PRIVACY POLICY

YachtingMates (hereinafter the «Company» or «we») is committed to respecting your privacy and complying with applicable personal data protection legislation. This Privacy Policy informs you of our processing of your personal data for the following purposes:

(a) Processing of data of visitors to the website www.yachtingmates.com («Website»). You can find relevant information in the section «Website Privacy Policy».

(b) Processing data of individuals who apply for a job advertised by the Company or voluntarily send their CV. You can find relevant information in the section «CV Privacy Statement».

(c) Processing data of our Professional Partners (agents, suppliers, shippers, brokers, brokers, technicians, etc.). You can find relevant information in the section «Professional Associates» Privacy Statement".

Your rights regarding the protection of your personal data are detailed in the section «Your Rights».

The Company confirms that all data processing is carried out:

  • Legitimately, fairly and transparently to the data subjects.
  • In accordance with the applicable Greek and European legislation, the regulatory provisions and the terms of the contract between us.
  • Only for lawful and legitimate purposes, to the extent necessary to fulfil our obligations.
  • In a way that ensures data security, including protection against unauthorised or unlawful processing or accidental loss, destruction or damage, through appropriate technical and organisational measures.

The processing of your personal data is governed by this Policy, by the relevant provisions of Greek and European legislation, including the General Data Protection Regulation (EU) 2016/679 (GDPR), as well as by the decisions, directives and regulations of the competent authorities.

WEBSITE PRIVACY POLICY

This Website Privacy Policy is an integral part of the Website Terms of Use and may be modified. You are advised to check it regularly for updates on any changes. By browsing the Website, you accept this Privacy Policy as in effect from time to time. In the event of material changes, a notice will be published.

This Policy explains how we collect, process and use information we receive through the Website and the emails we send, as well as your choices regarding the use, access, transfer, correction or deletion of your personal data.

1.1 Information we collect

We collect information that is necessary to provide our services to you.

1.2 Information you provide to us

  1. Contact

When you submit your information through the contact form, we collect your name, phone number, email address and any information you choose to include in your message, solely to contact you and respond to your request.

  1. Submit your CV

When you submit your CV via the Site, we collect identifying information and the data included in your CV. By submitting it, you accept the «CV Privacy Statement».

iii. Subscribe to the Newsletter

If you subscribe to our newsletter, we register your email address to send you YachtingMates updates and news. You can withdraw your consent at any time.

1.3 Information we collect automatically

During your browsing, our system automatically collects technical data such as IP address, device type, operating system and usage statistics.
 The collection is done through cookies and similar technologies. See in detail the Cookies Policy.

1.4 Purposes of processing

Purpose

Description

Contact

To respond to questions or requests via the contact form.

Submit your CV

To assess qualifications and possible cooperation. Basis: consent.

Newsletter

For sending newsletters. Basis: consent.

Improving Services

For statistical analysis and improvement of the content of the Website.

Legal Obligations

To comply with legal requirements and defend legal claims.

1.5 Data recipients

Access to the data is only available to authorized employees and partners of the Company, as well as technical service providers (IT, hosting, newsletter delivery) acting on our behalf, with contractual confidentiality and security obligations.

1.6 Duration of compliance

  • Contact data: up to 1 year from the response to your request.
  • Newsletter data: until your consent is withdrawn.
  • CV data: in accordance with the CV Privacy Statement.
     After the retention period expires, the data is securely deleted.

DECLARATION OF CONFIDENTIALITY OF CURRICULA VITAE

By submitting your resume, you allow the Company to review your qualifications and contact you if you meet the requirements of a position.

2.1 Categories of data

  • Full name
  • Address, phone number, email
  • Education
  • Professional experience
  • Place of interest
  • Any information included in the CV

2.2 Purpose of processing

Assessment of qualifications and potential for cooperation, based on consent.

2.3 Recipients

Only authorised employees of YachtingMates. In some cases, data may be transferred to affiliated companies or partners, within or outside the EEA, with appropriate safeguards.

2.4 Conservation

  • For applications by advertisement: 1 year after the end of the procedure.
  • For spontaneous applications: up to 3 years.

2.5 Statements

By submitting your CV you declare that:

  • The information is accurate and true.
  • No special category data (e.g. health, political opinions) are included.
  • No unauthorised third party data is included.

CONFIDENTIALITY STATEMENT OF PROFESSIONAL PARTNERS

3.1 Categories of data

  • Name, name, ID card/passport, signature
  • Contact details (address, phone, email)
  • Financial information (VAT number, bank account, payment details)
  • Details of legal representatives, if a company
  • Any information necessary for the performance of the contract between us

3.2 Purposes of processing

  • Performance of the contractual relationship
  • Compliance with legal obligations
  • Organisation and management of business operations
  • Carrying out audits or inspections
  • Responding to requests from authorities
  • Establishment, exercise or defence of legal claims
  • Sending promotional material

3.3 Recipients

  • Authorised employees of the Company
  • Service providers (accountants, legal advisers, IT, tax advisers)
  • Parties involved in vessel management (shipowners, insurers, agents, brokers, port authorities, etc.)
  • Public authorities, auditing and regulatory bodies
  • Non-EEA third parties with assured data protection guarantees

3.4 Conservation

Data is kept for up to 10 years after the end of the contractual relationship, unless an extension is required due to legal or regulatory obligations.

CONFIDENTIALITY STATEMENT FOR PROCESSING SERVICES

4.1 Subject matter

YachtingMates provides processing services that include the management, submission and follow-up of documents and applications before competent authorities and bodies (including but not limited to: Ministries, Port Authorities, Public Services, Maritime Authorities, Tax Authorities, Insurance or Customs Authorities).
 In order to provide these services, the Company processes personal and, in some cases, sensitive data of its customers.

4.2 Categories of data collected and processed

Depending on the type of processing, the Company may collect and process:

  • Identification details (name, full name, VAT number, ID or passport number)
  • Contact details (address, phone, email)
  • Ship or business details
  • Copies of documents necessary for the completion of the procedure (e.g. licences, declarations, certificates, attestations)
  • Account or tax information (where required by the procedure)
  • Passwords or access credentials to electronic services (e.g. Taxisnet codes, information systems of public authorities or other bodies), if these are strictly necessary for the execution of the specific order.

The above data are collected exclusively and only to the extent necessary for the completion of the procedure in question, in accordance with the client's order and authorization.

4.3 Purpose of processing

The processing of data is carried out exclusively for:

  • The performance of the assigned processing services
  • Communication and correspondence with public authorities and organisations in the name and on behalf of the client
  • Filing, monitoring and receiving documents or certificates
  • The compliance of the Company with its legal obligations
  • Ensuring the legality, transparency and security of the procedure

YachtingMates acts as processor on behalf of the client, who has the status of controller, with regard to the data provided for processing.

4.4 Customer liability

The customer is solely responsible for:

  • The accuracy, completeness and validity of the information and documents provided to the Company.
  • Ensuring that it has the legal authority to provide the data.
  • Protecting and changing sensitive data (such as passwords, credentials or PINs) immediately after the process is completed.

YachtingMates expressly recommends that all customers αλλάζουν ή ανανεώνουν οποιουσδήποτε κωδικούς ή διαπιστευτήρια που έχουν κοινοποιηθεί στην Εταιρεία, once the service provided is completed, for the full security of their personal data.

The Company bears no responsibility for any damage, breach or consequence that may arise:

  • From the use or leakage of data after the end of the procedure
  • From the actions of third parties or unauthorised users
  • From the customer's non-compliance with the above obligations

4.5 Data recipients

The data may be transmitted, to the extent strictly necessary, to:

  • Authorised employees of the Company
  • Public authorities and bodies (Ministries, Port Authorities, Tax Offices, Insurance Funds, Customs, etc.)
  • Professional associates of the Company (accountants, lawyers, shipping agents) involved in the process
  • Third parties or service providers only when required by the nature of the processing and with full assurance of confidentiality

All recipients are bound by confidentiality obligations and process the data exclusively in accordance with the Company's instructions and the applicable legal framework.

4.6 Data retention

The data collected for processing purposes are kept only for as long as absolutely necessary for the completion of the service in question and the compliance with the relevant legal obligations.

After the completion of the procedure, the Company shall securely delete any information that is identified as sensitive or confidential, such as passwords (e.g. Taxisnet or other systems), credentials, account numbers or documents containing special categories of data.

For reasons of legality, auditing and internal documentation, limited data of a general nature, such as full name, identification number, contact details and reference of the case handled, may be retained for a reasonable period of time, indicatively up to one (1) year, exclusively for record keeping and proof of the provision of the service, and so on.

4.7 Data security

The Company implements appropriate technical and organizational measures for data security, including access controls, encryption and secure storage. However, security also depends on the proper use of the data by the customer, who is responsible for protecting his/her credentials.

YOUR RIGHTS

You have the following rights:

  • Updated for the collection and use of your data.
  • Accessed at to your data and the details of their processing.
  • Correction inaccurate or incomplete data.
  • Delete of your data, subject to the conditions of the law.
  • Restriction processing for specific purposes.
  • Feeding to processing for reasons relating to your particular situation.
  • Portability your data to another company.
  • Human intervention decisions taken exclusively by automated means.

The Company will respond to your request in accordance with the legal requirements and will inform you accordingly.

For any request or question regarding this Privacy Policy, please contact:

YachtingMates
 Email: info@yachtingmates.com