Privacy Policy

Below is detailed information about how Crewings.me (hereinafter – «Platform», «Site», «we» or «us»), operated by CrewingsMe LTD (legal address: 85 Great Portland Street, London, W1W 7LT, UK), processes and protects users' personal data. Our goal is to ensure transparency in questions of collection, use and protection of personal data in accordance with the provisions of the General Data Protection Regulation (GDPR) and other applicable laws.

General Provisions

1. Purpose of the document This Privacy Policy is intended to explain to users what data we collect, how and for what purposes we process it, and how we ensure the security and protection of the collected information.
2. Scope The policy applies to all services and pages located on the domain crewings.me, as well as any interaction with data within the Platform, including mobile versions, applications and integrations with third-party services (where available).
3. Responsibility for actions of third parties On the Platform, profiles and vacancies from various maritime companies may be presented, including crewing companies and others (for example, training centers, document processing companies, etc.). Crewings.me is not responsible for the actions, offers, content and decisions of these companies. Each employer, crewing company or partner bears independent responsibility for data processing and for the information they provide.
4. Principles of processing We adhere to the following core principles when handling personal data:
   • Legality, fairness and transparency
   • Purpose limitation
   • Data minimization
   • Accuracy
   • Storage limitation
   • Integrity and confidentiality (security)

1. Data collection and use

1.1 Collected data

We may collect and process the following categories of personal data:

• Registration data
  • First name and last name
  • Email address
  • Phone number
  • Password (stored in encrypted form)
• Professional information
  • Data about previous work experience and tenure (including positions, companies, dates of employment)
  • List of certificates, titles and qualifications
  • Level of foreign language proficiency
  • Resume (CV) and other data provided in the profile
• Document data
  • Seaman’s passport (numbers, expiry date, country of issue)
  • Maritime certificates and their copies (level, competency certificates, etc.)
  • Documents related to work permits (where necessary)
• Technical data
  • IP address, information about browser, operating system, device settings
  • Cookies and similar technologies
  • Data about interaction with the site (date and time of visit, pages viewed, clicks)

1.2 Purposes of processing

1. Provide access to the service
   • Registration and user authentication
   • Ensuring the functionality of the personal account
2. Matching relevant vacancies
   • Creating recommendations for vacancies based on user-provided data
   • Automatic matching of vacancies according to qualifications and work experience
3. Communication with employers / crewing companies
   • Transfer of user data to potential employers with user consent
   • Organization of correspondence and notifications (email, SMS, internal messaging system)
4. Improving service quality
   • Analysis of user experience on the site (to improve UI and functionality)
   • Gathering statistics for management decisions (e.g., popularity of sections, search query statistics)
5. Compliance with legal requirements
   • Fulfilling requirements of tax, labor and other laws
   • Prevention of fraud, compliance measures

1.3 Legal bases

• User consent We process certain categories of data on the basis of your explicit and informed consent, which you can withdraw at any time.
• Performance of contract If you register and use the Platform’s services, we need to process your data to provide you with services according to the Terms of Use.
• Legitimate interests of the company We may process data to develop our services, maintain security and comply with internal rules. We always assess the impact on your rights and freedoms.
• Compliance with legal obligations Certain data are processed to fulfill legal, regulatory and court requirements.

2. User rights (GDPR)

2.1 Basic rights

In accordance with GDPR you have a number of rights regarding your personal data:

1. Right of access You may request a copy of your personal data and information about how it is processed.
2. Right to rectification You have the right to request correction of inaccurate or incomplete data.
3. Right to erasure Also known as the "right to be forgotten". You may request deletion of your data if there are no longer legitimate grounds for their processing.
4. Right to restriction of processing You may request temporary suspension of processing of your data in certain cases.
5. Right to data portability You may request to transfer your data to another controller in a structured, commonly used format (for example, CSV).
6. Right to object You have the right to object at any time to processing of your personal data based on our legitimate interests, provided there are no more compelling legal grounds to continue such processing.

2.2 Exercising rights

• Request through the user account In your profile there may be a special form or section where you can submit a request for correction or deletion of data.
• Contacting the company’s DPO You can send a written request to our Data Protection Officer (DPO) by email: dpo@crewings.me.
• Response time We aim to respond to any requests within 30 days of receipt. If necessary, we will notify you separately about extending this period.

3. Data security

3.1 Technical measures

1. Encryption Data transmitted between your device and our servers is protected using HTTPS (TLS). Critical data (e.g., passwords) are stored in encrypted form.
2. Protected storage Access to databases is restricted; specialized access control systems and firewalls are used.
3. Regular backups We regularly create backups so that data can be restored in case of a technical failure.
4. Security monitoring We use intrusion detection systems, antivirus programs, and maintain activity logs to respond promptly to incidents.

3.2 Organizational measures

1. Limited access by staff Access to personal data is granted only to employees who need it to perform their duties.
2. Staff training We regularly conduct training and briefings on data protection and cybersecurity.
3. Internal security policies Internal regulations have been developed and implemented, establishing the procedures for data collection, processing and storage.
4. Regular audit We periodically conduct internal and external audits to verify GDPR compliance and ensure security.

4. Data Transfer

4.1 Internal transfer

• Within the company Your data may be transferred between different divisions of CrewingsMe LTD only to the extent necessary to achieve the specified processing purposes.

4.2 External transfer

1. Crewing companies We may transfer your data (resume, contact details, work experience etc.) directly to crewing companies if you have responded to their vacancy or given explicit consent to transfer.
2. Data processing partners In some cases we engage external service providers (e.g., hosting providers, analytics systems, payment systems). We enter into confidentiality agreements with them and ensure they comply with GDPR standards.
3. Government authorities We may disclose data in response to official requests from government authorities (e.g., law enforcement) when there are lawful grounds.

5. Data retention

5.1 Retention periods

1. Active accounts Data is stored for the entire period of the user’s account activity.
2. Inactive accounts If the user has not shown activity for 12 months, we may delete or archive their account and personal data if there are no other legal grounds for continuing storage.
3. Financial data Transaction or account data (if any) are stored for at least 7 years in accordance with accounting and taxation laws.

5.2 Deletion of data

• On user request If a user asks us to delete their data and we have no legitimate grounds for further processing, the data will be deleted.
• After the retention period We delete or anonymize data after the established retention periods.
• In absence of legal grounds If the grounds for data processing are lost, we stop processing and delete the data.

6. Cookies and tracking

6.1 Types of cookies

• Necessary (Essential) Cookies without which the site cannot function (for example, a session identifier).
• Analytical Help understand how users interact with the site, allowing improvements to design and functionality.
• Functional Remember your preferences (for example, interface language).
• Advertising (Marketing) Used to display targeted advertising and measure advertising campaign effectiveness (applied only with your consent, if required by law).

6.2 Managing cookies

1. Browser settings Users can delete or block cookies at any time via their browser settings. However, disabling necessary cookies may cause some site functionality to not work properly.
2. Site management panel We may provide a special notice or banner where you can choose which cookies are allowed and which are not.
3. Opt-out of non-essential cookies You always have the right to opt out of analytics or advertising cookies via settings or relevant browser plugins.

7. Contacts and inquiries

7.1 Data Protection Officer (DPO)

• Email (General GDPR questions): dpo@crewings.me
• Email (Questions related to ICO UK): uk-ico@crewings.me
• Address: 85 Great Portland Street, London, W1W 7LT, UK

7.2 Supervisory authorities

• Information Commissioner’s Office (ICO) in the United Kingdom, if you believe we are violating GDPR or other data protection laws. Our company is registered with the ICO as a curriculum vitae service.
• If applicable, you may also contact local consumer and data protection authorities.

8. Limitation of liability

1. For actions of companies Crewings.me acts as a platform enabling crewing companies and other maritime organizations (training centers, document processing companies, etc.) to post job offers and information about jobs, services or products. Crewings.me is not responsible for the actions of such companies. Each employer, partner or other legal entity bears independent responsibility for their business practices, posted information, data processing and compliance with legal norms.
2. Accuracy of information We do not guarantee the accuracy or timeliness of information posted by companies and users on the Platform. The user independently evaluates and checks the information provided, as well as the consequences of interacting with third parties.
3. Links to third-party resources The Platform may contain links to third-party websites. We do not control and are not responsible for the content and privacy policies of such resources.
4. User responsibility The user bears responsibility for the truthfulness and completeness of the data they provide. Posting false or misleading information may lead to restrictions or blocking of the account.

GDPR compliance

Policy updates

Last updated: 25 April 2025

We reserve the right to amend this Privacy Policy at any time. If the changes are substantial, we will notify users by posting a prominent notice on the Site or sending a message to the email address provided at registration. Continuing to use the Site after the changes take effect will be considered as consent to the new version of the Privacy Policy.

Final Provisions

• This Privacy Policy is prepared in consideration of GDPR and other applicable legal acts.
• In case of questions or disputes regarding interpretation or application of this Policy, the parties should strive to settle them through negotiations.
• By using the Crewings.me Platform, you confirm that you have read and agree with the terms set out in this Privacy Policy.

If you have any questions about any of the points, you can contact us at dpo@crewings.me.

CrewingsMe LTD Address: 85 Great Portland Street, London, W1W 7LT, UK