Privacy Notice — Template

Reference template. The text below is a starting-point Privacy Notice that management companies can adapt for their own crew and clients. It is not a fillable form, and it is not legal advice — please have qualified counsel review your final notice before publishing it.

[Your Company] Privacy Notice

Effective [date]

1. Who we are

[Your Company] is a [type of entity] based at [address]. For questions about this notice, contact us at [contact email].

2. Personal information we collect

We collect the following categories of personal information about you:

• Identity data (name, date of birth, nationality, passport / seaman's book details).
• Contact data (email, phone, next-of-kin details).
• Employment data (position, contract, joining/leaving dates, wages).
• Financial data (bank details for payroll).
• Medical certifications and required maritime qualifications.
• [Other categories specific to your operation.]

3. Why we collect it

We use this information to:

• Manage your employment or engagement with us.
• Pay you and comply with tax, social security, and other legal obligations.
• Ensure the vessel is properly crewed and compliant with maritime regulations.
• Respond in the event of a medical or safety emergency.

4. Lawful basis

We process this information based on: performance of a contract with you, compliance with legal obligations, and our legitimate interests in running the vessel and our business.

5. Who we share it with

We share this information with: our management company software provider (Manage My Vessel), payroll providers, flag-state authorities, and other regulators as required. See our sub-processor list on request.

6. How long we keep it

We keep employment records for [X years] after the end of your engagement, per applicable law.

7. Your rights

You have the right to access your data, correct it, request deletion, restrict processing, object to processing, and receive a copy in a portable format. Contact us at [contact email].