Privacy Notice

1. Who we are

MYKINDREDCREW LTD is the controller of the personal information described in this notice. We are a company registered in England and Wales under company number 17107274.

Email: william@mykindredcrew.com

2. Who this notice covers

This notice covers crew members and candidates, vessel representatives, employers, recruiters, business users, website visitors and people who contact us. It also covers legacy candidate information migrated from earlier MYKINDREDCREW systems.

3. Information we collect

We do not need unnecessary special-category information. Please avoid putting health, ethnicity, religion, sexual orientation or other sensitive information in a CV unless it is genuinely relevant and you want us to process it. Where special-category information is necessary, we identify and document an appropriate lawful basis and condition before using it.

4. Where information comes from

Most information comes directly from you or an authorised business user. We may also receive information from a vessel or recruiter involved in a recruitment process, from professional references you authorise, and from previous MYKINDREDCREW records held in Airtable or Softr. If we first contact a legacy candidate, we will explain that we hold their information and provide access to this notice.

5. Why we use information and our lawful bases

Where we rely on legitimate interests, those interests include improving recruitment relevance, maintaining accurate records, protecting users and operating a sustainable recruitment service. We consider the impact on the people involved and use privacy gates to reduce unnecessary disclosure.

6. AI-assisted CV parsing, profiling and matching

MYKINDREDCREW uses automated tools and artificial intelligence to extract structured information from CVs, identify career evidence, interpret combined questionnaire patterns and produce compatibility signals or explanations.

Matching may consider relevant experience, qualifications, availability, location and work preferences alongside the role and vessel environment. A score is a decision-support signal, not a promise of suitability. Raw questionnaire answers and private certificate files are not provided to hiring businesses through the match brief.

We do not make solely automated decisions that produce legal or similarly significant effects. Crew confirm parsed information, MYKINDREDCREW can review the assessment, crew control their interest, and the hiring business makes its own recruitment decision. You may ask us to explain or review an AI-assisted result by emailing us.

7. Who we share information with

We share only what is needed for the relevant purpose. Recipients may include:

• authorised vessel representatives, employers or recruiters after the service’s sharing conditions are met;
• service providers supporting hosting, authentication, storage, email delivery, workflow automation, AI processing and security, including Supabase, Resend, Make, OpenAI and the infrastructure used to host this website;
• professional advisers, insurers, regulators, courts or law-enforcement bodies when reasonably necessary or legally required; and
• a buyer or successor if the business is reorganised or transferred, subject to appropriate confidentiality and data-protection safeguards.

We do not sell personal information.

8. International transfers

Yacht recruitment is international and some service providers or recipients may be outside the UK. Where personal information is transferred internationally, we take steps to use a lawful transfer mechanism, such as UK adequacy regulations or approved contractual safeguards, and apply access controls appropriate to the information.

9. How long we keep information

• Active accounts and profiles: while the account is active and the information is needed to provide the service.
• Inactive candidate records: reviewed after 24 months without meaningful recruitment activity and deleted or anonymised when no longer needed, unless a current process or legal reason requires longer retention.
• Applications, placements and business records: normally up to six years after the relevant process or relationship ends where needed for contracts, accounting, disputes or legal claims.
• Unregistered uploads and temporary links: removed or allowed to expire as part of the secure upload and access process.
• Security logs and backups: retained for the period reasonably required for security, recovery and provider backup cycles.

We may retain a limited record for longer where law requires it, a dispute is active or deletion would undermine fraud prevention. When retention ends, information is deleted or anonymised.

10. Security

We use access controls, authenticated workspaces, private storage, short-lived document links, sharing gates and audit records designed to prevent unauthorised access. No online service is completely risk-free, so please use a strong password and tell us promptly if you believe your account or information has been compromised.

11. Your rights

Depending on the circumstances, you may have rights to access, correct, erase or restrict your information; object to processing; receive portable information; and withdraw consent. These rights are not absolute and depend on the lawful basis and applicable law.

We may need to verify your identity before completing a request. We normally respond within one month, subject to lawful extensions for complex requests.

12. Complaints

Please contact us first so we can investigate. You can also complain to the UK Information Commissioner’s Office at ico.org.uk/make-a-complaint or telephone 0303 123 1113.

13. Changes to this notice

We may update this notice as the service or law changes. We will publish the new date here and, where a change materially affects how we use information, provide an appropriate additional notice.