Security & Data
Crew data deserves better than a shared folder.
A crew record holds passports, certificates, medical declarations, contracts and banking details. The platform is built around keeping that information separated, controlled and accountable.
How It Works
The principles behind the platform.
Vessel-Level Separation
Every record belongs to a vessel. Access is enforced at the database layer with row-level security, not by hiding buttons in the interface, so one yacht's data cannot be read from another yacht's account.
Role-Based Access
Captains, heads of department, pursers, crew, contractors and shoreside staff each receive a defined level of access. Shoreside access is explicit — admin or finance, full or view-only — rather than inferred from a job title.
Separation Of Sensitive Data
Personal identifiers, medical declarations and sensitive crew information are held separately from general crew records, so day-to-day operational screens do not expose more than they need to.
Secure Document Handling
Passports, certificates and contracts are stored against the vessel and served through time-limited links rather than public URLs.
Auditability
Signed records, sign-off history and change logs are retained. Confirmed Hours of Rest months become immutable, and later adjustments are recorded as tracked amendments rather than silent edits.
Data Residency
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. Subprocessors, including AI providers, are named with their processing locations in the Subprocessor Register.
Server-Side Checks On Document Reading
Requests to read passports, certificates and port clearance documents are checked on the server against the signed-in user, their role and their vessel before any document is processed. A request for another vessel's document is refused.
Two-Step Sign-In
Authenticator-app verification is available to protect accounts, and is required for independent assessor access.
AI & Data
What happens when Yacht Watchkeeper uses AI?
Yacht Watchkeeper uses AI to reduce repetitive administration — reading passports, certificates, employment agreements and receipts so they do not have to be typed out. An AI-enabled workflow should not require customers to surrender control of their information.
The detailed briefing covers
- What information is sent for a specific AI-assisted task, and what stays inside the platform.
- Which third parties are involved, and where they are named publicly.
- What Yacht Watchkeeper controls, and what sits with the AI provider.
- How vessel separation is maintained when an AI-assisted task runs.
- Our position on model training, stated separately from provider terms.
For Fleets & Management Companies
Enterprise assurance, agreed before go-live.
Larger fleets need more than a feature list. The following are delivered as part of an enterprise onboarding and confirmed in the contract — they are commitments for your rollout, not claims about today's standard service.
Data Processing Agreement
A data processing agreement settled with your organisation, alongside the published Data Processing Addendum and Subprocessor Register.
Backup & Recovery Evidence
A documented recovery test, with recovery objectives agreed for your fleet before production data is migrated.
Independent Security Testing
An independent penetration test scoped to the services your fleet uses, with findings and remediation shared under confidentiality.
Stronger Sign-In For Privileged Roles
Two-step sign-in required for administrators and shoreside staff with fleet-wide access.
AI Supplier Terms
Written confirmation of each AI provider's retention and processing-location terms for the document-reading features your fleet enables.
Fleet Onboarding & Data Rights
A reviewed, two-person approved fleet import and an agreed process for data subject requests and incident notification.
Legal Framework
Published, not implied.
Our approach to UK and EU GDPR is set out in documents you can read before you sign anything, including a subprocessor register and a retention schedule.
Yacht Watchkeeper is an administrative, record-keeping and compliance-support platform. It does not replace official logbooks, the Master's judgement, a flag state inspection or any regulatory authority.
Running a fleet or management company?
We will work through access models, data handling, security questionnaires and contractual terms with your team before you commit, and prepare a tailored quote.