Privacy

The Processing of Personal Data

 

Our objective and intention are that you will be able to feel safe and secure when you provide your personal information to us at Ousland Polar Exploration. All processing of personal data is based on the provisions and requirements of the European Union’s General Data Protection Regulation (GDPR).

Data Controller

Ousland Polar Exploration is the data controller, pursuant to the GDPR, for the processing of personal data held by the company that takes place.

When does the processing of personal data occur?

Ousland Polar Explorations processes your personal information when you:

– sign up for any of our trips and expeditions

– sign up for our newsletter subscription service,

– choose to participate in any of our competitions, events or campaigns,

– look for an open position

– register your interest in employment, or apply for employment with us

– otherwise, seek contact with us via any of our contact channels; online forms or email.

What personal data do we collect?

Personal data such as your name, date of birth, address, telephone number and email address are only collected on our websites when you give your consent, i.e., we record only the data you choose to submit. Ousland Polar Explorations seeks to avoid registering civil identification numbers (social security numbers) and sensitive personal data such as racial or ethnic origin, political opinions, religious or philosophical beliefs, membership in trade unions, health matters and sex life. If you do provide such information, for example, prior to a trip that you have a food allergy/intolerance and want or want to avoid certain foods, we presume that you want the information to be registered with us. Some information, such as medical issues, is something that we have to collect, in order to conduct safe trips. This information will be deleted after each trip.

Why do we collect personal data?

We ask for certain mandatory personal data when you actively choose to have a relationship with us through subscription, participation in trips, competitions or events or otherwise contact us. This is in order to make sure that anyone who signs up for our trips understands risks involved in participating in our trips, and in order to ensure the right considerations regarding allergies, etc when planning food and supplies. We also need to know if any of our participants have any medical issues that can impact on the performance of the individual on the trip.  This information is essential to be able to offer a service that is as good and correct as possible.

This is the information you will be asked to share when signing up for our trips:

PERSONAL INFORMATION: The personal information requested will be used by Ousland Explorations AS to contact you or your next of kin if required and, along with your passport and personal details, to prepare expedition permits if and when necessary. Please ensure details are legible and correspond to the passport or identification document you will be traveling with.

MEDICAL INFORMATION: Your answers provide essential information in case medical care should be required. To this end, if you answer YES to any medical question, please give the fullest possible details. If in doubt please contact us or consult your doctor.

Who has access to the information:

Our administrative staff will receive the information and before the trip it will be as well sent to your guide.

All information received is confidential and as securely stored as possible. However, any or all of it may be shared with company personnel or third parties if this is deemed necessary for the safety or well being of you or others. After the expedition is completed, and if no medical attention was needed, the file will be deleted four weeks after the end of the trip.

How do we process registered personal data?

The personal information you provide is registered in our website database in the case of our newsletter database on prescription (Third-party supplier: Google forms, Mailmeg, Hubspot).

Deleting registered personal data/Canceling newsletter subscription/Canceling news subscription: Carried out via a link at the bottom of the newsletter or by email to: privacy@ousland.no

Disclosure of personal data to others

With orders and registrations, the information recorded in our register may be disclosed to third parties, in other words to individuals or companies outside of Ousland Polar Explorations, to the extent necessary to be able to administer the participation in expeditions and trips, registration when purchasing products, newsletter subscription, in order to perform a requested service/order.

This also applies when you look for an open position, submit an expression of interest regarding an expedition or trip, participate in surveys and provide information for “benchmarking,” or tell us you want to be contacted by us.

In all the above-mentioned situations, Ousland Polar Exploration is the “data controller” responsible for the personal data and the contractors Ousland Polar exploration uses are the “data processors.” The data processors are obligated to comply with Ousland Polar Exploration’s instructions and are not entitled to disclose your personal information to any other parties or to use them for any purposes other than those encompassed within Ousland Polar exploration’s instructions. The data processors are also required to take certain technical and organizational measures to protect your personal data.

Finally, personal data may also be disclosed in the event this is required by law, regulation or a decision of a governmental authority.

How long is the information retained?

We retain the personal data for as long as necessary in order for us to be able to fulfill our commitments, i.e. provide the service, product or training, sent out invoices, deal with complaints or claims, etc.

If you have consented to that your contact information will remain in our customer database for marketing purposes even after the customer relationship has ended, it will remain in the database until you tell us that you want the information deleted. Medical and personal information from each trip will be deleted when returning from the trip you are participating in.

Contacts

If you have any questions concerning the processing of personal data within Ousland polar exploration, please contact us via e-mail at: privacy@ousland.no

Identification of Visitors – cookies and logs

Our website uses “cookies.” As you may know, “cookies” are small text files that are stored on your computer and among other uses, they are used to saving individualized settings and make it possible to monitor what visitors do on the website. There are two different types of “cookies.”

One is “session cookies,” which are used during the time the visitor is active on the website. These cookies are only stored temporarily on the visitor’s computer and are deleted automatically when the user closes their web browser.

The other is “persistent cookies.” These are used to tell the visitor what happened on the website since they last visited the site, and to be able to identify returning users and remember the information provided previously.

The initial settings for most browsers are set to accept cookies. However, if you do not want cookies to be stored in your computer, you can set your browser to notify you when it receives a cookie. At that point, you can decide for yourself if you want to accept it or not.

Ousland Polar Explorations prepares statistics relating to the number of visits and visitors, number of times each individual page is read, which URLs the visitor is coming from, and which search engines and keywords are used to reach our website. The purpose of all this is to give us an understanding of how we can improve our site. In this way, we collect information about the domain name, web browser, and operating system, the time when you entered our website and if you came via a link, what link. This information is not being disclosed to third parties.

Security

There is always a risk involved with the submitting of personal information via the Internet. No technology system is completely protected from intrusion.

However, Ousland Polar exploration has taken all reasonable technical security measures that are required in order to protect personal data against unauthorized access, alteration or destruction.

Oslo, Norway 25 May 2018