Privacy Policy

Website Privacy Policy and Notice

Dover Harbour Board (DHB), acting on behalf of itself and its subsidiaries, is committed to protecting your data and respecting your privacy. This Privacy Policy and Notice applies to all data subjects whose personal data DHB collects, in line with the requirements of the EU General Data Protection Regulation and Data Protection Act 2018.

Who are we?

The Port of Dover is owned and operated by Dover Harbour Board, of Harbour House, Marine, Parade, Dover, Kent, CT17 9BU.

Contact DHB’s Data Protection Officer (DPO) by writing to the above address or by email to dpo@doverport.co.uk. The ICO’s details are:

Web: https://ico.org.uk

Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

Phone: 0303 123 1113

Responsibilities

As the data controller, DHB determines how and why data is processed and has a responsibility to bring to your attention certain information about how your data will be used and your rights in relation to the data held.

Disclosure

Except as noted within the relevant sections of this Privacy Notice, DHB will not pass your personal data to third parties without first notifying you.

Safeguards

DHB makes use of a number of bespoke and third party IT systems in order to process personal data. DHB has implemented technical and organisational measures to ensure personal data processed remains secure, however, absolute security cannot be guaranteed. Please contact DHB’s DPO for further details.

Security Measures

DHB takes the security of your data seriously and has put in place internal policies and controls to ensure that your data is not lost, accidentally destroyed, misused or disclosed and is not accessed except by DHB’s employees in the proper performance of their duties. Internal networks and systems are password protected and include systems restrictions.

Third Countries

DHB does not transfer your data to third countries. Any data held is stored within the UK at all times.

Your Rights

At any point while DHB is in possession of or processing your personal data, as the data subject, you have the following rights:

Right to be informed – you have the right to be aware of how DHB uses your information, as set out within this Privacy Policy and Notice.
Right of access – you have the right to request a copy of the information that DHB holds about you.
Right of rectification – you have a right to correct data that DHB holds about you that is inaccurate or incomplete.
Right to be forgotten – in certain circumstances you can ask for the data DHB holds about you to be erased from our records.
Right to restriction of processing – where certain conditions apply, to have a right to restrict the processing.
Right of portability – you have the right to have the data DHB holds about you transferred to another organisation.
Right to object – you have the right to object to certain types of processing such as direct marketing.
Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling.

If you wish to exercise any of these rights, please contact dpo@doverport.co.uk.

Any requests will be forwarded on should there be a third party involved in the processing of your personal data as detailed within this Privacy Policy and Notice.

Privacy Notice

DHB collects and processes personal data for a number of different reasons, as set out below. Your data may be collected in one or more ways depending on which service(s) you use.

DHB only collects special categories of personal data (data which reveals your racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic or biometric data, health, sex life or sexual orientation) in relation to the following services: (i) Recruitment, (ii) Access Control Pass and Parking Permits Applications, (iii) Marina Berth Holders and (iv) Policing as set out below.

Information about Consent

Where the basis for processing is consent, by submitting your details, you are accepting and consenting to the practices described in this Privacy Policy and Notice.

If you provide DHB with personal information, you are giving DHB permission to process your personal data specifically for the purposes identified above. Where required, consent must be explicitly given, but can be withdrawn at any time.

You have the right to withdraw your consent at any time by contacting marketing@doverport.co.uk. Your personal data will be erased within 30 days of your request. However, if DHB have another legal basis for processing your data, it may continue to process that data subject to your legal rights.

Complaints

In the event that you wish to make a complaint about how your personal data is being processed by DHB (or by any third parties as described above), or how your complaint has been handled, you have the right to lodge a complaint directly with the ICO and with DHB’s DPO at dpo@doverport.co.uk

Changes to this Policy

DHB may change this Privacy Policy and Notice at any time by updating this page, please make sure you frequently visit this page.

Marketing & Communications

Dover Harbour Board processes personal data for marketing purposes.

The personal data we collect is as follows:

First and last name.
Email address.
Name of company (where applicable).
Address (where applicable).

The personal data we collect will be used for the following purposes:

Sending communications, including newsletters, information on events, and other information about the Port of Dover.
Transferring information between our IT systems to allow us to send communications.
Processing any complaints that we receive.
Allowing secure access to certain documents on our website.

Personal data is collected in a number of ways, including:

Online marketing consent forms.
Paper marketing consent forms.

Our legal basis for processing your personal data for marketing purposes is your consent. Where you have consented, we will contact you with marketing material as described above.

We will not collect any special data types for the purpose of sending marketing communications about the Port of Dover.

Dover Harbour Board will process and store personal data until you remove your consent for us to contact you. We will erase the data held by us within 30 days of the removal of consent. You may withdraw consent at any time by contacting marketing@doverport.co.uk.

We will not pass information collected for marketing purposes on to third parties.

CCTV Monitoring

Dover Harbour Board carries out CCTV monitoring within the Port of Dover.

The personal data we collect is as follows:

Footage of individuals and vehicles passing through the Port of Dover estate, including visual images, personal appearances and behaviour.

The personal data we collect will be used for the following purposes:

Maintaining the security of the port environment and the safety of its users, particularly within the vicinity of berths and bridges.
Monitoring traffic flows primarily for the purpose of traffic management.

Our legal basis for processing personal data using CCTV is public task.

We will not collect any special data types through use of CCTV monitoring within the Port of Dover.

Dover Harbour Board will process and store CCTV footage for 28 days as standard, but up to 6 years if required as evidence within an investigation.

We will share CCTV footage on a read-only basis with our on-site security contractor, ferry operators, and Dover District Council for the purposes listed above, and we may also pass it to third party law enforcement agencies where required for investigations.

Telephone and audio recording

Telephone calls to and from the Port of Dover are recorded. Audio recordings are also made in the port’s operational control rooms, which will capture telephone calls and VHF radio transmissions as well as conversations in the room.

All such recordings are made for the purpose of enabling the investigation of safety or security incidents that occur in the port, and their legal basis is public task.

The telephone and audio recordings are stored for 60 days as standard, but longer if required as evidence in relation to an incident.

We may pass these recordings to third party law enforcement agencies when required for investigations or prosecutions.

Invitations to Tender

Dover Harbour Board processes personal data for procurement purposes.

The personal data we collect is as follows:

Names of individuals involved in tender applications.
Work experience of individuals involved in tender applications.

The personal data we collect will be used for the review and award of tender applications.

Personal data is collected through invitation to tender questionnaires, including supporting documentation such as CVs.

Our legal basis for processing personal data through invitations to tender is performance of contract.

We will not collect any special data types through the invitations to tender process.

Dover Harbour Board will process and store personal information collected through invitations to tender for as long as required for determination of procurement decisions, and indefinitely for successful tender applications.

We may pass personal information collected through the invitations to tender process to consultants helping to run a tender, and we use an online platform to store data.

Access to Public Wi-Fi Services

Dover Harbour Board processes personal data for provision of public Wi-Fi services.

The personal data we collect is as follows:

First and last name.
Email address.
Phone number.

The personal data we collect will be used for the following purposes:

Sending registration details to email addresses to allow Wi-Fi registration.
Sending communications, including newsletters, information on events, and other information about the Port of Dover.

Personal data is collected using online Wi-Fi registration forms.

Our legal basis for processing your personal data for Wi-Fi purposes is your consent. By submitting your details, you are accepting and consenting to the practices described in this privacy policy. By consenting to this privacy notice you are giving us permission to process your personal data specifically for the purposes identified above.

Consent is required for Dover Harbour Board to process personal data for Wi-Fi and communications purposes, but it must be explicitly given. Where we are asking you for personal data we will always tell you why and how the information will be used.

We will not collect any special data types for the purpose of Wi-Fi usage.

We will not pass information collected for Wi-Fi purposes on to third parties.

Recruitment

Dover Harbour Board processes personal data during recruitment.

The personal data we collect is as follows:

Name, address and contact details, including email addresses and telephone numbers.
Details of qualifications, skills, experience and employment history.
Information about remuneration, including benefit entitlement.
Details of any disabilities, for which the organisation needs to make reasonable adjustments during the recruitment process.
Information about entitlement to work in the UK.

The personal data we collect will be used for the following purposes:

Confirm a candidate’s suitability for the role.
Comply with legal obligations around checking eligibility to work in the UK.
Make an offer of employment.
Make reasonable adjustments for candidates with disabilities.

Personal data is collected in a number of ways, including:

Application forms, CVs or resumes.
Passports or other identity documents.
Interviews or other forms of assessment, including online tests.
Information received from third parties, including through references supplied by former employers, information from employment background check providers and criminal record checks.

We will only seek information from third parties once a job offer has been made to you, and we will inform you that we are doing so. If your application for employment is successful and we make an offer of employment, we will then share your data with former employers to obtain references for you, and employment background check providers to obtain necessary background checks. We will share your data with the Disclosure and Barring Service to obtain criminal records checks if this is a requirement of the role.

Our legal basis for processing personal data for recruitment purposes is performance of contract.

We will collect certain special types of personal data for recruitment purposes, including information about disabilities and information contained within passports such as nationality.

Dover Harbour Board will store unsuccessful applications for a period of 6 months after the recruitment process, or 12 months where you have asked us to keep your data on file for consideration for future opportunities. Successful applicants with have their data transferred to their personnel file, which is subject to Dover Harbour Board’s internal privacy policy.

We will not pass your data on to third parties without notifying you first.

Tenancy & Licence Applications

Dover Harbour Board processes personal data during tenancy applications and agreements.

The personal data we collect is as follows:

Name, address and contact details, including email addresses and telephone numbers.
National insurance numbers, identification and address history for background checks.
Bank details for taking payment and arranging deposit payments.

The personal data we collect will be used for the following purposes:

Register an expression of interest generally or in a specific property.
To carry out background checks on prospective tenants, including credit checks and reference checks.
Processing of Assured Short Hold Tenancy documentation.
Taking payments and deposits, and returning deposits where applicable.

Personal data is collected in a number of ways, including:

We will only seek information from third parties once we have informed you that we are doing so. If your application for tenancy is successful and we make a tenancy offer, we will then share your data with reference providers, and background check providers to obtain necessary background checks.

Our legal basis for processing personal data for tenancy purposes is performance of contract.

We will collect certain special types of personal data for tenancy purposes, including information contained within passports such as nationality.

Dover Harbour Board will store tenant details for up to 12 years after tenancy in some cases.

We will not pass your data on to third parties without notifying you first.

Events & Stakeholder Engagement

Dover Harbour Board processes personal data for events and engagement with stakeholder groups.

The personal data we collect is as follows:

Name, address and contact details, including email addresses and telephone numbers.
Details of any events attended.

The personal data we collect will be used for the following purposes:

Contacting members of stakeholder groups such as the Port & Community Forum and Port User Group with relevant communications and meeting invitations.
Contacting event attendees about future events and other information about the Port of Dover.

Personal data is collected in a number of ways, including:

Online and paper applications to become members of stakeholder groups.
Online marketing forms.
Paper marketing forms.

Our legal basis for processing personal data members of statutory stakeholder groups is legal obligation under relevant harbour legislation. Our legal basis for processing personal data of other event attendees is consent. Where you have consented, we will contact you with marketing material as described above. You may withdraw consent at any time by contacting marketing@doverport.co.uk.

We will not collect any special data types for the purpose of sending communications about events.

Where legal obligation is the basis for processing, we will retain information for as long as necessary to discharge our statutory duties under the relevant harbour legislation. Where consent is the legal basis, Dover Harbour Board will process and store personal data until you remove your consent for us to contact you. We will erase the data held by us within 30 days of the removal of consent.

We will not pass information collected for events purposes on to third parties.

Marina Berth Holder Applications

Dover Harbour Board processes personal data for permanent and visitor berth holder applications.

The personal data we process is as follows:

Name, address and contact details, including email addresses and telephone numbers.
Identification, including date of birth and nationality.
Bank details for taking payment.
Vessel details and insurance details, which may contain limited personal details.

The personal data we collect will be used for the following purposes:

Processing marina berth holder applications.
Processing visitor applications.
Identity checks.
Taking payments for berth services, including berth allocation and shore services.
Moving information between IT systems to allow payments.

Personal data is collected in a number of ways, including:

Berth holder and services application forms.
Passports, utility bills or other identity documents.

Our legal basis for processing personal data for marina purposes is performance of contract.

We will collect certain special types of personal data for berth holder processing purposes, including information contained within passports such as nationality.

Dover Harbour Board will store berth holder details for up to 12 years in some cases.

We may occasionally pass data to third party law enforcement agencies where requested.

Pilotage Exemption Certificates

Dover Harbour Board processes personal data on ferry masters holding pilot exemption certificates (PEC).

The personal data we collect is as follows:

Name, address and contact details, including email addresses and telephone numbers.
Details of relevant certifications.
Historic records such as disciplinary records and incident reports.

The personal data we collect will be used for the following purposes:

Processing pilot exemption certificate applications.
Importing data into our vessel traffic system.
Tracking whether pilots entering Dover Harbour hold a valid PEC.
Tracking performance of pilots against estimated arrival times.
Sharing information with pilot’s employers on performance.

Personal data is collected using PEC application and renewal forms.

Our legal basis for processing personal data for PECs is legal obligation under relevant harbour legislation.

We do not collect special types of data for the purposes of PECs.

Dover Harbour Board will store PEC details for up to 12 years.

We may share data with pilots’ employers, the Marine Accident Investigation Branch, the Maritime and Coastguard Agency, and the designated person ashore.

Access Control & Dock Pass Applications

Dover Harbour Board processes personal data during applications for dock passes.

The personal data we collect is as follows:

Name, address and contact details, including email addresses and telephone numbers.
Identification, including date of birth, gender and nationality.
Images of pass applicants (passport-style images).
Details of occupation and employer (where relevant).

The personal data we collect will be used for the following purposes:

Processing access pass applications.
Identity and background checks on applicants.
Completion of online competence tests.

Personal data is collected in a number of ways, including:

Paper access pass request forms.
Online access pass request forms.

Our legal basis for processing personal data for access control purposes is performance of contract where required for an employee or contractor, or legal obligation under the International Ship and Port Facility Security (ISPS) Code.

We will collect certain special types of personal data for access pass applications, including information contained within passports such as nationality.

Dover Harbour Board will store pass holder details for up to 12 years.

We may pass data to third party law enforcement agencies where requested.

Payments

Dover Harbour Board processes personal data to enable payments for services such as car parking and event tickets.

The personal data we collect is as follows:

Name and contact details, including email addresses and telephone numbers.
Credit card details for taking payment.

The personal data we collect will be used for the following purposes:

Taking payments for services.

Personal data is collected in a number of ways, including:

Over the phone payments.
Online payment forms.

Our legal basis for taking payments for services is performance of contract.

We do not collect any special categories of data for taking payments.

Dover Harbour Board does not retain payment details for services including events and parking.

We will not pass information collected for payment purposes on to third parties, unless the individual has made the payment request through a third party such as a cruise company.

Policing

Through the Port of Dover Police, DHB also processes personal data for law enforcement purposes. This will include any data (including special category data) volunteered during interactions with officers of the Port of Dover Police or recorded by their body worn video.

The purposes for which such data will be processed include preventing, investigating, detecting or prosecuting criminal offences, executing criminal penalties, and maintaining law and order. Data may be shared with other law enforcement bodies for the same purposes.

Processing of personal data for law enforcement purposes is carried out under the Data Protection Act 2018, and most data will be stored for a minimum of six years in line with the Home Office Code of Practice on Management of Police Information.

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