Privacy & Data Protection Policy

Who We Are

Yacht Watchkeeper is a trading name of Roebuck AI Agency Ltd, a company registered in England and Wales under company number 16868241, with registered office at 124 City Road, London, EC1V 2NX, United Kingdom. In this policy, "Yacht Watchkeeper", "we", "us" and "our" mean that company, which is the business responsible for the personal data described below.

Overview

Yacht Watchkeeper is committed to protecting personal data and respecting privacy in accordance with UK GDPR and EU GDPR.

Data We Collect

• Account and contact information
• Crew personal details, next of kin and emergency contacts
• Employment, contract, rotation and leave data
• Hours of rest, watch and compliance records
• Certificates, qualifications and sea service records
• Passport, visa and immigration data
• Payroll, expenses, reimbursement and billing data
• Health-related data where recorded by the vessel (medical certificate details, medical declarations, allergy and dietary requirements)
• Guest and trip information recorded by the vessel
• Vessel-related operational data
• Platform usage, audit, security and diagnostic information
• User-uploaded content

A full description of the categories of personal data, data subjects and processing purposes is set out in Annex I of the Data Processing Addendum.

How We Use Data

• To provide and operate the platform
• To maintain security and reliability
• To improve platform functionality
• To comply with legal obligations

Legal Basis

• Contractual necessity
• Legitimate interests
• Legal and regulatory obligations

Data Sharing

Data is shared only with essential infrastructure, email, payment and AI processing providers under strict confidentiality and data protection obligations, or where legally required. Each of these providers, the data they process, their location and the applicable international transfer mechanism are listed in our Subprocessor Register. The production The platform database is hosted in AWS Europe (Ireland), eu-west-1. Our hosting provider documents sign-in and document storage as running in the same project region; we are obtaining its written confirmation.

User Rights

Users may request access, correction, deletion, restriction, objection, or portability of their personal data. To delete your account, see Delete Your Account.

Security & Retention

Appropriate safeguards are applied at all times; the technical and organisational measures we operate are described in Annex II of the Data Processing Addendum. Personal data is retained only for as long as is reasonably necessary for the purposes for which it is processed, to perform contractual obligations, to establish, exercise or defend legal claims, and to comply with applicable legal, regulatory, maritime, employment, tax and accounting requirements. Class-by-class retention periods are published in our Data Retention Schedule. Data remains protected until securely deleted or irreversibly anonymised. Following termination of a customer account, customer data is, where technically and legally appropriate, available for export for up to 30 days; that export window is an access window and does not define how long data is retained.

Contact

Privacy enquiries may be sent to info@yachtwatchkeeper.com.