Data Privacy & Protection Policy

Last updated 08/07/2025

1. Introduction

Rib-X International is committed to protecting the privacy and security of your personal information. This Data Privacy and Protection Policy explains how we collect, use, store, and protect your personal data in accordance with UK data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy applies to all personal data we collect through our yacht refitting and repair services, RIB manufacturing operations, and related business activities.

2. Who We Are

Company Name: Rib-X International Ltd
Business Activities: Yacht refitting, yacht repair, RIB (Rigid Inflatable Boat) and open tender manufacturing
Registered Address: Unit 10, The Saltings, Swanwick Marina, Swanwick, Hants, SO31 1FA, United Kingdom
Contact Email: admin@rib-x.co.uk
Contact Phone: 01162 477017

Data Protection Contact: Ross Collingwood

3. What Personal Data We Collect

We collect and process the following types of personal information:

Contact Information: Name, email address, phone number & postal address
Business Information: Company name (if applicable), vessel details, specifications & requirements, general arrangements.
Communication Records: Correspondence via email, phone calls, and in-person conversations.
Financial Information: Invoicing details, payment records (we do not store payment card details).
Marketing Preferences: Your choices regarding receiving marketing communications from us.

4. How We Collect Your Personal Data

We collect personal information through the following methods:

Website Forms: Contact forms and enquiry forms on our website
Email Communications: Direct email correspondence with our team
In-Person Interactions: Meetings, site visits, and face-to-face consultations
Telephone: Phone calls and voicemail messages
Written Correspondence: Letters and other written communications

5. Legal Basis for Processing Your Data

We process your data under the following legal bases:

Contract Performance: To fulfil our contractual obligations for yacht refitting, repair, RIB & open tender manufacturing
Legitimate Interests: To manage our business operations, maintain customer relationships, and improve our services
Legal Obligation: To comply with legal and regulatory requirements, including tax and accounting obligations
Consent: For marketing communications, where you have given us explicit permission.

6. How We Use Your Personal Data

We use your personal information for the following purposes:

Service Delivery: To provide yacht refitting, repair, RIB & open tender manufacturing services
Invoicing & Payments: To generate invoices, process payments, and maintain financial records
Customer Communication: To respond to enquiries, provide quotes, and update you on project progress
Business administration: To maintain our customer portal system and business records
Marketing: To send you information about our services, special offers and company news (only with your consent)
Legal Compliance: To meet legal, regulatory, and tax obligations
Business Improvement: To improve our services and customer experience.

7. Data Sharing And Third Parties

We do not sell, rent, or trade your personal information to third parties. We only share your data in the following limited circumstances:

Email Service Provider: We use Hosted to manage our email communications. They process data on our behalf under strict confidentiality agreements
Legal Requirements: We may disclose information if required by law, court order, or regulatory authority
Professional Advisors: We may share information with accountants, lawyers, or other professional advisors when necessary for business purposes.

All third parties are required to maintain confidentiality and security of your personal information.

8. Data Retention

We retain your personal data for as long as necessary to fulfil the purposes outlined in this policy and to comply with our legal obligations.

Customer Records: We retain your information, including contact details and project records, within our portal system for the duration of our business relationship and for several years afterwards to maintain historical records and facilitate future services.
Financial Records: Invoicing and payment records are retained for a minimum of 6 years to comply with UK tax and accounting regulations
Marketing Preferences: We retain records of your marketing preferences until you withdraw consent or request deletion

When personal data is no longer required, we will securely delete and anonymise it.

9. Data Security

We take the security of your personal data and implement appropriate technical and organisational measures to protect it against unauthorised access, loss or misuse.

Our security measures include:

Access Controls: Restricted access to personal data on a need-to-know basis
Regular Backups: Routine backup procedures to prevent data loss. Emails, OneDrive and SharePoint are backed up 3 times per day. Website and portal backed up nightly. These backups are tested monthly.
Secure Storage: Personal data stored in our portal system with appropriate security safeguards
Staff Training: All staff members are trained in data protection principles and responsibilities
Confidentiality: All employees are bound by confidentiality obligations

While we strive to protect your personal information, no method of transmission or storage is 100% secure. We cannot guarantee absolute security but will notify you and relevant authorities of any data breach as required by law.

10. Your Rights

Under the UK data protection law, you have the following rights regarding your personal data:

Our security measures include:

Right of Access: You can request a copy of the personal data we hold about you
Right of Rectification: You can ask us to correct inaccurate or incomplete information
Right to Erasure: We can request deletion of your personal data in certain circumstances
Right to Restrict Processing: You can ask us to limit how we use your data
Right to Data Portability: You can request your data in a portable format
Right to Object: You can object to processing based on legitimate interests or for marketing purposes
Right to Withdraw Consent: Where processing is based on consent, you can withdraw it at any time

To exercise any of these rights, please contact us using the details in Section 2.
We will respond to your request within one month, though this may be extended for complex cases.

11. Marketing Communications

We will only send you marketing communications if you have given us consent to do so. You can opt out of marketing emails at any time by:

Clicking the “unsubscribe” link in any marketing email
Contacting us directly at admin@rib-x.co.uk
Writing to us at the address on our contact us button

Opting out of marketing will not affect communications necessary for service delivery or business administration.

12. Changes to This Policy

We may update this Data Privacy and Protection Policy from time to time to reflect changes in our practises or legal requirements. The “Last Updated” date at the top of this policy indicates when it was last revised.

We encourage you to review this policy periodically. Continued use of our services after changes constitutes acceptance of the updated policy.

13. Complaints

If you have concerns about how we handle your personal data, please contact us first so we can address your concerns.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s data protection supervisory authority:

Information Commissioner’s Office (ICO)

Website: www.ico.org.uk

Telephone: 0303 123 1113

Address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, UK

14. Contact Us

If you have any questions or queries about this Data Privacy and Protection Policy or how we handle your personal data, please contact:

Data Protection Contact: Ross Collingwood

Email: ross@rib-x.co.uk

Phone: 01162 477017

Address: Unit 10, The Saltings, Swanwick Marina, Swanwick, Hants, SO31 1FA, UK

Acknowledgement

By providing your personal information and using our services, you acknowledge that you have read and understood this Data Privacy and Protection Policy.