Effective from: 2nd of April 2024
Maritime Optima AS is developing different software Application Services for individuals and for people working inthe maritime industry based on subscription models, called software as a service. Maritime Optima AS offers two Application Services; ShipAtlas and ShipIntel.
This Privacy policy document relates to ShipIntel Application Services.
If you create a user account or has accepted an invite to join a ShipIntel account during a free trial or from a paid ShipIntel subscription, register on a campaign landing pages or contact forms, subscribe to our newsletters, request information, contact us, use our online knowledge base hosted by Intercom.io, complete any surveys, or provide content for inclusion on our websites (e.g., blogs or other online forums), we will collect certain data about you.
The personal data we collect about you may include the following:
Newsletter subscriptions. Personal data processed in connection with newsletter subscriptions is based on your consent. You are free to withdraw your consent at any time by unsubscribing to our newsletters or by contacting us directly at sales@maritimeoptima.com.
ShipIntel Subscription account. Please be advised that if you have created a ShipIntel Subscription started by your employer or a company, or you have been invited as a member or you have actively asked to become a member in a team, you must contact your employer or the company represented by the owner of the ShipIntel team, if you want your ShipIntel user account to be deleted.
User statistics. The user statistics we process enable us to provide, develop and improve our services and security features. Our processing of user statistics is based on your consent to the use of cookies (information capsules) as per our Cookies policy document. The data will be stored for two years unless you withdraw your consent. You may withdraw your consent at any time by disabling cookies in your browser settings or unsubscribing to the newsletter or the application service.
We collect personal data in order to administrate your user account. Your personal data is stored for the duration your account is active. The information will be stored for the duration you are using ShipIntel or for a longer period if there is a legitimate reason for storing the information (e.g., investigation of possible criminal offenses or information needed for civil lawsuits). Please contact us at sales@maritimeoptima.com if you have any inquiries.
Anonymous user data. We may also use data collected from you in an aggregated, non-identified form of usage statistics for research purposes and to help us make decisions on marketing, product development and improvements. This processing is based on your consent to use cookies.
Please consult our cookie policy for more information about the type of cookies we use on our website and in the web-based application software services.
Please be advised that if you have created a ShipIntel Subscription started by your employer or a company, or you have been invited as a member or you have actively asked to become a member in a team, you must contact your employer or the company represented by the owner of the ShipIntel team, if you want your ShipIntel user account to be deleted.
We will only disclose your personal data to third parties to the extent such disclosure has a legal basis pursuant to applicable data protection laws.
We may use data processors to store, collect or otherwise process personal data. The relationship to such data processors (or sub-processors) is based on a data processor agreement entered pursuant to GDPR article 28 and the extent necessary due to any transfer out of EU/EEA, EU standard contractual clauses, and/or other appropriate legal basis in accordance with GDPR chapter V.
Your personal data may be subject to processing outside the EU/EEA and we are only using services from companies handling your data according to Standard Contractual Clauses, Binding Corporate Rules, or adequacy decisions from the EU Commission.
Below, we have described our main suppliers and the purpose for using their services to which we may disclose your Personal Data:
Webflow. Maritime Optima AS uses Webflow to host our website and landing pages to inform people about the ShipIntel Application Services and other products offered by Maritime Optima AS and to create newsletters that you can sign up for.
Webflow Inc. owns Webflow. If they are transferring Personal Data to a Webflow Inc entity outside the EEA area, the transfer is mainly based on Webflow Inc Binding Corporate Rules. If not applicable, the transfer is based on EU standard contractual clauses. For more information: https://webflow.com/legal/privacy.
Microsoft Azure (Azure): The Personal Data we collect from you is stored in our European data processing center hosted on Azure and the data center is operated by Microsoft, which is one of the world’s leading data center operators for cloud services. The Microsoft data centers we are using are placed within the European Union (EU) and/or European Economic Area (EEA). Audio and video data is never transferred to servers outside the EU or EEA. Your ShipIntel user accounts and data do NOT constitute a Microsoft account.
Customers using the Microsoft Office 365 and support the Microsoft Entra protocol, can offer their employees to use the company’s Microsoft subscription for login to their ShipIntel subscriptions. Then they are following the policies of their company and what is stated in the Microsoft Entra protocol.
Intercom. Maritime Optima AS is using Intercom.io, for the purpose of hosting the ShipIntel User Guides. The transfer of Personal Data to an Intercom.io entity outside the EEA area is mainly based on Intercom.io Binding Corporate Rules. If not applicable, the transfer is based on EU standard contractual clauses. For more information: https://www.intercom.com/legal/privacy.
HubSpot for customer support, chat, and user engagement for ShipIntel. We also use HubSpot for hosting campaign/ landing pages and for making newsletters. Those who sign up for a ShipIntel subscription or has accepted and invite from an owner using ShipIntel, are provided with customer support and customer chat from HubSpot. The company is located in the USA and Europe, and HubSpot Inc has certified adherence to and commits to applying the GDPR policy. Transferring Personal Data to a HubSpot entity outside the EEA area will be done based on HubSpot Binding Corporate Rules as described here, which establish adequate protection of the Personal Data and are legally binding for HubSpot Inc. Where HubSpot Incs Binding Corporate Rules do not apply, HubSpot will instead rely on other lawful measures to transfer your Personal Data outside the EEA and Switzerland, such as the EU standard contractual clauses. For more information about HubSpot’s. privacy policy: https://legal.hubspot.com/privacy-policy.
24SevenOffice: We are sending invoices from our accounting software 24SevenOffice. The 24SevenOffice software host the payment details from the customer. The payment information will be stored for five years in accordance with the Norwegian Bookkeeping Act Section 13. Maritime Optima AS does not host any payment details from any customer.
Maritime Optima AS might also enter into agreements with other software companies to provide complementary services through our Application Services. Users and customers of Application Services provided by Maritime Optima AS, will not be obliged to use such 3rd party software provider services. In such a case, Maritime Optima AS will notify our users about the applicable 3rd party Terms of Agreements.
Every company using the ShipIntel Application Services has a dedicated contact person (most likely a colleague of yours). The contact person is authorized to handle the ShipIntel account on behalf of your company.
In ShipIntel, an owner of a team is the person who sign up for a user account. The owner can at any time contract our sales department and add seats to their subscription. After they have added the seats, they can start inviting users (emails) to their account and respond (accept or deny access) to invite requests from users.
The users (email) that have been
a) actively invited or
b) have asked to be invited in a specific team and has been accepted,
are team members.
If you are a contact person associated with a company using the ShipIntel Application services, we will process your personal data (name and contact information) to administer the customer agreement on behalf of your company (our customer).
If a company uses ShipIntel and wants their employees or partner companies to use the ShipIntel Application Service, the company is responsible for any personal data that the owner or team members share while using the service. Maritime Optima AS is then solely delivering the Application Services to the company and processing their personal data on behalf of the company. If you have any questions related to how the company that invites you to use the Application services offered by Maritime Optima AS handles your personal data, please consult the companies’ privacy policies or contact the companies’ contact person directly.
The protection of your personal data is a high priority for us. We continuously work to protect personal data and other confidential information. Our security measures include physical, technical, and administrative measures. In order to ensure good customer support, selected employees have access to the customers’ projects.
Our employees receive training and guidance on how to handle personal data safely. We have routines and access control to prevent unauthorized disclosure and unauthorized access to your personal data. We also have procedures and measures that prevent personal data loss and loss and destruction of the systems where personal data is stored. We endeavor to process your personal data correctly and safely and that the treatment is protected against harmful software.
All communication between the users and Maritime Optima AS servers is secured with HTTPS. Login information and all other data are encrypted, and server authenticity is verified.
Full security depends on up-to-date software and patches; we regularly test our servers with SSL Labs online tools to check that we get an “A” grade, i.e., no known vulnerabilities.
Users logging into the ShipIntel Application Service using email and password get a unique session authentication key (JWT token). This key ensures that our servers know which user is attempting which operation and is used to enforce access control rules. The key expires after a certain time, after which the user must log in again. We store email, IP addresses, and login attempts for diagnostic purposes.
We comply with the requirements for the protection and safeguarding of personal data as provided by the General Data Protection Regulation (GDPR) and Datatilsynet (the Norwegian Data Protection Authority). We ensure that personal data is protected in connection with the transfer of personal data. Any threats to data security are handled efficiently as security and the protection of your personal data is part of the daily work of our business.
Any breach of security practices will be documented. We have established procedures to detect and deal with breaches of security. If a security breach is detected, this will be reported to the management, the risk of privacy breaches is assessed, and if applicable, Datatilsynet (the Norwegian Data Protection Authority) will be notified where necessary. You will also be notified as a user if the breach poses a risk to you and your rights.
4. Your rights as the data subject
If you want to delete your user account and remove your e-mail address from the ShipIntel application service, you have to contact the owner of your ShipIntel team and notify them. Then they will deactivate your account.
The head authority for Maritime Optima AS is the Norwegian Data Protection Authority (Datatilsynet). Your Personal Data is processed in accordance with the Norwegian implementation of the General Data Protection Regulation (GDPR) (Regulation 2016/679), which is the Norwegian Personal Data Act of 15 June 2018, no. 38. Hereunder you have, subject to any exemptions provided by the law, the right to:
As the data subject, you have the right to withdraw your consent at any time by canceling your subscription to the application service.
EU individuals have the right to make a complaint to your national data protection authority.
5. Changes to the Privacy Policy
Maritime Optima AS may update this Privacy Policy from time to time, and the latest version will always be available on our web page https://www.maritimeoptima.com/. Existing users has already agreed to changes when they accepted our TOS (Terms of Service) when they created a user account.
In case of any significant changes, we will notify the users of the ShipIntel Application Services of the changes by sending emails.
6. Contact information
Maritime Optima AS
Address: Munkedamsveien 45B, 0250 OSLO
Phone: + 47 22 12 98 00
Mail: post@maritimeoptima.com
