Crew Privacy Notice

What we ask for

For an application: your name, contact details, nationality, location, qualifications, sea time, the roles you want, and a CV if you upload one. Date of birth is optional on the form.

Once you are engaged, HELM can also hold your qualifications and, when the passage needs them, your passport, visa, medical certificate, or similar identity document. You upload those yourself. Other crew cannot open them. Clients on the job can see ordinary certificates such as a licence. They cannot open the identity file.

Live position

While you are assigned to a delivery that uses Garmin MapShare, HELM pulls the yacht's position, speed, and course. That track shows where the yacht is, and so where the crew on board are, during the passage. The client of that delivery can see the track in HELM. We use it to run the delivery safely and to keep the client informed. The basis is the delivery contract and our interest in the safety of the yacht and the people on it.

The track is part of the job record. It is not used for advertising. After the job is finished, crew and clients can still see it for 7 days. After that, only an administrator can open it. We keep it with the rest of the voyage record.

Electronic signatures

When you sign in HELM, we record that you agreed to sign electronically, the email address we invited, a one-time code sent to that email, the time in UTC, your IP address, and your browser identification. That check confirms the invited email. It is not a passport scan and it is not a facial-recognition check. The signed file and this evidence stay with the contract.

Who can see identity documents

• You can see your own documents.
• An administrator can see them when they need to for the voyage or a legal request.
• Other crew cannot see your passport, visa, medical certificate, or crew CV.
• Staff who are not administrators cannot open those files.

Before the file opens, you or the administrator confirms a password or passkey used in the last 15 minutes. The link then lasts 120 seconds. We log that the file was opened: the account, the time, and the record. We do not write the file, the document number, or the file name into that log.

How long we keep crew information

• Applications we do not take up: 12 months.
• Identity files: 12 months after the document expires, or 12 months after you replace it with a newer one of the same type. The file is then removed.
• Voyage, contract, invoice, and signature records: 6 years after the job closes. These stay even when your day-to-day access ends. We do not delete them just because the job is finished.

Your choices

The application form explains why we use it. Ticking the news box is optional and is separate from sending the application. You need to be 18 or over to apply.

You can ask for a copy of your information, or ask us to delete your account, from Your data in HELM, or by emailing daniel@yacht.delivery. Voyage records we have to keep for tax or claims will stay, and we will tell you that.

You can complain to the ICO, and to your local EU authority if you are in the EEA. Details are in the Privacy Policy.