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Privacy Policy

Last updated: 6 September 2026

1. Who we are

System Crew is a crew and vessel management platform. Each vessel operator or management company that uses System Crew is the data controller for its crew members' personal data. System Crew acts as a data processor, hosting and processing that data on the operator's instructions.

2. What data we store

  • Identity documents: passport number, issue/expiry dates and country of issue; seaman's book number and expiry; visa type.
  • Personal details: full name, date and place of birth, nationality, gender, profile photo, phone, email and emergency contact.
  • Employment data: position, department, contract dates, rotation, leave, rest hours, watch schedules and certificates.
  • Location data: device GPS position and onboard Wi-Fi status, used only for onboard detection, anchor watch and man-overboard safety.
  • Operational records: log book entries, drills, permits, expenses and messages you create in the app.

3. Why we process it (legal basis)

  • Legal obligation: maritime regulations (MLC 2006, SOLAS, ISPS, flag and port state rules) require vessels to hold crew identity documents, crew lists and certificates.
  • Contract: managing your engagement onboard — rotas, leave, rest hours and payroll type.
  • Vital interests & safety: location tracking for man-overboard and anchor-watch alarms.
  • Legitimate interests: vessel operations, maintenance and internal communication.

4. Who can see your data

Passport, seaman's book and other identity details are visible only to the vessel's Captain/administrators and, where a Fleet plan is used, the authorised management company. Other crew members see only your name, position, department and onboard status. We never sell personal data or use it for advertising.

5. Where it is stored and how it is protected

Data is hosted on secure cloud infrastructure with encryption in transit (TLS) and at rest. Access requires authenticated login; administrator actions are restricted by role. Document scans are stored in private storage and served via time-limited links.

6. How long we keep it

Identity and certificate data is retained while you are engaged on the vessel and for the period required by the flag state for crew records, after which it is deleted or anonymised. Statutory log entries that reference your name are retained for the legally mandated period (typically 3–7 years).

7. Your rights

Under the GDPR and UK GDPR you may request access to, correction of, or erasure of your personal data, and object to or restrict certain processing. Inside the app, go to Settings → Privacy & Data → Erase my personal data to remove your passport, seaman's book, visa, contact and certificate details immediately. For anything else, contact your vessel's Captain or management company, who act as data controller. You may also lodge a complaint with your national supervisory authority (in Italy, the Garante per la protezione dei dati personali).

8. Changes to this policy

We may update this policy from time to time. Material changes will be announced inside the app.