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Privacy Policy

Effective Date: September 20, 2026

Pelagyn Maritime Holdings ("Pelagyn," "we," "our," or "us") respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store and safeguard information when you interact with our websites, crew portal, vessel systems and services.

1. Who this policy covers

Seafarers and applicants using our crew portal; vessel owners, managers and their representatives; visitors to our websites; students of our online courses; suppliers and agents.

2. Information We Collect

We collect only what is necessary to provide our services lawfully and safely:

  • Identity and contact: name, date of birth, nationality, passport and seafarer's identity document details, address, email, phone number.
  • Seafarer records: certificates of competency and proficiency, endorsements, training certificates, seaman's book, sea service history, contract and assignment history, photographs.
  • Medical data: seafarer's medical fitness certificate, drug and alcohol test results, vaccination records, medical restrictions declared by you — collected only where required by STCW, MLC 2006, flag State or vessel operator rules.
  • Next of kin: name, relationship and contact details you provide for emergencies.
  • Owner and vessel data: vessel particulars, certificates, ownership and management details, financial and commercial information required for management, brokerage or refit services.
  • Compliance data: results of sanctions and identity screening required by law.
  • Course data: enrolment, progress, quiz results, payment records.
  • Technical data: IP address, browser type, cookies and analytics data used for performance and security.

3. How We Use Your Information

  • Assessing applications and matching seafarers to vessels.
  • Verifying certificates and documents with issuing authorities.
  • Preparing employment agreements, travel, visas and joining formalities.
  • Managing vessels: certification, class, flag, crew, supply, finance.
  • Delivering brokerage, refit, delivery and captain-for-hire services.
  • Running online training courses and issuing course records.
  • Sending SMS and MMS messages where you have provided consent.
  • Meeting obligations under STCW, MLC 2006, ISM, ISPS, MARPOL, flag State and port State requirements, and sanctions law.
  • Security, fraud prevention and system performance.

We do not sell, rent or trade your personal data.

4. Legal basis and medical data

We process seafarer documents and medical data because international maritime conventions and flag State law require it for employment at sea. Medical data is accessed only by staff who need it for crewing decisions and by the vessel where you are assigned, and is never used for any other purpose.

5. Data Sharing

We may share data only as required to deliver our services or by law, with:

  • Vessel owners, managers and Masters of the vessel to which you are assigned.
  • Flag State administrations, classification societies, port State authorities and P&I clubs, for certification, endorsement, inspection and insurance purposes.
  • Port agents, travel providers, visa services and training centres, for joining and training arrangements.
  • Certificate-issuing authorities, for verification.
  • Hosting, communication and analytics providers strictly necessary to run our systems.
  • Legal and regulatory authorities when required by law.

All partners are bound by confidentiality and data-protection agreements.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All categories of data sharing described above exclude text messaging originator opt-in data and consent; this information will not be shared, sold, rented, transferred or exchanged with any third parties, affiliates or partners for any purpose.

6. SMS and MMS Communications

If you provide your phone number and opt in, Pelagyn Maritime Holdings may send you SMS and MMS messages related to your application, document status, joining and travel arrangements, contract updates, course notifications and service messages. These messages may be sent using automated technology. Consent to receive messages is not a condition of employment, purchase or service. Message frequency varies. Message and data rates may apply. To stop receiving messages, reply STOP to any message. For assistance, reply HELP or contact us at info@pelagyn.com.

7. Data Security

Data is encrypted in transit and at rest, stored on servers under our control, and accessed only by authorised personnel. Seafarer documents in the crew portal are visible only to you and to authorised crewing staff. Vessel data is visible only to the owner or manager of that vessel and authorised operations staff. We monitor our systems continuously to prevent unauthorised access, alteration or disclosure.

8. Data Retention

Seafarer records are retained for the duration of your relationship with us and for the period required by MLC 2006, flag State law and our insurers thereafter. Vessel and commercial records are retained as required by maritime, tax and company law. Course records are retained while your course access is valid and as required for certification. Other data is retained only as long as necessary. Upon request we will delete or anonymise your information where no legal obligation requires us to keep it.

9. Your Rights

Depending on your jurisdiction, you may have the right to access, update or correct your personal data; request deletion; object to or restrict processing; and receive a copy of your data in portable format. Seafarers can view and update most of their own records in the crew portal at any time. Requests can be made by contacting us at info@pelagyn.com.

10. Cookies and Tracking

We use cookies and tracking technologies to improve website performance and user experience. You may disable cookies in your browser, but the crew portal and course platform require cookies to function.

11. International Data Transfers

As a U.S.-based company operating vessels and employing seafarers worldwide, your data is transferred and processed in the countries where our vessels trade, where our partners operate and where authorities require it. We ensure appropriate safeguards are in place for all transfers.

12. Updates to This Policy

We may update this Privacy Policy periodically. Changes will be posted on our website with the updated effective date.

13. Contact Us

Pelagyn Maritime Holdings

Miami, Florida, USA

Email: info@pelagyn.com

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.