PRIVACY POLICY
PRIVACY POLICY
This Privacy Policy explains how VALENCIA Marine Services, S.L.U. processes personal data collected through this website and in connection with enquiries, quotation requests, marine survey assignments, vessel inspections, audits and other professional maritime services.
VALENCIA Marine Services is committed to processing personal information lawfully, fairly, transparently and only for legitimate professional and business purposes.
1. DATA CONTROLLER
The data controller responsible for the processing of personal data through this website is:
VALENCIA Marine Services, S.L.U.
Registered Office: Valencia, Spain
VAT No.: ESB06827356
Mercantile Registry of Valencia: Volume 11011, Sheet 122, Section GNE, Entry 198596
Website: marinesurveyor.es
Contact: through the website Contact Form
2. PERSONAL DATA WE MAY COLLECT
Depending on the way you interact with the website or request our services, we may process the following categories of personal data:
Name and surname
Company or organisation
Professional position or department
Country
Telephone number
Company contact details
Information provided through contact forms
Information submitted through quotation forms
Information submitted through survey request forms
Information submitted through audit request forms
Information submitted by Flag Administrations or International Ship Registries
Vessel-related information linked to an identifiable contact person
Messages and communications
Documents voluntarily uploaded through the website
Technical documentation containing contact details
Inspection instructions
Billing and contractual information
IP address and technical browsing information where collected by the website infrastructure
Cookie-related information where applicable
We do not intentionally request personal information unnecessary for providing marine surveying, vessel inspection, or technical services.
3. WEBSITE CONTACT FORM
When you use the general Contact Form, we may process the information you provide in order to:
Respond to your enquiry
Provide information about our services
Evaluate whether we can assist with your request
Communicate with your company or organisation
Follow up on your enquiry
The legal basis for this processing is managing your request and our legitimate interest in responding to professional and commercial enquiries.
4. REQUEST A QUOTE FORM
When you submit a Request a Quote form, we process the information necessary to evaluate the proposed assignment and prepare a commercial quotation.
This may include:
Contact information
Company information
Vessel name
IMO number
Vessel type
Flag
Port or location
Inspection date
Requested service
Scope of work
Technical information
The legal basis for this processing is taking steps at your request prior to entering into a professional services contract.
5. REQUEST A SURVEY OR INSPECTION
Where information is provided in connection with a marine survey, vessel inspection or other technical attendance request, personal data may be processed to:
Assess the requested scope
Confirm availability
Coordinate vessel attendance
Communicate with shipowners, managers, Masters, agents or technical representatives
Prepare contractual documentation
Perform the agreed professional service
Prepare survey reports
Manage follow-up communications
The legal basis is the performance of pre-contractual measures and, where an assignment has been accepted, performance of the professional services contract.
6. FLAG STATE INSPECTION REQUESTS
Where a Flag Administration, International Ship Registry or authorised representative submits an inspection request, personal data may be processed for purposes including:
Identifying the requesting Administration
Verifying contact details
Reviewing authorization
Coordinating vessel attendance
Communicating with the vessel and Administration
Performing the authorised inspection
Preparing and submitting inspection documentation
Managing deficiency follow-up
Information relating to an official Flag State assignment is processed only within the scope required by the appointing Administration and applicable professional obligations.
7. ISM, ISPS & MLC 2006 AUDITS
Personal data submitted in connection with ISM, ISPS or MLC 2006 audits may include information relating to:
Shipowners
Ship managers
Flag Administrations
Masters
Officers
Crew members
Company representatives
Auditors
Authorized representatives
Such information is processed only as needed for the requested audit, compliance review, corrective-action follow-up, or authorised assignment.
Audit documentation is handled according to the agreed scope and applicable confidentiality requirements.
8. ISPS SECURITY-SENSITIVE INFORMATION
Users should not submit a complete Ship Security Plan or other highly sensitive ISPS security documentation through general public website forms.
Where security-sensitive documentation is required for an audit or technical assignment, the parties should agree separately on an appropriate method of document exchange.
VALENCIA Marine Services seeks to minimise the collection of security-sensitive information through the public website.
9. PURPOSES OF PERSONAL DATA PROCESSING
Personal information may be processed for the following purposes:
Responding to enquiries
Providing information about professional services
Preparing quotations
Evaluating proposed assignments
Coordinating marine survey attendance
Managing vessel inspections
Managing audit assignments
Managing Flag State inspection requests
Preparing contracts and engagement documentation
Providing marine engineering and technical consultancy services
Preparing professional reports
Managing corrective-action follow-up
Managing client relationships
Issuing invoices
Meeting accounting and tax obligations
Complying with professional and legal obligations
Maintaining website security
Preventing fraudulent or abusive use of website forms
Defending legal claims where necessary
10. LEGAL BASIS FOR PROCESSING
Depending on the circumstances, personal data may be processed on one or more of the following legal bases:
PRE-CONTRACTUAL MEASURES
Processing necessary to respond to a quotation request, service enquiry or proposed professional appointment.
PERFORMANCE OF A CONTRACT
Processing necessary to perform a marine survey, vessel inspection, audit, consultancy service or other accepted professional assignment.
LEGAL OBLIGATION
Processing necessary to comply with applicable tax, accounting, professional, regulatory or legal obligations.
LEGITIMATE INTEREST
Processing necessary for legitimate business purposes, including responding to professional enquiries, maintaining client relationships, protecting the website and defending legal claims.
CONSENT
Where consent is required, we will process personal data on the basis of the user's consent.
Consent may be withdrawn where applicable without affecting the lawfulness of processing carried out before withdrawal.
11. DATA MINIMISATION
VALENCIA Marine Services aims to collect only the personal information reasonably necessary for the relevant purpose.
Users should avoid including unnecessary personal information in:
Contact forms
Quotation requests
Survey requests
Technical documentation
Uploaded photographs
Audit documentation
Supporting files
Where documents contain personal information unrelated to the requested service, users are encouraged to remove or redact it before submission, where practicable.
12. VESSEL AND TECHNICAL INFORMATION
Information relating solely to a vessel, such as vessel name, IMO number, technical characteristics or machinery particulars, is not normally personal data by itself.
However, vessel documentation may contain information that identifies Masters, officers, crew members, owners, company representatives, or other individuals.
Where such information constitutes personal data, it will be processed in accordance with this Privacy Policy.
13. PROFESSIONAL REPORTS
Marine survey, inspection and audit reports may contain limited personal information where necessary to identify:
The appointing party
Vessel representatives
Persons present during an inspection
Relevant technical contacts
Persons interviewed during an audit
Authorized Administration representatives
Personal data included in professional reports is limited to what is reasonably necessary for the purpose of the assignment.
14. DATA RECIPIENTS
We do not sell personal data to third parties.
Information may be disclosed where necessary to:
Service providers supporting website hosting or technical infrastructure
Professional advisers
Accounting or tax service providers
IT and cybersecurity providers
The appointing client
Authorised vessel representatives
Flag Administrations
International Ship Registries
Competent public authorities
Courts or regulatory bodies
Other parties where disclosure is legally required or necessary for the professional assignment
Where service providers process personal data on behalf of VALENCIA Marine Services, we use appropriate data-processing arrangements where required.
15. FLAG ADMINISTRATIONS AND THIRD-PARTY RECIPIENTS
Where an inspection or audit is carried out on behalf of a Flag Administration or International Ship Registry, relevant information may be transmitted to that Administration according to its instructions.
The recipient Administration may be located inside or outside the European Economic Area.
Where personal data is transferred internationally, we will consider applicable data protection requirements and use appropriate safeguards where legally required.
16. INTERNATIONAL DATA TRANSFERS
Some technical service providers used to operate the website or provide communications, hosting, security or document-management services may process information outside the European Economic Area.
Where international transfers of personal data occur, VALENCIA Marine Services will rely on an appropriate legal mechanism where required, such as:
An adequacy decision
Standard Contractual Clauses
Another legally recognised transfer mechanism
Additional safeguards where necessary
17. DATA RETENTION
Personal data is retained only for as long as reasonably necessary for the purpose for which it was collected.
Retention periods may vary according to the nature of the information.
We may retain general enquiries for the time necessary to respond and manage the communication.
Quotation information may be retained for a reasonable commercial follow-up period.
Information relating to accepted professional assignments may be retained for the duration of the contractual relationship and subsequently for the periods necessary to comply with legal, accounting, tax, professional or liability obligations.
We retain invoices and accounting documentation for the legally required periods.
Information relevant to potential legal claims may be retained until the applicable limitation periods have expired.
When personal data is no longer required, we will delete, anonymise, or securely archive it where legally appropriate.
18. DATA SECURITY
VALENCIA Marine Services applies reasonable technical and organisational measures intended to protect personal data against:
Unauthorized access
Accidental loss
Unauthorized disclosure
Alteration
Destruction
Misuse
Cybersecurity incidents
No internet-based system can guarantee absolute security.
Users should therefore avoid sending unnecessary confidential, personal or security-sensitive information through general public website forms.
19. FILE UPLOADS
The website may allow users to upload documents, photographs or technical files.
Users should only upload information necessary for the requested service.
Uploaded files may contain personal information and will therefore be treated according to this Privacy Policy where applicable.
Users should not upload:
Unnecessary personal documentation
Passwords
Access credentials
Complete Ship Security Plans
Highly confidential security information
Unrelated crew personal records
Special-category personal data unless strictly necessary and previously agreed
20. SPECIAL CATEGORIES OF PERSONAL DATA
VALENCIA Marine Services does not normally require special categories of personal data through the website.
Users should not submit information concerning:
Health
Biometric data
Political opinions
Religious beliefs
Trade union membership
Sexual orientation
Other specially protected personal information
unless such information is strictly necessary for a legitimate professional requirement and an appropriate legal basis exists.
21. CHILDREN
The website and professional services of VALENCIA Marine Services are directed to businesses, maritime professionals and adult users.
The website is not intended to collect personal data from children.
22. AUTOMATED DECISION-MAKING
VALENCIA Marine Services does not normally use information submitted through the website to make decisions based solely on automated processing that produce legal or similarly significant effects on individuals.
Professional decisions relating to quotations, survey acceptance, audit assignments or technical services involve human review.
23. USER RIGHTS
Subject to the conditions established by applicable data protection legislation, individuals may exercise rights including:
Access to their personal data
Rectification of inaccurate information
Erasure of personal data
Restriction of processing
Objection to processing
Data portability where applicable
Withdrawal of consent where processing is based on consent
Users may exercise their rights through the website Contact Form.
The request should clearly indicate:
The nature of the right being exercised
The personal data concerned
Sufficient information to identify the requester
Any relevant details required to locate the information
Additional verification information may be requested where reasonably necessary to protect personal data against unauthorised disclosure.
24. RIGHT TO LODGE A COMPLAINT
Individuals who believe that their personal data has not been processed in accordance with applicable data protection law may lodge a complaint with the competent data protection supervisory authority.
In Spain, the competent authority is the Spanish Data Protection Agency.
Users are encouraged to contact VALENCIA Marine Services first through the website Contact Form if they wish us to review a privacy-related concern.
25. CONTACT REGARDING PRIVACY
Submit questions about this Privacy Policy, personal data processing, or the exercise of data protection rights through the website Contact Form.
Please indicate clearly that the message concerns:
PRIVACY / DATA PROTECTION
This allows us to identify and handle the request appropriately.
26. CONTACT FORM PRIVACY NOTICE
Forms on this website should include the following short privacy notice:
VALENCIA Marine Services, S.L.U. will process the information provided through this form for the purpose of responding to your request and, where applicable, preparing or managing the requested professional service. You may exercise your data protection rights through the website Contact Form. Further information is available in our Privacy Policy.
27. REQUIRED PRIVACY CHECKBOX
For forms where an acknowledgement is appropriate, use:
☐ I have read and accept the Privacy Policy and understand that my personal data will be processed for the purpose of responding to and managing my request.
28. COOKIES AND ANALYTICS
The website may use cookies and similar technologies for technical, security, preference, statistical or analytical purposes.
Where legally required, optional cookies or similar technologies are activated only after the appropriate user choice.
Further information is provided in the Cookie Policy.
29. THIRD-PARTY SERVICES
The website may use third-party providers for functions such as:
Hosting
Website infrastructure
Security
Spam prevention
Form processing
Analytics
Document storage
Technical communications
These providers may process limited personal information where necessary to provide their services.
Where legally required, they act under appropriate contractual and data protection arrangements.
30. CHANGES TO THIS PRIVACY POLICY
VALENCIA Marine Services may update this Privacy Policy where necessary due to:
Changes in applicable legislation
Changes in website functionality
New forms or services
Changes in data-processing activities
Changes in technical service providers
Regulatory requirements
The version published on the website will be the current version.
31. DATA CONTROLLER DETAILS
VALENCIA Marine Services, S.L.U.
Registered Office: Valencia, Spain
VAT No.: ESB06827356
Mercantile Registry of Valencia:
Volume 11011, Sheet 122, Section GNE, Entry 198596
Website:
Privacy Contact:
Through the website Contact Form