Privacy Policy

Last updated: 6 October 2025

Seadays ("we", "us" or "our") respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, share and protect your information when you use the Seadays web application (the "App"). It also sets out your rights under UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Data protection legislation requires organisations to use personal data lawfully, fairly and transparently and only for specified purposes, as explained on gov.uk.

1. Personal data we collect

We collect the following information when you use the App:

We do not intentionally collect special categories of personal data (such as health information or biometric identifiers) as defined by guidance on gov.uk. Please do not include sensitive information in your travel notes or feedback.

2. How we use your data and our legal basis

We use your personal data for the following purposes:

Providing the App: We use your account details, travel records and any documents you upload to provide the record‑keeping, document vault and eligibility‑calculation functions of the App. We rely on the performance of our contract with you as the lawful basis for this processing, in line with guidance from the Information Commissioner's Office (ico.org.uk).

Free HS205 Generator: When you use our free HS205 generator tool without logging in, we process the voyage dates you enter solely for the purpose of generating your PDF file. We do not store your voyage data or personal information. We record anonymous usage statistics including the number of forms generated, the number of trips processed, device type, and general location (country/city) to help us understand the tool's popularity and improve the service.

Document storage: We store your uploaded files so that you can access them securely, link them to voyages and share them with trusted professionals if you choose to. We validate file types and sizes to ensure compatibility and security. Google Firebase (our cloud service provider) performs threat detection and content safety analysis on your files as part of its standard services. We rely on our legitimate interests in keeping the service safe and compliant.

Notifications: We send account‑related communications (e.g., password resets, changes to terms) and service alerts (e.g., reminders before your eligible period may break). We rely on our legitimate interests to operate the App and keep you informed. You cannot opt out of essential communications.

Analytics and security: We analyse aggregated usage data to detect fraud, ensure system security and improve the App. Our legitimate interests justify this processing.

Aggregated and anonymised data: We may create aggregated or anonymised information—such as total voyages logged or average trip durations—to understand how the App is used, improve functionality and develop new features. These insights do not identify you personally, and any statistics we share externally are stripped of information that could single out an individual.

Marketing and third‑party referrals: With your consent, we may send you occasional updates or share your contact details and selected records with vetted accountants who may offer professional advice. You may withdraw your consent at any time.

Legal compliance: We may process or retain information to comply with legal obligations or to respond to lawful requests.

3. Cookies and tracking technologies

We use cookies and similar technologies (e.g., local storage) to authenticate you, remember your preferences and collect anonymous usage statistics. The Privacy and Electronic Communications Regulations require organisations to provide clear and comprehensive information about the way they use cookies and to obtain consent for non–essential cookies, as outlined by the Information Commissioner's Office (ico.org.uk). Further details are provided in our Cookie Policy. You can manage cookie preferences through the App's cookie banner or your browser settings.

4. Data sharing

We only share personal data when necessary:

Service providers: The App is built on Google Firebase, Firestore and Firebase Storage, which host user authentication, store structured data and keep uploaded documents. These providers act as data processors on our behalf. Data may be stored in data centres outside the UK or EU; we rely on Google's use of Standard Contractual Clauses and other safeguards to protect personal data when it is transferred internationally, consistent with Information Commissioner's Office guidance (ico.org.uk).

Accountants (optional): If you opt in, we may share your name and email address—and, if you choose, your travel records and selected uploaded documents—with approved accountants so they can contact you about tax services. We will not share this information without your consent, and you can revoke access at any time.

Legal and safety reasons: We may disclose information, including uploaded files and associated metadata, if required by law, in response to lawful requests by public authorities, or if necessary to protect our rights, property or safety or that of others.

We do not sell or rent your personal data.

5. How long we keep your data

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, following guidance from the Information Commissioner's Office (ico.org.uk). Normally, your account details, travel records and uploaded documents are kept while your account remains active. If you delete a voyage or document it will be removed from the App immediately and deleted from our storage systems within 30 days. If you delete your account, we will delete or anonymise your data and document files within 30 days unless we must retain certain information for legal, accounting or dispute‑resolution purposes (for example, to comply with statutory record‑keeping requirements under UK tax law).

6. Security

We take appropriate technical and organisational measures to secure your personal data against unauthorised access, loss or damage, in line with recommendations available on gov.uk. Your data and uploaded documents are stored in secure databases and encrypted storage provided by Google. Access is restricted to those who need it through role‑based permissions and multi‑factor authentication. We validate file types, sizes and metadata on all uploads to ensure compatibility and security. Google Firebase performs threat detection and content safety services on your files as part of its standard infrastructure. We may review or remove uploads that we believe breach our Terms and Conditions or applicable law. However, the internet is not completely secure and we cannot guarantee absolute security.

If we become aware of a personal data breach that affects your information, we will notify you without undue delay and comply with any reporting obligations to the ICO or other relevant supervisory authorities.

7. Document upload rules

You are responsible for the content of any documents you upload. You must only upload materials that relate to your seafaring employment and evidence of travel, such as discharge book pages, crew agreements, travel tickets and letters from employers. You must not upload files that contain unlawful, defamatory, hateful or explicit content; personal data about other individuals without their consent; payment card or banking details; or confidential information that you are not authorised to share. We may remove documents that breach these rules and, where required by law, report illegal content to the relevant authorities. We may record technical metadata (such as file type, size and checksum) to enforce these rules.

Images of passport pages, national identity cards and similar documents are personal data and may reveal sensitive details such as nationality, date of birth and biometric identifiers. Where possible, avoid uploading more information than is necessary to substantiate your claim, redact irrelevant fields and never include personal data about other people unless you have their explicit consent or another lawful basis under data protection law.

8. International data transfers

Because we use Google's cloud services, your data may be transferred outside the UK or EU. UK data protection law requires us to inform you of such transfers and the safeguards in place, as described by the Information Commissioner's Office (ico.org.uk). Google relies on adequacy decisions and Standard Contractual Clauses to ensure that personal data receives an equivalent level of protection. By using the App you consent to the international transfer of your data.

9. Your rights

Under the UK GDPR you have the right to:

• Be informed about how your data is used, as set out in guidance on gov.uk.
• Access the personal data we hold about you.
• Correct inaccurate or incomplete data.
• Erase your data ("right to be forgotten") in certain circumstances.
• Restrict or object to the processing of your data, including direct marketing, in line with guidance on gov.uk.
• Port your data (receive your data in a structured, commonly used format).
• Withdraw consent where processing is based on consent (this will not affect the lawfulness of processing before withdrawal), as explained by the Information Commissioner's Office (ico.org.uk).
• Complain to the Information Commissioner's Office (ICO) if you believe we have not complied with your data–protection rights. The ICO's contact details are available on gov.uk.
• If you are based in the EU or EEA, complain to your local data protection authority. A list of EU supervisory authorities is available on the European Data Protection Board's website (edpb.europa.eu).

To exercise any of these rights, please contact us at support@seadays.co.uk.

10. Children's privacy

The App is intended for adult seafarers. We do not knowingly collect personal data from children under 16. If we discover that a child has provided us with personal data, we will delete it immediately.

11. Changes to this policy

We may update this Privacy Policy from time to time. We will notify you of any significant changes by email or through the App. The latest version will always be available on this page.