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Privacy Policy

Privacy Policy

Seafarers.Pro

Maritime Crew Management Platform

Effective Date: June 26, 2026

https://seafarers.pro | legal@seafarers.pro

1. Introduction

Seafarers.Pro ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you use our maritime crew management platform, website, and related services (collectively, the "Service").

By accessing or using the Service, you agree to the terms of this Privacy Policy. If you do not agree with our practices, please do not use the Service. This policy applies to all users, including fleet operators, crewing agencies, ship managers, seafarers, and other authorized personnel (collectively, "Users" or "you").

We adhere to the principles of data protection by design and by default, ensuring that privacy considerations are integrated into every aspect of our platform.

2. Definitions

For the purposes of this Privacy Policy:

  • "Personal Data" means any information relating to an identified or identifiable natural person, including names, contact details, professional qualifications, and identification numbers.

  • "Data Controller" means Seafarers.Pro, the entity that determines the purposes and means of processing Personal Data.

  • "Data Processor" means any third party that processes Personal Data on behalf of the Data Controller under contractual obligations.

  • "Crew Data" means information related to seafarers, including certificates, qualifications, medical records, work history, and vessel assignments.

  • "Fleet Operator" means the organization or entity that uses our Service to manage crew operations and vessel assignments.

  • "Processing" means any operation performed on Personal Data, including collection, storage, use, disclosure, or deletion.

3. Information We Collect

We collect several categories of information to provide and improve our Service:

3.1 Account Information

When you register for an account, we collect your name, email address, phone number, company name, job title, and password. For fleet operators, we also collect billing information and organizational details.

3.2 Crew and Vessel Data

Our Service is designed to manage maritime crew operations. Accordingly, we process Crew Data, which may include:

  • Personal identification information (name, date of birth, nationality, passport details, seafarer's book number);

  • Contact information (email, phone number, emergency contacts);

  • Professional qualifications (rank, experience, vessel types, specializations);

  • Employment history (previous contracts, vessel assignments, manning agencies);

  • Medical and health information relevant to fitness for sea duty;

  • Documents and certificates (STCW certificates, endorsements, licenses).

3.3 Certificate and Compliance Data

To ensure STCW compliance and MLC 2006 readiness, we process:

  • Certificate details (type, issuing authority, issue date, expiry date, certificate numbers);

  • Training records and refresher course completions;

  • Flag state endorsements and licenses;

  • GOC/License expiration dates and renewal status.

3.4 Automatically Collected Information

When you access and use the Service, we automatically collect:

  • Log data: IP address, browser type, operating system, access times, pages viewed;

  • Device information: device type, unique device identifiers, network information;

  • Usage data: features accessed, actions taken, time spent on platform;

  • Cookies and similar tracking technologies as described in Section 10.

4. How We Use Your Information

We use the collected information for the following purposes:

  • To provide, maintain, and improve the Service, including STCW compliance tracking, roster planning, and real-time alerts;

  • To process and manage crew data, certificates, and vessel assignments;

  • To send notifications about certificate expirations, compliance deadlines, and roster changes;

  • To communicate with you about your account, updates, and support requests;

  • To process payments and manage subscriptions;

  • To analyze usage patterns and improve user experience;

  • To detect, prevent, and address technical issues, fraud, or security threats;

  • To comply with legal obligations, including maritime regulations and labor laws.

5. Legal Basis for Processing

For users in the European Economic Area (EEA), United Kingdom, and Switzerland, we process Personal Data on the following legal bases under the General Data Protection Regulation (GDPR):

  • Performance of a contract: Processing necessary to provide the Service you have subscribed to;

  • Legitimate interests: Processing necessary for our legitimate business interests, such as improving services, ensuring security, and preventing fraud;

  • Legal obligation: Processing necessary to comply with applicable laws, including maritime regulations (STCW, MLC 2006);

  • Consent: Processing based on your explicit consent, which you may withdraw at any time;

  • Vital interests: Processing necessary to protect the vital interests of seafarers or other individuals.

6. Data Sharing and Third Parties

We do not sell your Personal Data. We may share information in the following circumstances:

  • With your Fleet Operator: Crew Data is accessible to the fleet operator or crewing agency that manages the seafarer's employment;

  • Service providers: Trusted third-party vendors who assist in operating our Service (hosting, cloud storage, analytics, payment processing);

  • Compliance and legal requirements: When required by law, regulation, legal process, or governmental request;

  • Business transfers: In connection with a merger, acquisition, or sale of assets, subject to confidentiality obligations;

  • With your consent: When you have given us explicit permission to share information.

All third-party processors are bound by data processing agreements that require them to maintain the confidentiality and security of your Personal Data.

7. Data Security

We implement industry-standard security measures to protect your data:

  • Encryption: All data in transit is protected using TLS 1.3. Sensitive data at rest is encrypted using AES-256;

  • Access controls: Role-based access control (RBAC) ensures users access only data necessary for their role;

  • Multi-factor authentication (MFA) is available and recommended for all accounts;

  • Regular security audits and penetration testing;

  • Secure data centers with physical and environmental controls;

  • Employee training on data protection and security best practices.

While we strive to protect your information, no method of transmission or storage is 100% secure. We encourage you to use strong passwords and enable MFA.

8. Data Retention

We retain Personal Data for as long as necessary to fulfill the purposes outlined in this policy:

  • Account data: Retained until account deletion or 24 months of inactivity;

  • Crew Data: Retained as required by maritime regulations, typically for the duration of employment plus applicable statutory periods;

  • Certificate data: Retained in accordance with STCW and flag state requirements;

  • Billing records: Retained for 7 years as required by tax and accounting regulations;

  • Usage logs: Retained for up to 12 months for operational and security purposes.

Upon expiration of the retention period, data is securely deleted or anonymized in accordance with our data destruction procedures.

9. Your Rights

Depending on your jurisdiction, you have the following rights regarding your Personal Data:

  • Right to access: Request a copy of the Personal Data we hold about you;

  • Right to rectification: Request correction of inaccurate or incomplete data;

  • Right to erasure ("right to be forgotten"): Request deletion of your Personal Data;

  • Right to restrict processing: Request limitation on how we use your data;

  • Right to data portability: Request transfer of your data to another controller;

  • Right to object: Object to processing based on legitimate interests;

  • Right to withdraw consent: Revoke consent at any time for processing based on consent;

  • Right to lodge a complaint: File a complaint with your local data protection authority.

To exercise any of these rights, please contact us at privacy@seafarers.pro. We will respond within 30 days of receiving your request.

10. Cookies and Tracking

We use cookies and similar technologies to operate and improve our Service:

  • Essential cookies: Required for authentication, session management, and security;

  • Preference cookies: Store your language preferences, UI settings, and display preferences;

  • Analytics cookies: Help us understand how users interact with the platform (e.g., Google Analytics);

  • Functional cookies: Enable features such as roster planning preferences and alert settings.

You can manage cookie preferences through your browser settings. Essential cookies cannot be disabled as they are necessary for the Service to function.

11. Children's Privacy

The Service is not intended for individuals under the age of 16. We do not knowingly collect Personal Data from children. If you believe we have inadvertently collected information from a minor, please contact us immediately at privacy@seafarers.pro, and we will take prompt steps to delete such information.

12. International Data Transfers

Your Personal Data may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that differ from those in your jurisdiction.

When transferring data internationally, we implement appropriate safeguards, including:

  • Standard Contractual Clauses (SCCs) approved by the European Commission;

  • Ensuring that third-party processors maintain adequate data protection measures;

  • Limiting data transfers to what is necessary for the provision of the Service.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or Service features. We will notify you of material changes by:

  • Posting a prominent notice on our website;

  • Sending an email to the address associated with your account;

  • Displaying a notification within the Service.

The "Effective Date" at the top of this policy indicates when the latest changes took effect. Continued use of the Service after changes constitutes acceptance of the updated policy.

14. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

  • Email: privacy@seafarers.pro

  • Website: https://seafarers.pro

  • Data Protection Officer: dpo@seafarers.pro

We are committed to resolving any privacy-related concerns promptly and transparently.

Seafarers.Pro

Fleet Operations. Finally Under Control.

legal@seafarers.pro | https://seafarers.pro

© 2026 Seafarers.Pro. All rights reserved.

Updated: July 16, 2026

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