Privacy Policy
Effective date: 2025-01-01 | Last updated: 2025-06-01
1. Data Controller
FleetPulse ("we", "us", "our") is the data controller responsible for your personal data. Our contact address for data protection inquiries is privacy@fleet-pulse.pro. If you are located in the European Union, you may also contact our Data Protection Officer at dpo@fleet-pulse.pro.
2. Data We Collect
Personal Data
We collect your name, email address, company name, role/position, and login credentials (password stored as a secure hash). If you enable two-factor authentication, we store the encrypted TOTP secret. We may also collect your IP address, browser type, and device information for security and analytics purposes.
Vessel Operational Data
We store vessel information (name, IMO number, flag state, vessel type), equipment registries, maintenance records, work orders, running hours logs, spare parts inventory, photo evidence attached to work orders, inspection reports and readiness assessments, and GPS coordinates (if enabled by you) when recording maintenance activities.
Crew Data
When you use the crew management module, we store crew member names, positions, certification details, rotation schedules, and work/rest hours. This data is processed to help you comply with MLC 2006 and STCW regulations.
Emissions and Compliance Data
We store fuel consumption records, voyage data, CII ratings, and emissions calculations to help you comply with EU ETS, EU MRV, and IMO CII regulations. This data may include fuel types, quantities consumed, voyage distances, and calculated CO2 emissions.
3. Legal Basis for Processing
We process your personal data on the following legal bases under the GDPR: (a) Contract Performance — processing necessary to provide the FleetPulse service as agreed in your subscription; (b) Legitimate Interest — improving our service, ensuring security, preventing fraud, and providing customer support; (c) Legal Obligation — retaining maritime operational records as required by the ISM Code, flag state regulations, EU ETS, and other applicable maritime laws; (d) Consent — for optional features such as marketing communications, which you may withdraw at any time.
4. Purpose of Processing
We use your data to: provide and maintain the FleetPulse service; synchronize data between vessel-side and shore-side systems; generate maintenance reports and inspection readiness assessments; calculate emissions and CII ratings; send service-related notifications (overdue work orders, low stock alerts, upcoming maintenance); provide customer support; improve and develop new features; comply with legal obligations. We do not sell your data to third parties. We do not use your data for automated decision-making or profiling.
5. Data Retention
We retain your data for the duration of your subscription and for a minimum of 5 years after the last recorded activity, in compliance with maritime regulatory requirements (ISM Code, flag state rules, SOLAS). Personal account data (name, email) is retained for 90 days after account termination. You may request earlier deletion, but we will inform you if deletion conflicts with mandatory maritime record-keeping periods. Backups are retained for up to 90 days after deletion.
6. Your Rights (GDPR)
Under the GDPR, you have the following rights: Right of Access — request a copy of all personal data we hold about you; Right to Rectification — correct inaccurate or incomplete data; Right to Erasure — request deletion of your data, subject to maritime retention requirements; Right to Data Portability — receive your data in a structured, machine-readable format (Excel, JSON); Right to Restrict Processing — limit how we use your data in certain circumstances; Right to Object — object to processing based on legitimate interest; Right to Withdraw Consent — withdraw consent for optional processing at any time. To exercise any of these rights, contact us at privacy@fleet-pulse.pro. We will respond within 30 days. You also have the right to lodge a complaint with a supervisory authority in your EU member state.
7. International Data Transfers
Your data is primarily stored in EU data centers. If data needs to be transferred outside the European Economic Area (EEA), we ensure adequate protection through EU Standard Contractual Clauses (SCCs) or adequacy decisions by the European Commission. Offline data stored on devices aboard vessels may travel internationally by nature of maritime operations; this is inherent to the service and necessary for its functionality.
9. Data Security
We implement industry-standard security measures to protect your data: encryption in transit (TLS 1.3), encryption at rest (AES-256), secure password hashing (bcrypt), two-factor authentication support, role-based access control, regular security audits, and automated backups. Despite these measures, no method of transmission or storage is 100% secure. We will notify you and relevant authorities within 72 hours of discovering any data breach that may affect your rights.
10. Children's Privacy
FleetPulse is a professional maritime management tool not intended for use by individuals under 18 years of age. We do not knowingly collect personal data from children. If we become aware that we have collected data from a child, we will delete it promptly.
11. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by email and by posting a notice within the Service at least 30 days before the changes take effect. The current version will always be available at fleet-pulse.pro/privacy.
12. Contact Us
For any questions or requests related to your privacy or personal data, please contact: privacy@fleet-pulse.pro. Data Protection Officer: dpo@fleet-pulse.pro. FleetPulse, Tallinn, Estonia.