Privacy Policy

The Service is provided by Ægir Fleet Management Ltd, a company registered in the United Kingdom.

For the personal data we process on our own behalf (for example, account and billing details), we are the "data controller". For the operational data you enter about your vessels, crew, and operations, we act as a "data processor" on your behalf, and your organisation is the controller.

Our data protection point of contact is support@aegirfleet.com.

Depending on how you use Ægir, we may collect:

• Account & profile data — name, email, phone, role/rank, and login credentials.
• Company & vessel data — company details, vessel particulars, and fleet configuration.
• Crew & compliance data — certificates, qualifications, documents, and (where you choose to record them) personal details such as date of birth, nationality, passport, next-of-kin, and hours of rest.
• Operational records — maintenance, safety, logbook, landings, cargo, and inventory entries, including any photos you upload.
• Billing data — subscription plan and payment records (card details are handled by our payment processor, not stored by us).
• Technical data — device type, app version, log data, and (for mobile push) a device notification token.
• Communications — messages you send us, demo requests, and support enquiries.

• To provide, operate, and maintain the Service and your account.
• To send operational reminders and notifications (e.g. due-soon/overdue tasks and certificate expiries), including push and email notifications.
• To generate compliance reports, inspection packs, and AI-assisted audits at your request.
• To process subscriptions and respond to plan-change requests.
• To provide customer support and respond to your enquiries.
• To improve, secure, and troubleshoot the Service.
• To comply with legal and regulatory obligations.

We rely on the following legal bases to process personal data:

• Contract — to deliver the Service you or your organisation have signed up for.
• Legitimate interests — to operate, secure, and improve the Service, provided your rights do not override those interests.
• Legal obligation — where we must retain or disclose data by law.
• Consent — where required (for example, enabling push notifications on your device), which you may withdraw at any time.

We do not sell your personal data. We share it only with trusted service providers who help us run the Service, under contracts that require them to protect it:

• Cloud hosting & database — to store and serve your data.
• Email delivery (SendGrid) — for transactional and notification emails.
• Push notifications (Apple APNs, Google Firebase Cloud Messaging, and our managed push provider) — to deliver mobile alerts.
• AI processing — trusted AI providers help generate compliance audits and parse documents you submit for that purpose.

We may also disclose data where required by law, or to protect our rights, safety, and property.

We keep personal data for as long as your account is active and as needed to provide the Service. After account closure we retain data for 30 days to allow reactivation, after which it is deleted or anonymised, unless a longer period is required by law (for example, financial records).

We use appropriate technical and organisational measures to protect your data, including encryption in transit, access controls, and role-based permissions. No method of transmission or storage is completely secure, but we work to protect your information and review our safeguards regularly.

Your data is primarily processed in the UK, EEA, and USA. Where a provider processes data outside the UK/EEA, we ensure appropriate safeguards are in place (such as UK International Data Transfer Agreements or Standard Contractual Clauses).

Under UK GDPR you have the right to:

• access a copy of your personal data;
• have inaccurate data corrected;
• request erasure of your data ("right to be forgotten");
• restrict or object to certain processing;
• data portability;
• withdraw consent at any time.

To exercise these rights, contact us at support@aegirfleet.com. You also have the right to complain to the UK Information Commissioner's Office (ICO) at ico.org.uk.

We use only the cookies and local storage necessary to keep you signed in and to remember your preferences. We do not use third-party advertising or tracking cookies.

We may update this policy from time to time. Material changes will be notified through the Service or by email, and the "Last updated" date above will be revised.

If you have any questions about this policy or how we handle your data, contact us: