Epic
Polar (“Epic Polar” or “We”) is
committed to protecting and respecting your privacy. This policy sets
out the basis on which any personal data we collect from you, or that
you provide to us, will be processed by us when you (i) access or use
our websites; (ii) request information about our products/services;
and/or (iii) purchase our products (collectively the
“Services”). This policy applies to information we
collect through our Services, in email, text and other electronic
communication sent through or in connection with our Services.
If
you reside in a country within the European Union, Epic Polar, will be
the controller of your personal data provided to, or collected by or
for, or processed in connection with our Services;
If
you reside in any other part of the world, Epic Polar will be the
controller of your personal data provided to, or collected by or form
or processed in connection with our Services.
This
policy DOES NOT apply to information that you provide to, or that is
collected by, any third-party, such as a ship line that you use in
connection with our Services. We encourage you to consult directly with
such third-parties about their privacy policies.
Please
read the following carefully to understand our views and practices
regarding your personal data and how we will treat it. By accessing,
using, and/or inquiring about or purchasing our Services you are
accepting and consenting to the practices described in this policy. If
you do not provide the information we require, we may not be able to
provide all of our Services to you.
Your
data controller is responsible for the collection, use, disclosure,
retention, and protection of your personal data in accordance with its
privacy standards as well as any applicable national laws. Your data
controller my transfer data to other members of the Epic Polar team as
described in this policy. We may process and retain your personal data
on our servers in the United States, where our data center is located,
and /or on the servers of those third parties (in or outside the United
States), having contractual relationships with Epic Polar.
This
policy may change from time to time, your continued use of our Services
after we make any changes is deemed to be acceptance of those changes,
so please check the policy periodically for updates.
Personal
Data Collected by Epic Polar
We
collect several types of personal data (“Data”)
from and about you when you order information from Epic Polar, plan or
purchase a Epic Polar cruise service, register for a Epic Polar travel
program or otherwise request information or services on our websites.
Data is the information that can be associated with a specific person
and could be used to identify that specific person whether from that
data, or from the data and other information that we have, or are
likely to have access to, including but not limited to, your name,
company or travel agency, postal address, email address and phone
number. We may also ask for other information about you and your
interests through forms, surveys, contests or other means. Your
participation in these activities is always voluntary. If you do not
want to provide this information, please do not participate in these
optional activities. This supplemental information allows us to make
you aware of products, services and events that may be of interest to
you. We do not consider personal data to include information that has
been made anonymous or aggregated so that it can no longer be used to
identify a specific person, whether in combination with other
information or otherwise.
We
collect this information:
-Directly
when you provide it to us; and
-Automatically
as you navigate through our website (information collected
automatically may include information collected through cookies).
DATA
YOU GIVE US:
We
will use the Data you give us:
•
to carry out our obligations arising from any contracts entered into
between you and us and to provide you with the information, products
and services that you request from us;
•
to provide you with information about other goods and services we offer
that are similar to those that you have already purchased or enquired
about;
•
to notify you about changes to our service; and
•
to ensure that content from our site is presented in the most effective
manner for you and for your computer.
If
you contact us for information or request a quotation for a particular
cruise, you might do so by telephone, email, face to face, or by
filling in a form on our website. At that point, we will begin to
collect information about you. The simple contact details we will
request are the means to respond to your enquiry: a telephone number,
email address, and of course your name, and possibly the names of those
who may be traveling with you. Once we proceed beyond the enquiry stage
to make a booking for you, additional information will be needed, such
as financial and credit card information, full passport names,
addresses and contact numbers of all the people traveling on the
booking and their dates of birth. There may be a need to collect
additional information such as details of next of kin or emergency
contacts and personal details you need to pass to us in order to ensure
your booking is looked after properly: these can include dietary
requirements and medical needs which act as an indicator of other
personal details (such as your ethnicity or the state of your health).
The information will be used solely for the smooth running of your
cruise.
We
must pass on certain Data to the companies fulfilling your booking,
which include, but is not limited to, ship lines, airlines, tour
operators, port agents and government authorities. This will, in many
cases, involve your Data being passed to entities in other countries
throughout the world. We will require these companies to also ensure
that your Data is adequately protected and your privacy upheld.
We
will use your contact details regularly to keep you updated on the
progress of your booking, make you aware of ways to enhance your
forthcoming cruise, assist you with pre-reservations, and supply all
appropriate information.
If
you have provided your consent, we may contact you with marketing about
our products and services we think may interest you. We will ask you if
and how you wish to be contacted.
We
also interact with you through different social media platforms. Your
interactions with social media companies are governed by their privacy
policies.
Please
note that calls to us may be monitored and recorded for quality
assurance purposes.
HOW
WE USE DATA WE COLLECT
We
use the personal data we collect from and about you for a variety of
purposes, including to:
•
Process and respond to your queries.
•
Understand our guests, improve the content and features on our website,
process and complete your bookings, and make special offers.
•
Administer our Services.
•
Diagnose technical problems.
•
Send you communications that you have requested or that may be of
interest to you by way of emails, or courier, or registered post, or
telephone calls, or any other mode of communication.
•
Generate and review reports and data about, and to conduct research on,
our customer base.
•
Administer contests and sweepstakes.
•
Provide you with customer support.
•
Carry out our obligations and enforce our rights arising from any
contracts entered into between you and us.
•
Notify you about changes to our Services.
•
In any other way we may describe when you provide the information.
•
For any other purpose with your consent.
HOW
WE SHARE DATA WE COLLECT ABOUT YOU:
We
may disclose Data that we collect or you provide, as described in this
privacy policy, in the following ways:
General
Information Disclosures
·
To our subsidiaries and affiliates, which are entities under common
ownership or control of our ultimate parent company.
·
To contractors, advertisers/service providers and other third-parties
whom we use to support our business and who are bound by contractual
obligations to keep personal data confidential and use it only for the
purposes for which we disclose it to them.
·
To a buyer or other successor in the event of a merger, divestiture,
restructuring, reorganization, dissolution or other sale or transfer of
some or all of Epic Polar’s assets, whether as a going
concern or as part of bankruptcy, liquidation or similar proceeding, in
which personal data held by Epic Polar about the users of our Services
are among the assets transferred.
·
To third-parties to market their products or services to you if you
have consented to receive the promotional updates. We contractually
require these third-parties to keep personal data confidential and use
it only for the purposes for which we disclose it to them.’
·
To fulfill the purpose for which you provide it.
·
To administer our website and for internal operations, including
troubleshooting, data analysis, testing, research, statistical and
survey purposes.
·
To improve our website to ensure that content is presented in the most
effective manner for you and for your computer.
·
As part of our efforts to keep our website safe and secure.
·
To measure or understand the effectiveness of advertising we serve to
you and others, and to deliver relevant advertising to you.
·
To make suggestions and recommendations to you and other users of our
site about goods or services that may interest you or them.
·
For any other purpose disclosed by us when you provide the information.
·
Service Providers. We may share your information with outside vendors
that we use for a variety of purposes in order to fulfill our Services.
We may share information about you with these vendors only to enable
them to perform their services.
·
Legal Purposes. We may share your information when we believe in good
faith that such sharing is reasonably necessary in order to
investigate, prevent, or take action regarding possible illegal
activities or to comply with legal process. We may also share your
information to investigate and address threats or potential threats to
the physical safety of any person, to investigate and address
violations of this policy, or to investigate and address violations of
the rights of third parties and/or to protect the rights, property and
safety of Epic Polar, our employees, or the public. This may involve
the sharing of your information with law enforcement, government
agencies, courts, and/or other organizations on account of legal
request such as subpoena, court order or government demand to comply
with the law.
·
To enforce or apply our terms and conditions, passage contracts or
conditions of carriage and other agreements.
·
If we believe disclosure is necessary or appropriate to protect the
rights, property, or safety of Epic Polar, our guests or others. This
includes exchanging information with other companies and organizations
for the purposes of fraud protection and credit risk reduction.
·
Consent. We may share your information in any other circumstances where
we have your consent.
Payment
Card Information
·
To use certain of our Services, we may require credit or debit card
account information. By submitting your credit or debit card account
information through our Services, you expressly consent to the sharing
of your information with third-party payment processors, and other
third-party service providers (including but not limited to vendors who
provide fraud detection services to us and other third parties).
CHOICES
ABOUT HOW WE USE AND DISCLOSE YOUR DATA
With
regard to each of your visits to our website our web server
automatically collects and aggregates information about your visit
including, but not limited to, your service provider, browser type and
operating system. This information does not personally identify you and
we analyze this aggregated information only in order to optimize your
experience and enhance the time spent with us online.
We
strive to provide you with choices regarding the personal data you
provide to us. You can set your browser or mobile device to refuse all
or some browser cookies, or to alert you when cookies are being sent.
If you disable or refuse cookies, please note that some parts of our
Services may then be inaccessible or not function properly.
Email
Privacy
Epic
Polar utilizes the services of reputable third party companies for the
transmission of email messages. Epic Polar shares personal and
non-personal data with their email transmission companies for the
purpose of targeting future campaigns, upgrading visitor information
used in reporting statistics, and for other reasons relating to website
administration. For this purpose, Epic Polar and their email
transmission companies use pixel tags (also called clear gifs) to note
your interaction with email messages and to record the pages you visit
on Epic Polar’s website. This information allows Epic Polar
to provide information that is tailored to your needs and interests.
Referrals
Epic
Polar’s website contains the option to provide contact
information for others who you believe might be interested in receiving
emails from Epic Polar. Should you choose to provide contact
information for others, the provisions in this policy regarding
safeguarding of your contact information shall apply to contact
information of others that you provide.
Passwords
There
are sections of our website that are not open to the general public and
are restricted to Epic Polar’s past guests and business
partners. If you are eligible for access to these sections of our
website, you will need to enter your membership number or password to
gain access. As a further security precaution, you may be asked to
provide a password when you register or subscribe to a Epic Polar email
newsletters. You may be asked to provide this password to access your
personal data via Epic Polar’s website. You have the option
of having your password emailed to you if you have forgotten or
misplaced it. To obtain a copy of your password, please click on the
appropriate link below.
Non-Personal
Data Collected by Epic Polar Cruises
A
cookie is a small data file that is sent to your computer from a
website and is stored on your computer’s hard drive. Epic
Polar may use cookies to help recognize you when you come back to their
website. Cookies may also be used to help Epic Polar track traffic on
their website. Cookies allow Epic Polar to offer services personalized
to your interests and to better the Epic Polar website by showing which
sections of the website are the most popular. See the Profiling section
below for a discussion on how this information might be used. You can
set your web browser to refuse cookies, but your ease of use of the
Epic Polar website will be significantly reduced if you do so.
Epic
Polar also collects IP addresses of those browsing their website as a
way of tracking website usage. See the Profiling section below for a
discussion on how this information might be used.
Profiling
To
help Epic Polar improve its website and to ensure that every effort is
made to provide you with information and offers that are of interest to
you, your personal data may be merged with click-stream data and other
non-personal tracking data that Epic Polar maintains. Also, a
non-identifiable profile may be maintained on you based on the pages
that you visit within Epic Polar’s website.
Promotions
At
various times, Epic Polar may offer promotions, contests or sweepstakes
on our website. Should you choose to participate, Epic Polar may
collect personal, identifying information including your name, company
or travel agency, postal address, email address, and phone number. The
information collected may be used to conduct the promotion and for
other business purposes which may include marketing and may be shared
with our affiliated companies or with third parties in accordance with
this policy. Participation is subject to the Official Rules governing
that specific promotion.
Subscriptions
You
may sign-up to receive newsletters, promotions, or other communications
from us. If you would like to discontinue receiving this information,
you may update your email preferences by using the
“Unsubscribe” link found in emails we send to you.
SECURITY
The
security of your personal data is important to us. We follow generally
accepted standards to protect the personal data submitted to us, both
during transmission and once it is received, and take various
precautions to protect information from loss and misuse. If you have
any questions about the security of your personal data, you can contact
us at the address provided below.
Child
Privacy
We
do not knowingly collect, maintain, or use Data from our website about
children under the age of 18. We request that persons under the age of
18 not use our website without supervision from a responsible adult. We
will never request Data from a child under the age of 18 without
verifiable parental consent. If we become aware that a child under the
age of 18 has sent Data to us without prior parental consent, we will
remove his or her Data from our files.
The
Transportation Security Administration requires you to provide your
full name, date of birth and gender pursuant to 49 U.S.C. Section 114,
the Intelligence Reform and Terrorism Prevention Act of 2004, and 49
C.F.R. Sections 1540 and 1560 for all commercial air travel within,
into or out of the United States. If applicable, you may also provide
your Redress Number. If you book commercial air travel within, into or
out of the United States in conjunction with your Epic Polar cruise, we
will request this information from you and forward it to the
Transportation Security Administration, as required by law. Failure to
provide the required information may result in denial of transport or
denial of authority to enter the boarding area. The Transportation
Security Administration may share information you provide with law
enforcement or intelligence agencies or others under its published
systems of records notice. For more information regarding this, please
visit www.tsa.gov.
Changing
Your Personal Data, Contact
You
can update your Data at any time or request that we change or delete
(where legally possible) your Data by contacting us in writing at the
address provided below.
LIMITATION
ON STORAGE
We
will not keep personal data active longer than is necessary for the
purpose or purposes for which they were collected. We will take all
reasonable actions to destroy, or erase all data from our website and
other systems which is no longer required.
EU
DATA PROTECTION RIGHTS
Under
the EU’s General Data Protection Regulation
(“GDPR”), you have the right to ask us to:
a)
Provide you with access to the personal data
that
we hold about you;
b)
Correct your personal data;
c)
Erase your personal data;
d)
Restrict our processing of your personal data;
e)
Object to our processing of your personal data;
f)
Request that we move your personal data to another organization; or
g)
Object specifically to us using your personal data for profiling for
direct marketing purposes
Click
on the respective link to submit your request: Guest Data Protection
& Privacy Request Form or Marketing Subscriber Data Protection
& Privacy Request Form. Please use the ‘Submit an
inquiry’ button in these forms to exercise your rights above.
Your
right of access can be exercised in accordance with the GDPR. Any
access request will be free of charge, although multiple copies will be
subject to a reasonable fee to meet our costs in providing you with
details of the information we hold about you. We will endeavor to
provide you with the personal data in the same machine-readable format
and will make it capable of porting to a third party data controller,
only if it is technically feasible to do so.
You
also have the right to make a complaint about how We process your
personal data to your data protection supervisory authority.
You
should also notify us in writing if any of your personal details change
or if you are aware of any inaccuracies so that this can be corrected.
CALIFORNIA
PRIVACY RIGHTS
California
law permits users who are California residents to request and obtain
from us once a year, free of charge, a list of the third parties to
whom we have disclosed their personal data (if any) for their direct
marketing purposes in the prior calendar year, as well as the type of
personal data disclosed to those parties. To make such a request,
please contact us at the information provided in the Contact section
below.
Changes
to our Privacy Policy
Any
changes we make to our policy in the future will be posted on this page
and, where appropriate, notified to you by e-mail. Please check back
frequently to see any updates or changes to our privacy policy.
For
More Information relating to the processing/ usage of information,
Contact us
