by local laws for the purposes of your employment. Where appropriate, and in the limits accepted by local laws, we may also collect information of a more sensitive nature related to your health as part of our “Health & Safety at Work” measures. To enable employees to conduct our business, the Vecom Marine Services GmbH provides access to one another’s commercial contact information including name, position, telephone number, work address, work e-mail address, and photograph (in case you chose to provide one).
CCTV: When entering our premises, we collect the necessary personal data required for security and notification purposes. For security purposes, we also operate a Closed Circuit Television system (CCTV). The CCTV cameras only operate in common areas of our premises and are positioned so as not to intrude on privacy. The footage is kept for no longer than a month and access is strictly regulated.
The Vecom Marine Services GmbH hosts many events throughout the year. These include in-person conferences. If you register for one of our events and you are a customer or supplier, we will access the information you provided to offer you with information and services associated with the event. If you are not yet a customer or supplier and you register for one of our events, we will collect your name and contact information (if you consented), which we will store in our secured database and use to provide you with information and services associated with the event and to inform you about upcoming events of our Vecom Marine Services GmbH.
If you are a presenter, panellist, exhibitor or a like at one of our events, we will collect information about you including your name, employer and contact information, and photograph. We may also make and store a recording of your voice and may in certain cases use it i.e. to include into our website. You may require at any time to have the recordings, removed from the website by simply e-mailing our GDPR designated person at firstname.lastname@example.org
If you do not wish to have your information included in an attendee list or to receive information from sponsors, co-sponsors and/or exhibitors, you can express your preferences when you register for events or you may contact the Vecom Marine Services GmbH directly at email@example.com. The Vecom Marine Services GmbH does not share your data with sponsors/co-sponsors and exhibitors.
In all our events be it private involving our staff, or open involving our guests, presenters, customers, principals, etc, we INFORM that we shall take photos and may film it, the images will be used only to illustrate and promote our events in our website, social medial and publications, if you do not want to have your picture/film taken you will be provided at entrance with a “sticker” informing to NOT PHOTOGRAPH you. Our media professionals will be instructed on the process.
To receive the Vecom Marine Services GmbH newsletters by email, if you are still not in our mailing list, you will need to create a “profile” with us which involves providing the Vecom Marine Services GmbH with at least your first name and last name, an email address, and the country in which you live. The Vecom Marine Services GmbH does not share this information with any third party other than to store the information in our secured databases.
You may manage your profile by subscribing or unsubscribing at any time. Please note that if you have set your browser to block cookies, this may have an impact on your ability to unsubscribe. If you have any difficulties managing your email or other communication preferences with the Vecom Marine Services GmbH, please contact us at firstname.lastname@example.org
Your correspondence with the Vecom Marine Services GmbH
If you correspond with us by email, postal service, or other form of communication, we may retain such correspondence and the information contained in it and use it to respond to your inquiry; to notify you of Vecom Marine Services GmbH conferences, publications, or other services; or to keep a record of your complaint, accommodation request, and the like. As always, if you wish to have the Vecom Marine Services GmbH to “erase” your personal information or otherwise refrain from communicating with you, please contact us at email@example.com
Note: if you ask the Vecom Marine Services GmbH not to contact you by email at a certain email address, the Vecom Marine Services GmbH will permanently delete that address from its mailing list in order to comply with your no-contact request.
Legal basis for processing your data
Our purposes and legal basis for processing your personal data may vary depending on our relation with you, however we will never process your personal data, if our interests are suppressing your interests or fundamental rights. As explained above, In order to conduct business and fulfil our legal, regulatory, and contractual obligations, we need to perform legitimate and fundamental processing activities related to: (i) Establishing/maintaining commercial and employment contracts and the provisions of the contractual obligations, including contract review; (ii) invoicing, remittance and collection; (iii) non-promotional communication; (iv) Responding to enquiries, requests, and complaints (v) performance measurement related to the business; (vi) Business Continuity and Contingency Planning; (vii) Legal and regulatory obligations; (viii) Employment processing; (ix) Workforce planning (x)Training and certifications; (xi) Emergency communications; (xii) Interacting with other organisations, industry groups, and professional associations; (xiii) Internal ethics reporting and security.
The Vecom Marine Services GmbH also processes your data to provide you with news, products or services from our Vecom Marine Services GmbH that you have shown interest and consented to receive from us and in case of job seekers to have them on our database to be able to offer a job position when we may have availability (for more detail see job seekers). We use this information solely to refine our communication and relation with you and to better tailor our efforts to meet your needs and to communicate with you about news, products or services that the Vecom Marine Services GmbH offers that may assist you in your professional duties. It is of essence for our business to have an open communication channel with our collaborators.
Personal information we may receive from third parties
From time to time, the Vecom Marine Services GmbH may receive personal information about individuals from third parties. This may happen if your employer signs you up for our events, visits etc. Our third-party partners may also share your personal information with the Vecom Marine Services GmbH such events, news, visits etc. But this information shall not be disclosed or distributed to persons not committed with the Vecom Marine Services GmbH.
What happens if you don’t give us your data
You can consult our website without giving us your personal data. The information on our website is available for those who did not provide personal information. You can even enter only the minimal amount of information (name and contact information) to your “profile” if you wish, and you can edit your profile at any time. Some personal information is necessary so that the Vecom Marine Services GmbH can supply you with the products and/or services you have purchased or requested, and to authenticate you, so that we know it is you and not someone else making requests on your behalf. You may manage your Vecom Marine Services GmbH subscriptions and you may opt-out of receiving marketing or other sort of communication at any time by simply sending a message to the GDPR.
At Vecom Marine Services GmbH, we are committed to taking every appropriate action to ensure the protection and responsible use of personal information shared by all candidates completing our online recruitment procedure applying for employment within our Company.
In accordance with the new EU General Data Protection Regulation (GDPR) we hereby inform you that your personal data submitted online through our website will be under the control of Vecom Marine Services GmbH, as the Controller of Processing. Vecom Marine Services GmbH holds the role of the System Administrator, and the recipients of your personal data will be the authorised people in the Human Resource department responsible for the processing and assessment of your application.
The purpose of the processing of your personal data is:
· to process, review, administer and assess your application for employment;
· to contact you during your candidacy for requesting additional information when needed, sending you emails and keeping you updated on the progress of your application;
· to assess your suitability for other current and future roles within the Company (for the period of 6 to 12 months that your application is kept in our system as per our retention policy)
Retention policy: Upon submitting your application, we will retain your personal information, application through our website for a period of 6 to 12 months, upon which we will securely dispose of all your personal information. If you do not agree to keep your application in our system, upon your request, your personal data will be deleted within  working days from the date we complete our in-house recruitment procedures for the specific vacancy applied.
If you wish to get in touch with us, please contact our DPO at firstname.lastname@example.org.
Use of Vecom Marine Services GmbH website
When and how we share information with others
The personal information the Vecom Marine Services GmbH collects from you is stored in one or more databases or clouds hosted by third parties located in the European Union or other countries where these service providers operate. These third parties do not use or have access to your personal information for any purpose other than cloud storage and retrieval.
We do not reveal your personal data to third-parties for their independent use unless: (i) you request or authorize it; (ii) the information is provided to comply with applicable laws (for example, to comply with a search warrant, subpoena or court order, KYC, anti-money laundry regulations or tax and employment duties), enforce an agreement we have with you, or to protect our rights, property or safety, or the rights, property or safety of our employees or others; (iii) the information is provided to our agents, vendors, service providers, companies of the Vecom Marine Services GmbH, that perform functions on our behalf; (iv) to address emergencies or acts of God; or (v) to address disputes, claims, or to persons demonstrating legal authority to act on your behalf. We may also gather aggregated data about our customers, suppliers and website users and disclose the results of such aggregated (but NOT PERSONALLY IDENTIFIABLE) information to our partners, service providers, principals, advertisers and/or other third parties for marketing or promotional purposes.
Transferring personal data from the EU to other countries
Security of your personal data
To help protect the privacy of data and personally identifiable information you transmit through use of this website, we maintain physical, technical and administrative safeguards. We update and test our security technology on an ongoing basis. We restrict access to your personal data only to those employees or third parties (processors, government, banks, auditors, etc) who need to know that information in order to provide benefits or services to you. In addition, we train our employees about the importance of confidentiality and maintaining the privacy and security of your information. We commit to taking appropriate disciplinary measures to enforce our employees‘ privacy responsibilities, and we conduct internal audits to check our methods and procedures. The Vecom Marine Services GmbH also lessens the risk to your rights and freedoms by minimizing to the strictly necessary the collection and storage of sensitive information about you.
Data storage and retention
Your personal data is stored by the Vecom Marine Services GmbH on its servers, and on the servers of the cloud-based database management services the Vecom Marine Services GmbH engages, located in the European Union or any other place these service providers operate. The Vecom Marine Services GmbH retains data for the duration of the employees’, customers’, suppliers’, visitors’ business relationship with the Vecom Marine Services GmbH and in some cases the retention period will be subject to applicable laws and regulations. For Job Seekers please see related section. For more information on where and how long your personal data is stored, as well as on your rights of erasure and portability, please contact the Vecom Marine Services GmbH GDPR designated person at email@example.com
Questions, concerns, requests or complaints
Please contact the Vecom Marine Services GmbH GDPR designated person at addresses provided above.