Last Updated: April 15, 2025

CrewPayScan (“we,” “us,” or “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website at crewpayscan.com, join our waitlist, or interact with our services. We provide sanctions compliance solutions for maritime crew allotments, and we take data protection seriously, especially given the sensitive nature of crew and payroll data.

By using our website or services, you agree to the terms of this Privacy Policy. If you do not agree, please do not use our services.

1. Information We Collect

We collect information in the following ways:

1.1 Information You Provide to Us

Waitlist Sign-Up: When you join our waitlist, we collect your email address (required), and optionally your first name, last name, company name, approximate crew size, interest in API integration, and additional comments.
Communications Preferences: You may opt-in to receive updates about CrewPayScan, which you can unsubscribe from at any time.
Contact Us: If you email us at info@crewpayscan.com or use a contact form, we collect your name, email address, and any information you provide in your message.

1.2 Information We Collect Automatically

Website Usage Data: We use cookies and similar technologies to collect data such as your IP address, browser type, operating system, referring URLs, pages viewed, and timestamps.
Analytics: We use Google Analytics to track website usage and improve our services. This includes anonymized data about user behavior on our site.

1.3 Information from Third Parties

We do not currently collect data from third parties, but if we do in the future (e.g., through API integrations for software makers), we will update this policy accordingly.

2. How We Use Your Information

We use your information for the following purposes:

To Manage the Waitlist: To process your waitlist sign-up, notify you when CrewPayScan launches, and follow up with relevant updates if you’ve opted in.
To Improve Our Services: To analyze website usage and user feedback to enhance our website and future product offerings.
To Communicate with You: To respond to your inquiries, provide customer support, and send marketing communications if you’ve opted in.
To Ensure Compliance: To maintain compliance with legal obligations, such as GDPR, and to protect against fraudulent or unauthorized activity.

3. How We Protect Your Information

We take data security seriously and implement the following measures:

Encryption: All data except a crew record’s Crew ID is protected with bank-grade AES-256 encryption at rest.
German-Hosted Data: Your data is stored securely in Germany with Hetzner, ensuring GDPR compliance.
Access Controls: We limit access to your data to authorized personnel only.
Bot Protection: We use Cloudflare to protect our website from malicious bots, ensuring the integrity of our waitlist submissions.

Despite these measures, no system is 100% secure. We cannot guarantee absolute security but strive to protect your data to the best of our ability.

We do not sell your personal information. We may share your information in the following cases:

Service Providers: With trusted third-party providers (e.g., Hetzner for hosting, Google Analytics for usage tracking) who assist us in operating our services, under strict confidentiality agreements.
Legal Obligations: If required by law, regulation, or legal process (e.g., to comply with sanctions regulations or respond to a court order).
Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

As we store data in Germany and comply with GDPR, you have the following rights:

Access: Request a copy of the personal data we hold about you.
Rectification: Ask us to correct inaccurate or incomplete data.
Erasure: Request deletion of your data (e.g., removal from our waitlist).
Restriction: Limit how we process your data.
Portability: Receive your data in a structured, machine-readable format.
Objection: Object to processing for marketing or other purposes.
Withdraw Consent: If you’ve opted into communications, you can unsubscribe at any time via the link in our emails.

To exercise these rights, contact us at info@crewpayscan.com. We will respond within 30 days, as required by GDPR.

6. Cookies and Tracking Technologies

We use cookies to enhance your experience:

Essential Cookies: Necessary for website functionality (e.g., session management).
Analytics Cookies: To understand how users interact with our site via Google Analytics.
Marketing Cookies: If you opt into communications, we may use cookies to personalize updates.

You can manage cookie preferences through your browser settings. Disabling cookies may affect website functionality.

7. Data Retention

Waitlist Data: We retain your waitlist data until CrewPayScan launches or you request deletion, whichever comes first. If you opt into communications, we retain your email until you unsubscribe.
Usage Data: Analytics data is retained for up to 26 months, per Google Analytics’ policy.

8. International Data Transfers

Your data is stored in Germany, within the European Economic Area (EEA), ensuring GDPR compliance. If we transfer data outside the EEA in the future (e.g., for API integrations), we will use safeguards like Standard Contractual Clauses to ensure adequate protection.

9. Third-Party Links

Our website may link to third-party sites (e.g., CrewPayComplianceHub.com, social media). We are not responsible for their privacy practices. Review their policies before sharing information.

10. Children’s Privacy

CrewPayScan is not intended for individuals under 16. We do not knowingly collect data from children. If we learn we’ve collected such data, we will delete it immediately.

11. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our practices or legal requirements. We will notify you of significant changes via email (if you’ve provided one) or by posting a notice on our website. The “Last Updated” date at the top will reflect the latest revision.

12. Contact Us

If you have questions about this Privacy Policy or wish to exercise your data protection rights, contact us at:

Email: info@crewpayscan.com
Website: crewpayscan.com

Data Protection Officer:
CrewPayScan is currently in the pre-launch phase, and our parent company is in the process of being registered in Singapore. For any privacy or data protection inquiries, please contact us at:
Email: info@crewpayscan.com
We will update this section with full company details upon official registration.

Note: This Privacy Policy applies only to data collected by CrewPayScan. Once we launch, additional terms may apply to users of our sanctions compliance services.