Privacy Policy of the Seafarer's Personal Cabinet
1. Who we are and how to contact us
The controller of your data is sole proprietor (FOP) Anatolii Mykolaiovych Neplii, Ukraine. The service operates under the Marine Inspector trademark.
Questions about your data and requests for access, correction or deletion: privacy@marine-inspector.com. Contact person for data matters: Kateryna Kliuchynska.
This policy covers the Seafarer's Personal Cabinet: the Telegram app (Mini App), the document download pages at docs.marine-inspector.com and the team's work panel at admin.marine-inspector.com. The marine-inspector.com website and the "Seafarer's Navigator" Telegram bot have their own rules.
2. What data we collect
We store what you enter in the cabinet yourself, what you send us as files, and what Telegram passes to us when you sign in.
| Category | What exactly | Source |
|---|---|---|
| Identification and contacts | Telegram ID and username, full name in Ukrainian and Latin script, phone, email | Telegram, you |
| Profile and career | department, rank, education, English level, goals, contract preferences (position, vessel types, duration, salary), date of readiness to join | you, file recognition |
| Voyages | vessel, IMO, flag, company, crewing agency, position, dates, vessel details (DWT, engine), your notes | you, file recognition |
| Documents | titles, issue and expiry dates, document numbers, visas, vaccinations, medical certificate | you, file recognition |
| Document files | photos and scans of documents, including the seaman's book, international passport, medical certificate and vaccinations | you (with consent), a Marine Inspector expert (with your consent) |
| CV data | photo, date of birth, citizenship, city, nearest airport, height, weight, clothing and shoe sizes, references (referee contacts) | you |
| Requests and feedback | request text, contact channel, cabinet ratings, vacancy complaints | you |
| Cabinet usage | which screens you open and which actions you take (without IP address or device data), vacancy applications, CVs sent (only the recipient's email domain) | automatically |
| Security | IP address hash for abuse protection | automatically |
Health data in the cabinet: the medical certificate (fit / unfit), vaccinations and physical data for your CV. See section 4.
The cabinet does not ask for your national ID card, home address, relatives' details or signature.
3. Why we process data and on what legal basis
| Purpose | Legal basis |
|---|---|
| Run your cabinet: sea service, career navigator, documents and expiry dates, CV builder, vacancies | providing the service at your request (Art. 6(1)(b) GDPR) |
| Document expiry reminders, vacancy notifications, profile status emails | providing the service; can be turned off in cabinet settings |
| Handle your request to an expert and provide a service | providing the service at your request |
| Store document files | your consent (Art. 6(1)(a) GDPR) |
| Store medical certificate and vaccination files | your explicit consent (Art. 9(2)(a) GDPR) |
| Recognise data in files you sent to fill in the cabinet | providing the service at your request |
| Send your CV or a document link to whoever you choose | your action in the cabinet |
| Improve the cabinet using usage statistics, protect against abuse | our legitimate interest (Art. 6(1)(f) GDPR) |
For seafarers in Ukraine, the same bases apply under Article 11 of the Law of Ukraine "On Personal Data Protection".
We do not sell data, show ads in the cabinet or pass data to state registers. We make no automated decisions with legal effects for you: sea service and career navigator calculations are for reference only, and the final assessment is made by an expert.
4. Document files and your consent
We store document files only after you consent. The consent window appears when you first add a file and explicitly names the medical certificate and vaccinations. Choosing "Не зберігати" (Don't store) blocks nothing: document titles and dates stay in the cabinet.
- One file per document. A new file replaces the previous one; old versions are not kept. After a document expires, its file stays until you replace it.
- Who sees the files: you and Marine Inspector experts (currently two people) who help fill in the cabinet and process documents. Expert views and downloads of files are logged.
- A file sent to an expert. If you sent a document by messenger or email, the expert adds it to the cabinet only with your consent to storage. If you have not consented yet, the cabinet asks you on your next visit; if you decline, the file is deleted.
- Sending to a crewing agency. You create a link to one or more documents. The link is valid for 72 hours and shows your full name, rank, document titles and the files themselves to anyone who has it. Document numbers and dates are not shown on the page, and search engines do not index it. Share the link only with people you trust.
- You can withdraw consent at any time in the "Безпека даних" (Data security) section of your profile: we delete all document files and will not store new ones without your consent. A single file can be deleted from its document card.
If files were sent to fill in the cabinet and you did not agree to store them, we delete them 7 days after the data is checked.
5. Automatic file recognition
When you ask us to fill in the cabinet from a CV, crewing application form, seaman's record book or document photos, the files are sent in full for recognition to the Claude model by Anthropic (USA). The model returns voyages, documents and profile data, which you then check yourself or together with an expert.
- Anthropic acts as our processor: under its commercial API terms it does not use the data to train models and deletes it within 30 days.
- Files may contain data the cabinet does not import (for example, next of kin in an application form). The model does not return it, it does not enter the cabinet, and the file itself is deleted according to section 7.
- CVs and crewing application forms are deleted 7 days after checking; photos of official documents are kept with the document cards if you consented.
6. Who we share data with
Cabinet data is stored in the European Union (Frankfurt, Germany). We share some data with processors without whom the service cannot work; each receives only what its task requires.
| Processor | What it receives | Where |
|---|---|---|
| Supabase (database and file storage) | all cabinet data | EU, Frankfurt |
| Vercel (cabinet server) | cabinet requests; initial request handling may run on the Vercel network node nearest to you | EU, Frankfurt |
| Anthropic (file recognition) | files sent to fill in the cabinet | USA |
| Telegram (sign-in, messages, files) | messages to you, files you send via the cabinet; internal notifications to the Marine Inspector team (name, rank, request text) | under Telegram's terms |
| SendPulse (email) | emails to you and CV emails to crewing agencies that you send | under SendPulse's terms |
| Uspacy (team CRM) | name, phone, email, Telegram, rank, requests, expert tasks, record book photos from requests | Ukraine |
| Google (Apps Script, Sheets) | voyages and rank for sea service calculation (without name or contacts), anonymised statistics | USA, EU |
Apart from processors, data is received only by those you send it to: a crewing agency receives your CV by email or Telegram, and a document link is opened by whoever you forwarded it to.
For transfers outside the EU we rely on the standard contractual clauses included in our providers' data processing agreements.
7. How long we keep data
Cabinet data, document files and generated CVs are kept as long as your cabinet exists. You can delete a single record, a file or the whole cabinet at any time.
| What | How long |
|---|---|
| Profile, voyages, documents, document files, latest generated CV | while the cabinet exists |
| Data recognised from your files | while the cabinet exists |
| Files sent to fill in the cabinet (CVs, forms) if you chose not to store them | 7 days after the data is checked; 30 days if not checked |
| Files added by an expert before you consented | up to 30 days |
| CV copies sent for a specific vacancy | 7 days |
| Document links for crewing agencies | valid for 72 hours |
| IP address hash for abuse protection | 90 days |
| Database backups | up to 30 days |
| Server logs | up to 30 days |
| Data in the Marine Inspector CRM (contact, requests, services) | separate from the cabinet; deleted on request to privacy@marine-inspector.com |
8. Security
- File storage is private: a file opens only via a temporary link generated by the cabinet server, valid from a few minutes up to one day.
- Data is encrypted in transit and at rest using our providers' standard means.
- A crewing link contains a random key; only its hash is stored in the database.
- Only Marine Inspector experts have access to the work panel, signing in by email; changes, views and downloads of files in the panel are logged.
9. Your rights
You have the right to know what data we process, get a copy, correct it, delete it, restrict processing, object to processing based on legitimate interest, receive data in a machine-readable format and withdraw consent. You can change most data yourself in the cabinet; send other requests to privacy@marine-inspector.com.
If you believe we have violated your rights, you can contact the Ukrainian Parliament Commissioner for Human Rights or the data protection supervisory authority of the EU country where you live or work.
10. How to delete your data
In your profile, tap "Безпека даних" → "Видалити мої дані" (Data security → Delete my data), or write to privacy@marine-inspector.com. We will delete the cabinet within 30 days and confirm it to you.
Deleted together with the cabinet: profile, voyages, documents and their files, photo, CVs, calculations, requests made from the cabinet and usage history.
What remains:
- CVs and files you have already sent to crewing agencies: they are with the recipients;
- database backups: until they expire (section 7);
- data in the Marine Inspector CRM, Telegram bot and mailing list: kept separately from the cabinet, deleted on a separate request to privacy@marine-inspector.com;
- internal team notifications in Telegram.
11. Age
The cabinet is intended for people aged 16 and over. If you are under 16, please do not use the cabinet; if we learn of such a profile, we will delete it.
12. Changes to this policy
We will notify you in the cabinet about significant changes before they take effect. New consent will be needed only if something you have already agreed to changes.
Version of 2 November 2026.