Last updated: [[DATE]]
FleetRight helps boat owners and operators keep maintenance, checks, defects and documents in one place. This policy explains what personal data we hold, why, who helps us handle it, how long we keep it, and what you can do about it. We have tried to keep it plain.
The service is run by [[COMPANY NAME]], [[company number]], [[registered address]] ("we", "us"). We are registered with the UK Information Commissioner's Office (ICO), registration number [[ICO NUMBER]].
Questions about your data: privacy@fleet-right.co.uk [[create and monitor this inbox]]. Security issues: security@fleet-right.co.uk.
For your own account and sign-in details we are the controller of your data. For the vessel records, files and crew details that you or your company put into FleetRight, you (or your company) decide what goes in, and we handle it on your behalf as a processor. Section 9 explains this for company accounts.
| What | Examples | Why | Our legal basis |
|---|---|---|---|
| Account details | Email address; your password (stored only as a one-way hash, never readable); two-factor secret if you turn it on (stored encrypted); when you accepted the terms | To create your account, let you sign in, and keep it secure | Contract |
| Vessel and maintenance records you enter | Boat name, type, make, model, year, home marina, registration number, engine details and hours; routine tasks, operational checks and their results, defects, maintenance history, spares, refit plans and costs, contractor and supplier names, "assigned to" names | To provide the service you signed up for | Contract |
| Files you upload | Insurance, registration, surveys, manuals, quotes, photos | To store them and show them to you and anyone you give access to | Contract |
| Crew access | The name or label and (optionally) email address you enter when you create a crew access code; the dates it works; checks and defect reports made with the code | To give crew temporary access and email them their code | Contract; legitimate interests of the vessel owner or operator |
| Company details | Company name, members' email addresses and roles | To run company and fleet features | Contract |
| Billing | Your plan, status, renewal date and a Stripe customer reference. Card details go straight to Stripe and never reach us | To charge for paid plans and keep tax records | Contract; legal obligation |
| Security and technical data | Your IP address and a log of security events (sign-ins including failed attempts, two-factor use, password and email changes, crew codes created, plan changes, account deletion). Standard server logs | To protect accounts, spot abuse and investigate incidents | Legitimate interests (keeping the service and your data secure) |
| Emails we send you | Confirmation, password reset, security notices, crew access codes, receipts | To run your account | Contract |
What we do not do: we do not sell your data, show adverts, use advertising or analytics trackers (the only outside service on any page is the sign-up bot check above), track your location, or send marketing email. If that ever changes we will ask you first.
Some of what you enter may be about other people (for example a contractor's or crew member's name). Please only enter what you have a good reason to hold.
We use a small number of providers (our "sub-processors"). Each is bound by a data processing agreement and only handles data to provide its service to us.
| Provider | What for | Where |
|---|---|---|
| Fly.io | Hosting the app, database and uploaded files, with automatic disk snapshots | London, UK |
| Cloudflare (R2 storage) | Encrypted off-site backup copies. We hold the key; they cannot read them | [[EU - confirm bucket region]] |
| Cloudflare (Turnstile) | A "are you a real person?" check on the sign-up page, to keep automated sign-ups out. Cloudflare sees your IP address and some browser details when the check runs. It only loads when you open the sign-up form, never for people who just sign in | Global [[confirm]] |
| Resend | Delivering the emails listed above | United States [[confirm]] |
| Stripe | Taking payments and managing subscriptions | UK / EU / United States [[confirm]] |
| Have I Been Pwned (Troy Hunt) | Checking a new password against known breaches. Only the first five characters of a one-way fingerprint of the password are sent, so neither the password nor your email is ever shared | Global |
| Healthchecks.io and an uptime monitor | Alerting us if the site goes down or our nightly backup stops. They only receive "still alive" signals and the public health address, never personal data | EU [[confirm]] |
We may also disclose data if the law requires it, or to protect people's safety or our legal rights.
Where a provider is outside the UK, we rely on the UK's approved safeguards (an adequacy decision or the ICO's International Data Transfer Addendum) so your data keeps UK-standard protection. [[Confirm against each provider's current agreement]]
| Data | How long |
|---|---|
| Account, vessel records and files | Until you delete them or your account |
| Sign-in sessions | 30 days, then deleted |
| Crew access codes (including the name and email you entered) | Until you revoke them, and automatically deleted 180 days after they expire |
| Security log | 12 months |
| Backups | Up to 30 days. Data you delete can remain in backups for up to that long, then is gone for good |
| Payment and invoice records | 6 years, as tax law requires (held by us and Stripe) |
Passwords are hashed; two-factor secrets and backups are encrypted; sessions and email links can't be replayed from a copy of the database; connections use HTTPS; accounts are walled off from one another; and we log security events. More detail, including what we are still working on, is on our security page. If we have a breach that puts people at risk, we will tell you and the ICO as the law requires.
We use two cookies, both strictly necessary to keep you signed in, and nothing else. See the cookie notice.
If your boat belongs to a company on FleetRight, the company's owners and operations managers can see and manage the vessels, records and crew codes in their fleet. In that case the company decides what is recorded and who has access, and is responsible for having the right to enter its crew's and contractors' details. We act on the company's instructions for that data. A written data processing agreement for business customers is available on request at privacy@fleet-right.co.uk.
Crew who use an access code do not have an account. They can see and do only what the code allows, for the dates it is valid.
FleetRight is for adults who own or operate boats. It is not aimed at anyone under 16 and we do not knowingly collect their data.
If we make a material change we will tell you in the app or by email before it takes effect. The date at the top shows the latest version.