aristocrat App Privacy Policy

Effective Date: 20 December, 2023

Aristocrat Merchant Marine Services has the following data protection policies which set out our approach to the collection, use, disclosure, transfer and storage of seafarer personal data.

Overview of Aristocrat Mobile App:

Aristocrat Merchant Marine Services proudly introduces the Aristocrat Mobile App, a state-of-the-art digital platform designed to revolutionize the experience of seafarers worldwide. Our app is meticulously engineered to cater to the unique needs of maritime professionals, providing them with an efficient and user-friendly solution to manage their career-related necessities.

Core Features

Document Management: The app enables seafarers to effortlessly track the expiry dates of critical documents such as passports, visas, licenses, and certificates, ensuring they are always up-to-date and compliant with maritime regulations.

Availability Updates: It offers a seamless interface for seafarers to update their availability for upcoming voyages, making the process of joining ships more streamlined and efficient.

Resume Accessibility: Users can easily access and download their resumes directly from the app, keeping their professional profiles readily available for new opportunities.

Job Notifications: The app is tailored to alert users about new job postings that align with their experience and salary expectations, bridging the gap between seafarers and potential employers.

Personalized Services: Additionally, it provides personalized services based on the seafarer’s professional background, experience, and qualifications.

Key Principles of Our Commitment to Privacy

Transparency: We believe in being transparent about how we collect, use, and share our users’ personal information.

Control: Providing our users with control over their personal information is paramount. Our app includes features that enable users to manage their data effectively.

Security: We are committed to implementing robust security measures to protect user data from unauthorized access and breaches.

Compliance: Our privacy practices are designed to comply with relevant data protection laws and regulations, ensuring we meet the highest standards of data privacy.

Responsibility: We hold ourselves accountable for handling user data responsibly and ethically, recognizing that this data is not just information, but a crucial part of our users’ professional lives.

Scope of the Policy

The privacy policy of the Aristocrat Mobile App, developed and managed by Aristocrat Merchant Marine Services, encompasses a wide range of activities related to the collection, use, disclosure, and protection of personal information of its users. This policy is applicable to all data gathered through the Aristocrat Mobile App and any associated services, communications, or interactions.

Key Aspects Covered

User Information: This includes personal details, professional credentials, identity documentation, contact information, and any other data provided by the users or collected by the app during its use.

Data Collection Methods: The policy covers all the ways in which data is collected, whether directly from users, through automated means within the app, or via third-party services integrated with the app.

Usage of Information: Detailed explanations are provided on how the collected data is used, including but not limited to user service enhancement, communication, job matching, and app functionality improvements.

Data Sharing and Disclosure: The policy delineates the circumstances under which user data may be shared with third parties, such as shipping companies, regulatory bodies, or as required by law.

Data Security and Protection: The policy outlines the measures and protocols in place to ensure the security and confidentiality of user data.

User Rights: It includes information on the rights of users regarding their data, such as access, correction, and deletion rights.

User Consent and Conditions of Use

Explicit Consent: Users will be asked to provide explicit consent to this privacy policy when they sign up for the app. This consent is a prerequisite for using the app and its services.

Informed Consent: Users will be provided with clear and comprehensive information about the data collection and use practices to ensure that their consent is fully informed.

Revocable Consent: Users have the right to withdraw their consent at any time. However, this may affect their ability to use certain features of the app.

Conditions of Use

Compliance with Policy: By using the Aristocrat Mobile App, users agree to comply with the terms and conditions set forth in this privacy policy.

Age Restriction: Users must confirm that they are of legal age to provide consent for data collection in their respective jurisdictions.

Data Accuracy: Users are responsible for ensuring the accuracy of the data they provide. The app provides mechanisms for users to update or correct their data as necessary.

Acceptance of Changes: The app may update its privacy policy periodically. Continued use of the app after such changes constitutes acceptance of the new terms.

Legal Use: Users must agree to use the app legally and ethically, respecting the privacy and rights of other users and parties involved.

Detailed List of Personal Data Collected

The Aristocrat Mobile App, developed by Aristocrat Merchant Marine Services, is dedicated to ensuring transparency in the collection of user data. Here is a comprehensive list of the types of personal information we collect:

Personal Details:

Full name and contact information (phone number, email address).
Family details: Names and contact information of immediate family members (e.g., father, mother, next of kin, dependent).
Demographic information: Age, date of birth, and gender.

Professional Information:

Employment history and job experiences in the maritime sector.
Last drawn salary and expected salary for future engagements.
Availability for upcoming voyages and preferred types of employment.
Nearby airports.

Identity and Certification Details:

Passport and visa information, including issue and expiry dates.
National identity cards and numbers.
Certificates of competency and proficiency, including details of issuing authority and validity.
Physical attributes for identification purposes (e.g., height, identification marks).

Education and Training Records:

Academic qualifications and institutions attended.
Specialized training and certifications relevant to maritime professions.

Health and Medical Information:

Health certificates or medical fitness information as required for maritime roles.

Digital Usage Data:

Information on how users interact with the app, including login data, user preferences, and feedback.

Communication Records:

Records of communications with our support team or through the app’s communication features.

Methods of Data Collection

Direct from User:

Data entered by the user during account creation and profile setup.
Information provided when updating profiles, uploading documents, or using the app’s features.
Feedback and communications with our customer support team.

Automated Collection within the App:

Usage data collected automatically as users interact with the app, such as login times, feature usage, and preferences.
Technical data including device information, IP addresses, and system logs for ensuring app functionality and security.

Through Third Parties:

Information received from Govt Shipping Office, Department of shipping website, maritime agencies, shipping companies, or training institutions related to user’s employment and certifications.
Publicly available information that complements the user’s profile for employment purposes.

Individual Purposes for Each Type of Data Collected

Personal Details:

To personalize user experience on the app and facilitate communication.
To ensure accurate identification and secure account management.

Professional Information:

To match users with suitable job opportunities based on their experience and salary expectations.
To assist users in tracking their professional development and career progression.

Identity and Certification Details:

To verify the qualifications and certifications of users, ensuring compliance with maritime regulations.
To facilitate the renewal and management of necessary documents for maritime employment.

Education and Training Records:

To enhance job-matching algorithms by including users’ educational background and specialized training.
To provide recommendations for further training or certifications, aiding career advancement.

Health and Medical Information:

To ensure that users meet the health and medical standards required for maritime roles.
To assist in emergency situations where health information may be crucial.

Digital Usage Data:

To improve app functionality and user experience by analyzing usage patterns.
To identify areas for enhancement and customization of the app.

Communication Records:

To provide effective customer support and address user inquiries or issues.
To maintain a record of user interactions for quality assurance and service improvement.

How Data Supports the Functionality of the App

Each category of data collected plays a crucial role in the functionality and efficacy of the Aristocrat Mobile App:

Enhancing User Experience: Personal and professional information allows for a tailored user experience, ensuring that the app meets the specific needs of each seafarer.

Job Matching and Notifications: Professional details and certification information are fundamental to the app’s core function of matching seafarers with appropriate job opportunities and notifying them of relevant openings.

Document Management and Compliance: The collection of identity and certification details is key to the app’s feature of managing and reminding users of document expirations and renewals, which is critical for maintaining compliance with maritime regulations.

Personalized Recommendations: Education and training records enable the app to suggest relevant career development opportunities, enhancing the career growth prospects for users.

Safety and Health Compliance: Health and medical information ensures that the app aligns users with job opportunities that meet specific health and safety standards required in the maritime industry.

App Improvement and Customization: The collection of digital usage data and communication records is vital for continuously improving the app’s features and interfaces, ensuring a high-quality and user-friendly experience.

Data Processing Activities

The Aristocrat Mobile App processes user data to provide a seamless and efficient experience for seafarers. This involves several key activities:

Data Collection and Storage: Gathering and securely storing personal, professional, and other types of data as provided by the user or collected through app interactions.

Data Analysis and Profiling: Analyzing the data to understand user preferences, career aspirations, and suitability for various maritime roles. This helps in creating personalized user profiles.

Automated Decision-making: Utilizing algorithms to match users with job opportunities, document renewal reminders, and personalized recommendations based on their profiles.

Data Updating and Maintenance: Regularly updating and maintaining data to ensure its accuracy and relevance.

Legal Basis for Processing

Consent: Users provide explicit consent for data processing when they agree to the terms and conditions of the app. This consent forms the primary legal basis for processing their data.

Contract Necessity: Data processing is necessary for the fulfillment of the service contract between Aristocrat Merchant Marine Services and the user, particularly in providing job matching and document management services.

Legal Obligation: Certain data processing activities are carried out to comply with legal obligations, especially those related to maritime employment and safety regulations.

Legitimate Interests: Some processing is based on the legitimate interests of Aristocrat Merchant Marine Services, such as for improving app functionality and security.

Usage of Data for Decision-Making or Profiling

The app uses user data for automated decision-making and profiling to:

Efficiently match job opportunities with suitable candidates.
Personalize the app experience, including job alerts and document renewal reminders.
Enhance the overall functionality and user-friendliness of the app.
Data Sharing and Disclosure

Entities with Whom Data is Shared

Ship Owners and Management Companies: For the primary purpose of employment facilitation, user data is shared with potential employers in the maritime industry.

Service Providers and Partners: Certain data may be shared with third-party service providers and partners who assist in the operation and maintenance of the app.

Regulatory Authorities: When required by law or for compliance with maritime regulations, relevant data may be disclosed to governmental or regulatory bodies.

Details on Cross-Border Data Transfers

Given the global nature of the maritime industry, Aristocrat Mobile App may involve the transfer of user data across international borders:

Transfer to Different Countries: Data may be transferred to countries where we operate or where our service providers are located.

Purpose of Transfers: These transfers are necessary to provide our services, including job placements and document management, on a global scale.

Reasons for Sharing Data

To facilitate employment opportunities for users.
To ensure compliance with maritime safety and employment regulations.
To improve and maintain the app’s services through third-party partnerships.

Safeguards in Place for Data Sharing

Data Sharing Agreements: We establish strict data sharing agreements with third parties, ensuring that user data is handled responsibly and in accordance with privacy laws.

Limited Disclosure: Only necessary data is shared, relevant to the specific purpose of each disclosure.

Security Measures: Robust security protocols are implemented to protect data during transfer and while in the custody of third parties.

User Consent: Where applicable, explicit user consent is obtained before sharing sensitive data.

Compliance Monitoring: Regular audits and reviews are conducted to ensure ongoing compliance with data protection standards by entities with whom data is shared.

Security Measures for Data Protection

The security of user data is a paramount concern for Aristocrat Merchant Marine Services. We implement a comprehensive array of measures to ensure the protection of personal and professional information:

Encryption: All sensitive data, including personal and professional details, are encrypted during transmission and while stored on our servers.

Access Control: Strict access controls are in place to ensure that only authorized personnel can access user data.

Regular Security Audits: We conduct regular security audits and assessments to identify and remediate potential vulnerabilities.

Secure Infrastructure: Our infrastructure is designed with security in mind, utilizing leading technologies to safeguard data against unauthorized access, alteration, and destruction.

User Authentication: Robust authentication mechanisms, including strong passwords and two-factor authentication, are employed to verify user identity and protect account access.

Rights of Users Regarding Their Data

Aristocrat Merchant Marine Services acknowledges and respects the rights of users in relation to their personal data. These rights include:

Right of Access: Users have the right to access the personal data we hold about them.

Right to Correction: If any personal data is inaccurate or incomplete, users can request that we correct it.

Right to Deletion: Users have the right to request the deletion of their personal data, subject to certain exceptions.

Right to Restrict Processing: Users can request that we restrict the processing of their personal data under certain circumstances.

Right to Data Portability: Users have the right to obtain and reuse their personal data for their own purposes across different services.

Right to Object: Users can object to the processing of their personal data, particularly for marketing purposes.

How Users Can Exercise Their Rights

To exercise these rights, users can:

Access the User Account: Most of these requests can be made directly through the user account settings on the app.

Contact Customer Support: For requests that cannot be made through the app, users can contact our customer support team, who will guide them through the process.

Verification of Identity: To protect user data, we may require verification of identity before processing any request related to personal data.

Timeframe for Response: We aim to respond to all legitimate requests within a reasonable timeframe and in accordance with applicable data protection laws.

Opt-out Options and Preferences Settings

Marketing Communications: Users can opt-out of marketing communications at any time through their account settings or by using the unsubscribe link in the emails.

Data Sharing Preferences: Users have control over their data sharing preferences, which can be adjusted in the app settings.

Retention Periods for Different Types of Data

The retention of user data is guided by the necessity to provide our services effectively and comply with legal obligations:

Personal and Professional Information: Retained as long as the user account is active or as needed to provide our services.

Document and Certification Data: Kept for the duration of their validity and as required for compliance with maritime regulations.

Communication and Interaction Data: Stored for a limited period necessary for customer support and service improvement purposes.

Criteria Used to Determine Retention Periods

Service Provision: The duration for which data is needed to provide the app’s services effectively.

Legal Compliance: Retention periods mandated by laws and regulations in the maritime industry.

User Consent: In cases where data is retained based on user consent, it will be kept until consent is withdrawn.

Security and Fraud Prevention: Data may be retained for longer periods if necessary for security, fraud prevention, or as evidence in legal disputes.

Disclaimer for External Links

Autonomy of Third Parties: Third-party services are independent from Aristocrat Merchant Marine Services, and we do not exercise control over their privacy practices.

User Discretion Advised: Users are encouraged to review the privacy policies of any third-party services they access.

No Liability: Aristocrat Merchant Marine Services is not responsible for the content, privacy policies, or practices of third-party websites or services.

Compliance with Legal Obligations

We commit to complying with all applicable laws and regulations related to data protection and privacy.

Cooperation with Regulatory Authorities

Regulatory Compliance: We cooperate fully with regulatory authorities in the event of any data protection inquiries or investigations.

Legal Disclosures: In certain circumstances, we may be required to disclose personal information in response to lawful requests by public authorities, including meeting national security or law enforcement requirements.

Policy Updates and Changes

Procedures for Updating the Policy

Regular Review: Our privacy policy is periodically reviewed and updated to reflect changes in our practices, technology, and legal requirements.

Amendment Process: Any significant amendments to the policy will be made with due consideration of user privacy and data protection.

Notification Methods for Policy Changes

Notification to Users: Users will be notified of any significant changes to the policy through the app or via email.

Effective Date: The date of the latest update will be indicated at the top of the privacy policy.

Contact Details for Privacy-Related Inquiries

For any questions, concerns, or inquiries related to this privacy policy or the handling of personal data, users of the Aristocrat Mobile App can reach out to us through the following channels:

Email Contact: Users can send their inquiries and concerns to our dedicated privacy email address at crewing@aristoicratbd.com

Postal Address: For written correspondence, users can address their mail to:

Aristocrat Merchant Marine Services

501/5, East Kazipara, Mirpur, Dhaka, Bangladesh

Phone Contact: For direct communication, users can call us at +88 02 4100 1643 during office hours.

We encourage users to contact us for any clarification regarding their personal data, usage, rights, or any aspects of our privacy practices. Our team is committed to addressing and resolving any queries or concerns in a timely and respectful manner.

Appendix: Detailed Definitions and Explanations

Definitions of Key Terms Used in the Policy

Personal Data: Any information relating to an identified or identifiable natural person (‘data subject’). This includes information such as names, ID numbers, location data, online identifiers, or factors specific to the physical, physiological, genetic, mental, economic, cultural, or social identity of that natural person.

Processing: Any operation or set of operations performed on personal data or on sets of personal data, whether or not by automated means. This includes collection, recording, organization, structuring, storage, adaptation, retrieval, consultation, use, disclosure by transmission, dissemination, or otherwise making available, alignment or combination, restriction, erasure, or destruction.

Data Controller: The entity (in this case, Aristocrat Merchant Marine Services) that determines the purposes and means of the processing of personal data.

Data Processor: An entity which processes personal data on behalf of the data controller.

Consent: A clear affirmative act establishing a freely given, specific, informed, and unambiguous indication of the data subject’s agreement to the processing of personal data relating to him or her.

Data Subject: An identified or identifiable natural person whose personal data is processed by the controller responsible for the processing.

Third Party: A natural or legal person, public authority, agency, or body other than the data subject, controller, processor, and persons who, under the direct authority of the controller or processor, are authorized to process personal data.

Explanatory Notes and Examples

Example of Personal Data Processing: When a seafarer enters their employment history into the Aristocrat Mobile App, this constitutes ‘processing’ of personal data. This data is then used by Aristocrat Merchant Marine Services to match the seafarer with suitable job opportunities.

Role of Data Controller: As the data controller, Aristocrat Merchant Marine Services is responsible for deciding how and why personal data is processed within the app. For example, deciding to use contact information for sending job alerts.

Consent in Practice: Consent is obtained when a new user agrees to the privacy policy and terms of service of the Aristocrat Mobile App. This consent is required to use the app’s services, and users have the right to withdraw their consent at any time.

Understanding a Data Subject: Each seafarer using the app is a data subject, as their personal data is being processed. They have specific rights under the privacy policy, such as the right to access and request deletion of their data.

Third-Party Interactions: If the app uses a cloud service provider to store data, this provider is considered a ‘third party’. Data sharing with any third party is governed by strict privacy terms to ensure data protection.