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HelmVue

Privacy Policy

HelmVue Pty Ltd ("we," "us," or "our") is an Australian technology company dedicated to providing vessel compliance and maintenance software. We are committed to protecting the privacy of our users ("you") and the security of the critical operational data managed through our platform.

This Privacy Policy explains how we collect, use, store, and disclose information when you access or use the HelmVue software, website, and related services (collectively, the "Services").

By accessing or using the Services, you acknowledge that you have read and understood this Privacy Policy.

1. Information We Collect

We collect information to facilitate safe vessel operations, regulatory compliance, and fleet management. This includes personal information about crew members and operational data regarding the vessels.

1.1. Information You Provide

We collect the following data directly from you or your organization (e.g., the Vessel Owner or Management Company):

  • Account & Contact Information: Name, email address, phone number, job title (e.g., Captain, Chief Engineer), and login credentials.
  • Crew & Sensitive Information: To facilitate crew management and safety compliance (specifically for our Pro Plan users), we may process:
    • Identity Data: Full names, dates of birth, nationalities, and passport/seaman’s book numbers.
    • Certifications: STCW certificates, competency logs, and medical fitness certificates.
    • Health Data: Information regarding allergies, dietary requirements, or medical conditions strictly for the purpose of crew safety and emergency response onboard.
    • Hours of Rest: Records of work and rest hours as required by STCW and MLC regulations.
  • Vessel Operational Data:
    • Vessel Specs: IMO numbers, official numbers, call signs, and machinery configurations.
    • Digital Logbooks: Entries in the Deck Log, Oil Record Book (ORB), and Garbage Record Book (GRB), which may include GPS positions, fuel operations, and waste disposal records.
    • Maintenance: Machinery history, running hours, defect reports, and inventory of spares.
    • Safety & Risk: Records of drills (e.g., Man Overboard), safety equipment status (e.g., EPIRB expiry), and Risk Management matrices.
  • Uploaded Documentation: Any files you upload to the platform, such as Vessel Certificates, Survey Reports, or Standard Operating Procedures (SOPs).

1.2. Information Collected Automatically

  • Usage Data: We track your interaction with the Services, including features accessed, time spent on modules, and modification history (audit logs).
  • Device & Connection Data: IP address, browser type, operating system, and device identifiers.
  • Offline Data Synchronization: When using HelmVue in "Offline Mode" (e.g., onboard a vessel with limited connectivity), data is stored locally on your device and automatically synchronized with our cloud servers once connectivity is restored.

2. How We Use Your Information

We use your information for the following purposes:

  • Service Provision: To provide the core functionality of HelmVue, including fleet dashboards, maintenance scheduling, and inventory tracking.
  • Regulatory Compliance: To generate mandatory reports for Flag States, Class Societies, and Port State Control (e.g., Oil Record Book exports).
  • Safety Management: To alert users of expiring certificates, overdue maintenance, or safety equipment failures.
  • Operational Security: To maintain a tamper-evident audit trail of logbook entries and maintenance actions, which is essential for accident investigations and insurance claims.
  • Communication: To send you service-related notices, such as "High Priority" task alerts, security updates, and invoice reminders.
  • Improvement: To analyse usage trends to improve the performance and usability of the HelmVue platform.

3. Legal Basis for Processing (GDPR)

If you are accessing the Services from the European Economic Area (EEA) or UK, our legal bases for processing your personal data are:

  • Performance of Contract: Providing the vessel management tools you subscribed to.
  • Legal Obligation: Maintaining records required by international maritime laws (e.g., MARPOL, SOLAS).
  • Vital Interests: Processing medical or emergency contact data to protect life at sea.
  • Legitimate Interests: Improving our software security and functionality.

4. Data Storage and Security

4.1. Storage Location

Your data is securely hosted on enterprise-grade cloud servers (AWS) located in northern Virginia, United States.

4.2. Security Measures

We implement industry-standard security measures, including:

  • Encryption: Data is encrypted in transit (TLS/SSL) and at rest.
  • Access Control: Strict role-based access control (RBAC) ensures crew members only access data relevant to their rank and duties.
  • Backups: Regular backups of cloud data to ensure business continuity.

5. Sharing of Information

We do not sell your personal information. We disclose information only in the following contexts:

  • Vessel Owners & Managers: Crew data and vessel logs are visible to the Vessel Owner, Fleet Manager, or Management Company subscribing to the Service.
  • Regulatory Authorities: We may disclose specific logbook or compliance data if required by law, such as during a Port State Control inspection, Coast Guard audit, or accident investigation.
  • Service Providers: We engage trusted third-party vendors to assist with hosting, payment processing (e.g., Stripe), and email delivery. These vendors are contractually obligated to protect your data.
  • Business Transfers: If HelmVue Pty Ltd is involved in a merger, acquisition, or asset sale, your information may be transferred as part of that transaction.

6. International Data Transfers

Due to the nature of the maritime industry, your data will be accessed from international waters and ports globally. By using HelmVue, you consent to the transfer of your data to countries outside of your country of residence (including to Australia and where our servers are hosted), which may have different data protection rules than your country.

7. Data Retention

  • Operational Records: We retain vessel operational data (e.g., Oil Record Books, Maintenance History) permanently or as required by maritime law, as these form the legal history of the vessel. This data remains with the vessel profile even if individual crew members leave.
  • User Accounts: We retain personal user account data for as long as your account is active. You may request deletion of your personal profile, but your contributions to vessel logs (e.g., "Maintenance Completed by [Name]") may be retained for audit purposes.

8. Your Rights

Subject to applicable laws, you may have the right to:

  • Access: Request a copy of the personal information we hold about you.
  • Correct: Request correction of inaccurate personal or crew data.
  • Export: Download your data (e.g., sea time records, maintenance logs) in a portable format.
  • Delete: Request deletion of your personal account (subject to the retention obligations described in Section 7).

To exercise these rights, please contact us using the details below.

9. Contact Us

If you have questions about this Privacy Policy or would like to exercise your data rights, please contact our Data Protection Officer:

HelmVue Pty Ltd
Attn: Privacy Officer
Email: support@helmvue.com