Privacy Policy

1. Who we are

eSea Vault is a document-management service for maritime professionals, provided by Seaman Solutions. For any privacy question, you can reach us at technical@seaman-solutions.com.

2. Information we collect

Account information you provide when you register, such as your name, email address, and professional details.

Documents and data you upload, including certificates, Seaman's Books, medical records, and their expiry dates.

Usage and device information, such as app interactions, device type, and log data, collected to operate and improve the service.

3. How we use your information

To provide and operate the service — storing your documents, reading expiry dates, and sending renewal reminders.

To let you share documents with the organisations, agencies, or vessels you choose.

To provide customer support, maintain security, and comply with our legal obligations.

To improve and develop our features. We do not sell your personal data.

4. Legal bases for processing

Where GDPR applies, we process your data to perform our contract with you, with your consent (which you can withdraw at any time), for our legitimate interests in operating and improving the service, and to comply with legal obligations.

5. How we protect your data

Your documents are encrypted on your device and in transit. We apply appropriate technical and organisational measures to protect your information against unauthorised access, loss, or misuse.

No method of transmission or storage is completely secure, but we work continuously to safeguard your data.

6. Sharing your information

We share your documents only with the organisations or recipients you explicitly choose.

We may use trusted service providers (for example, hosting and infrastructure partners) that process data on our behalf under appropriate agreements.

We may disclose information where required by law or to protect our legal rights.

7. International transfers

Your data may be processed in countries outside your own. Where it is, we rely on appropriate safeguards, such as standard contractual clauses, to protect it.

8. Data retention

We keep your personal data for as long as your account is active or as needed to provide the service, and afterwards only as required for legal, accounting, or security purposes.

9. Your rights

Depending on your location, you may have the right to access, correct, delete, or export your personal data, to object to or restrict certain processing, and to withdraw consent.

To exercise these rights, contact us at technical@seaman-solutions.com. You also have the right to lodge a complaint with your local data-protection authority.

10. Cookies

Our website uses essential cookies to function and may use analytics to understand usage. You can control cookies through your browser settings.

11. Children

eSea Vault is intended for maritime professionals and is not directed at children under 16. We do not knowingly collect data from children.

12. Changes to this policy

We may update this Privacy Policy from time to time. We will post the updated version here and revise the “Last updated” date above.

13. Contact us

If you have questions about this Privacy Policy or how we handle your data, contact us at technical@seaman-solutions.com.