1. Who we are
The controller of your personal data is Vigilant Yacht Management Ltd (“Vigilant Yacht Management”, “we”, “us”), registered in England and Wales, company number 17559557. Registered office: 71-75 Shelton Street, Covent Garden, London WC2H 9JQ. Its directors are James Mackie, Christopher Heltberg and Henning Heltberg. You can contact us about privacy at [email protected]. We have not appointed a data protection officer, as we are not required to; the directors are responsible for data protection.
This notice explains how we handle personal data under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. What we collect
| Source | Data |
|---|---|
| General enquiry form | Name, email, telephone (optional), organisation (optional), role, topic and your message. |
| Proposal request form | Name, email, telephone (optional), organisation (optional), role and details of the yacht and services required (yacht name is optional). |
| Crew registration form | Name, email, telephone (optional), nationality (optional), rank, certificates of competency, experience, availability, an optional link to your CV and anything you tell us about yourself. |
| All forms | Date and time of submission, the country your request came from (derived by our hosting provider) and your browser’s user-agent string. We use your IP address briefly, in hashed form, to limit abuse; we do not store your IP address with your submission. |
| Whatever you choose to include when you email us. |
Please do not send us special category data (for example health information) or personal data about other people. If you send a CV link, check that it does not expose other private files.
3. Why we use it and our lawful basis
- Responding to enquiries and preparing proposals – our legitimate interests in running our business and responding to you, and, where you are a prospective client, taking steps at your request before entering into a contract (Article 6(1)(f) and 6(1)(b)).
- Crew registration – your consent, which you give when you register and can withdraw at any time (Article 6(1)(a)), and our legitimate interests in matching crew to roles.
- Briefings for the captains and chief engineers network – your consent, given when you join; every email lets you unsubscribe.
- Security and preventing abuse of our forms – our legitimate interests in keeping our website secure.
- Legal obligations – where we must keep records by law (Article 6(1)(c)).
4. Who we share it with
We do not sell personal data, and we do not share your details with a yacht, owner or employer without your agreement. We use these service providers (processors), who act on our instructions:
- Cloudflare, Inc. – website hosting, form processing and storage, bot protection (Cloudflare Turnstile) and email routing.
- Microsoft Corporation – our email mailbox, which receives form notifications.
We may also share data with our professional advisers, or where the law requires.
5. International transfers
Our providers may process data outside the UK, including in the United States. Where they do, transfers are protected by UK adequacy regulations (including the UK Extension to the EU–US Data Privacy Framework, where the provider is certified) or by the International Data Transfer Addendum to the EU Standard Contractual Clauses.
6. How long we keep it
- Enquiries and proposal requests: up to 24 months from your last contact, unless they lead to a contract, in which case we keep them for the life of the contract plus six years.
- Crew registrations: 12 months, after which they are deleted automatically unless you ask us to keep them.
- Rate-limiting data: one hour.
7. Your rights
You have the right to access your personal data, to have it corrected or erased, to restrict or object to its processing, to data portability and to withdraw consent at any time. To exercise any of these rights, email [email protected]. We will respond within one month.
If you are unhappy with how we have handled your data, please contact us first. You also have the right to complain to the Information Commissioner’s Office (ICO): ico.org.uk/make-a-complaint, telephone 0303 123 1113.
8. Security
Our website is served only over HTTPS. Form submissions are stored in access-controlled storage, and access is limited to the partners.
9. Cookies
See our cookie notice.
10. Changes
We will update this notice when our practices change, and show the date of the latest version at the top.