Privacy policy

Who is responsible

Crewboard is the controller of your personal data. For any question about your data, or to learn the operator's full details, write to info@crew-board.net.

What we collect

Every account

• Email address, password (stored only as a secure hash) and account type.
• If you add them: your WhatsApp and Telegram contacts. Like your phone, they are shared only with companies you share your contacts with or apply to (for companies: only with seafarers who shared their contacts with you).
• Your name, or your company name, country and website.
• A photo or company logo, if you upload one.
• Sign-in security: if you turn on two-factor sign-in, the key your authenticator app uses and your recovery codes (stored only as secure hashes); and a hashed identifier of the last few browsers you signed in from, so we can warn you about a sign-in from a new one.

Seafarer profiles

What you choose to add to your profile and CV:

• Rank, employment status, availability and desired wage.
• Personal details: date of birth, citizenship, residence, address, phone, nearest airport, English level, and body measurements used for work clothes (height, weight, shoe and overall size, hair and eye colour).
• Documents and certificates: passport, seaman's book, certificate of competency, visas, yellow fever, flag documents, training and medical certificates, with their numbers and dates.
• Sea service, education and an “about me” text.
• Next of kin. This is data about another person: add it only with their permission. It is never shown to companies on the site.
• The vacancies you apply for, your message to the company, and the status the company sets.
• The vacancies and news posts you save, and, for companies, the seafarer profiles they save. Only you see your saved lists; companies don't learn who saved their vacancy.
• Contact requests companies send you (their message, the vacancy it is about) and your answer, with the dates you shared or stopped sharing your contacts.

Company accounts

• Company details: address, phone, contact person, licence number and description.
• Vacancies, including private notes that only the company itself can see.
• Contact requests the company sends to seafarers.

Messages to us

• When you use the contact form: your name, email, topic and message, and whether you were signed in. They reach our support mailbox and are kept there as long as needed to answer and follow up.

Company verification

• When a company asks to be verified: its registered name, registration number, crewing licence number, website and any note it adds. We check them against public company registers and licence lists, and keep the result and the reason for it.

Job adverts from other websites

• On External vacancies we show job adverts that companies have published themselves on their own websites or other public pages, with a link to the original for signed-in users. They can include the contacts given in the advert: usually a company email, phone or messenger number, sometimes the name of the recruiter to contact. We collect them with the help of an automated tool, and a person checks each one before it is shown. We don't collect anything else about the people named.

Technical data

• A login cookie that keeps you signed in, and a device cookie that tells a browser you signed in from before apart from a new one. If you pick a layout on the News page (list, cards or compact), a cookie remembers that choice for a year; it holds nothing else. We use no advertising or analytics cookies.
• Server logs (such as IP address and time of a request), kept for security and troubleshooting.
• The date you were last active, to count active users. For our statistics we also count events such as sign-ups, applications and hires without any link to who they were.
• Usage statistics: which pages are opened, where visitors came from, and when actions such as signing up, applying or saving a vacancy happen, with browser, device type, language and approximate location. Your IP address is only used to work out the location and is not stored. They are not linked to your account and use no cookies or anything else stored on your device.
• Error reports: when something breaks, the technical details (the page, the error, browser and device type) go to our error tracker. They don't include your IP address, cookies or what you typed into forms.

Who can see your data

• Vacancies and company profiles are public, except a company's private notes.
• Seafarer profiles appear in the seafarer search only if you turn on “Let companies find my profile” (at registration or in Settings). Then visitors and companies we haven't verified see an anonymous card (rank, citizenship, experience, availability, desired wage) without your name or photo. Companies we have verified see your name, photo, age and CV details, but never your contacts, document numbers or next of kin. A verified company can save your profile to a private list; it sees your details there only while your profile is in the search and the company is verified.
• If you open your CV to everyone (in Settings → Who can see your CV), anyone, including visitors without an account, sees the same as verified companies: your name, photo, age and CV details, and you get a link to share. Contacts, document numbers and next of kin stay hidden, and the page asks search engines not to index it. You can switch back to “Verified companies” or “Not shown” at any time; copies others have already made can't be recalled.
• When you apply for a vacancy, that company also gets your email, phone and your CV as a PDF, including document numbers. Only the company you applied to gets them. From then on the company is itself responsible for the copy it holds (it becomes a separate controller of that data): to ask what it does with your data, or to have it deleted, contact the company directly. Withdrawing your application stops new access on Crewboard, but can't recall a CV the company has already downloaded.
• When a verified company asks for your contacts (a contact request), we email you its message. Your email and phone go to that company only if you choose “Share”. You can stop sharing at any time in Requests: the company then no longer sees them on Crewboard, but we can't recall what it has already saved. As with applications, the company is responsible for the copy it keeps.
• Other seafarers cannot browse seafarer profiles, except CVs opened to everyone.
• Contacts in adverts from other websites, with the company's name, are shown only to signed-in users. The adverts themselves are public and can appear in search engines, without them.
• While your account is hidden (Settings → Account visibility) you are not shown anywhere on the site.

We don't sell your data or share it for advertising.

Why we use it

• To run your account and the jobs board: profiles, vacancies, applications and the emails that go with them (account verification, password reset, application status, vacancy expiry). This is needed to provide the service you signed up for.
• To keep your account safe: limiting repeated failed sign-ins, and emailing you when your password or two-factor setting changes or someone signs in from a new device (with the browser type, IP address and time, so you can tell whether it was you).
• To keep the site free of scams and abuse: we may remove a vacancy or suspend an account that breaks the Terms of use. We keep the decision, its reason and date, and email them to the owner.
• To show your profile in the seafarer search: only with your consent, which you can withdraw at any time in Settings.
• To keep the site safe: spam and bot protection, preventing abuse and fixing problems. This is our legitimate interest in running a secure service.
• To show job adverts from other websites: helping seafarers find work by bringing adverts that companies have made public into one place. This is our legitimate interest, and that of the companies who published the adverts to get applicants. If you are named in one and want it removed, use the contact form or write to info@crew-board.net: we take it down and keep it from being added again.
• To improve the site: anonymous usage statistics show which pages and features are used. This is our legitimate interest in running a useful service.

Services we use

These providers process data for us, only to run Crewboard:

• Oracle Cloud Infrastructure: the server and database.
• Cloudflare: storage for photos and logos (R2), and Turnstile, the bot check on the registration form. Turnstile sets no tracking cookies.
• Resend: sending emails.
• Bugsink: error tracking, which we run on our own server (errors.crew-board.net).
• Umami: cookieless usage statistics, which we run on our own server (analytics.crew-board.net).
• Google: “Sign in with Google”, only if you use it on the login page.

News posts can include videos and posts from YouTube, X, LinkedIn, Instagram, Facebook, TikTok or Pinterest. Nothing is loaded from these services until you click “Load” on one. After that, the service receives your IP address and browser details, may set its own cookies and processes your data under its own privacy policy, not ours.

Some of these providers may process data outside your country, including in the USA. They protect it under their own data processing terms.

How long we keep it

• Notifications on the site (the bell): 90 days, or until you delete your account.
• Your account and profile: until you delete your account. A suspended account is kept, hidden, so it can't simply be registered again; write to us to have it deleted.
• Adverts from other websites: until the last day we show them (at most 60 days), then deleted. Adverts we turn down or take down are kept hidden for 180 days, so they aren't added again.
• Applications: until you withdraw them, or the vacancy or one of the two accounts is deleted.
• Saved vacancies, news posts and seafarer profiles: until you remove them, or the item or your account is deleted.
• Contact requests: while you share your contacts, until one of the two accounts is deleted; declined, stopped or expired requests are deleted 90 days later.
• Vacancies: deleted 30 days after they expire, unless the company extends them, and right away when the company deletes its account. For the company's statistics we keep a summary of each deleted vacancy (position, dates, outcome and counts of views, applicants and hires, never who applied) until the company deletes its account.
• When you delete your account, we delete your profile, photo, applications, saved vacancies, news and seafarers, contact requests, and your place in companies' saved lists straight away. Copies in backups are removed as the backups are replaced.

Your rights

You can:

• see and correct your data in your profile at any time, and download your CV as a PDF;
• turn the seafarer search on or off, or hide your account, in Settings;
• delete your account in Settings;
• ask us for a copy of your data, or to restrict or stop a particular use of it, by writing to info@crew-board.net;
• complain to the data protection authority in your country.

We answer requests within 30 days.

Age

Crewboard is for people aged 18 or over.

Changes

If we change this policy, we update the date at the top. For important changes we tell registered users by email or on the site before they apply.