Data Policy

Document overview

Below is information on Sea-Flux’s data retention/subscription cancellation policy for Customer Content processed in Sea-Flux services.

Introduction

By default, all data and files are kept securely and permanently in the cloud. If a licensee unsubscribes, all of the existing data and files for their account and any associated user accounts will become inaccessible. With the exception of Sea-Flux administrators from that point forward.

Upon request, a licensee may additionally ask for their data to be destroyed. In this case, their/your data and files will be deleted permanently from the live server. However, their/your data (not files), will remain embedded within our backups for a period of no longer than 12 months.

Note that backups are held as a “Blob” of data, with no ability to identify single subscriber data without a complete data restore of all subscribers/users data across the entire platform.

Subscription Cancellation Process for a licensee

A licensee may cancel their subscription at any time by following the Cancellation Process as outlined below.

Process to cancel your subscription:

Only an Authorised Licensee may cancel an active subscription with Sea-Flux. Cancellation can be completed by contacting Sea-Flux at support@sea-flux.com and outlining your desire to cancel your subscription with us providing:

The Licensee name on the account
Your name and authorisation
Date that the cancellation is to occur (must be a date in the future)

We will confirm receipt of the cancellation request, check that you are authorized to cancel the subscription, and complete a final billing which will cover the subscription up until that date, or the date outlined in your contract with us.

We will provide you with options on whether you want your data deleted immediately, or preserved for a definitive time into the future

Upon payment of the final account we will remove all user access to the application. Once user access has been removed we will follow your request and either delete the data, or hold the files for the requested specified time before deletion

Sea-Flux Workflows

Sea-Flux Content – data and audit trails held within your Sea-Flux Account	30 days in server logs. All historical data is held forever whist you have a continuous subscription with us unless you request us to delete the data from within your account. Up to three years in backup. Backups are held as a “Blob” of data, with no ability to identify single subscriber data without a complete data restore of all subscribers/users data across the entire platform. Once data is deleted by you it is removed from the live database, but if it has been backed up before being deleted it will be held within the backup blob for at least three years. Once you have deleted your data, such content will then be subject to the other retention periods above.
Sea-Flux Reporting ( metadata)	Sea-Flux user specific data can be transformed using the reporting capabilities, and these reports can be filed within your Sea-Flux account. These reports will remain available to you until deleted by you, or upon the cancellation of your subscription
Deletion Options	These options describe how to manually delete Sea-Flux Content from your account. Otherwise, data is deleted from logs and backups based on the standard retention periods described above. Process to cancel your subscription: (refer above) Deleting your account, once complete, cannot be “undone”. Once your account has been deleted you will not have access to the Sea-Flux application, and your data will have been deleted. However, we will provide options for retaining the data, should you wish to do so.

Additional Information for Google

The following is directly from the Google requirements document.

Developers will be asked to provide collection, sharing, and other practices for a range of user data types, as well as the purposes for which you use that data.

Category	Data type	Description
Location	Approximate location	User or device physical location to an area greater than or equal to 3 square kilometers, such as the city a user is in, or location provided by Android’s ACCESS_COARSE_LOCATION permission.
Location	Precise location	User or device physical location within an area less than 3 square kilometers, such as location provided by Android’s ACCESS_FINE_LOCATION permission.
		The Sea-Flux application does not hold location data.
Personal info	Name	How a user refers to themselves, such as their first or last name, or nickname.
	Email address	A user’s email address.
	User IDs	Identifiers that relate to an identifiable person. For example, an account ID, account number, or account name.
	Address	A user’s address, such as a mailing or home address.
	Phone number	A user’s phone number.
	Race and ethnicity	Information about a user’s race or ethnicity. N/A
	Political or religious beliefs	Information about a user’s political or religious beliefs. N/A
	Sexual orientation	Information about a user’s sexual orientation. N/A
	Other info	Any other personal information such as date of birth, gender identity, veteran status, etc. N/A
		User name, contact email address, and contact information is held within the Licensees data fields to provide services to the licensee and their staff.
Financial info	User payment info	Information about a user’s financial accounts such as credit card number. N/A
	Purchase history	Information about purchases or transactions a user has made. N/A
	Credit score	Information about a user’s credit score. N/A
	Other financial info	Any other financial information such as user salary or debts. N/A
		No user specific financial information is kept within the Sea-Flux application.
Health and fitness	Health info	Information about a user’s health, such as medical records or symptoms. A user’s profile may contain health-based information if entered by the manager or administrator. This information is required with appropriate access restrictions for the purposes of managing staff health and wellbeing – especially when the vessel is at sea and out of mobile phone range.
Health and fitness	Fitness info	Information about a user’s fitness, such as exercise or other physical activity. Only in the context of the above.
Messages	Emails	A user’s emails including the email subject line, sender, recipients, and the content of the email. Only those emails initiated by the Sea-Flux application are kept, logged, and retained.
	SMS or MMS	A user’s text messages including the sender, recipients, and the content of the message. N/A
	Other in-app messages	Any other types of messages. For example, instant messages or chat content. N/A
Photos and videos	Photos	A user’s photos. Photos of components of the vessel are taken for maintenance purposes, and it is possible that in the background crew may be visible.
Photos and videos	Videos	A user’s videos. N/A
Audio files	Voice or sound recordings	A user’s voice such as a voicemail or a sound recording. N/A
	Music files	A user’s music files. N/A
	Other audio files	Any other user-created or user-provided audio files. N/A
Files and docs	Files and docs	A user’s files or documents, or information about their files or documents such as file names. Documents can be created and filed within the Sea-Flux application. Documents can also be imported into sections of the application. These documents for the central repository of verified information relating to the vessel.
Calendar	Calendar events	Information from a user’s calendar such as events, event notes, and attendees. N/A
Contacts	Contacts	Information about the user’s contacts such as contact names, message history, and social graph information like usernames, contact recency, contact frequency, interaction duration and call history. N/A
App activity	App interactions	Information about how a user interacts with the app. For example, the number of times they visit a page or sections they tap on. For audit purposes all interactions with Sea-Flux are logged, with authorised personnel of the licensee having access.
	In-app search history	Information about what a user has searched for in your app. N/A
	Installed apps	Information about the apps installed on a user’s device. N/A
	Other user-generated content	Any other user-generated content not listed here, or in any other section. For example, user bios, notes, or open-ended responses. N/A
	Other actions	Any other user activity or actions in-app not listed here such as gameplay, likes, and dialog options. N/A
		Sea-Flux is a standalone application that neither collects or shares user data from other applications on a device.
Web browsing	Web browsing history	Information about the websites a user has visited. N/A
App info and performance	Crash logs	Crash log data from your app. For example, the number of times your app has crashed, stack traces, or other information directly related to a crash. N/A
	Diagnostics	Information about the performance of your app. For example battery life, loading time, latency, framerate, or any technical diagnostics. N/A
	Other app performance data	Any other app performance data not listed here. N/A
Device or other IDs	Device or other IDs	Identifiers that relate to an individual device, browser or app. For example, an IMEI number, MAC address, Widevine Device ID, Firebase installation ID, or advertising identifier. N/A

Purposes

Data purpose	Description
App functionality	Used for features that are available in the app	To enable app features to work, or authenticate users.
Analytics	Used to collect data about how users use the app or how it performs	To see how many users are using a particular feature, to monitor app health, to diagnose and fix bugs or crashes, or to make future performance improvements.
Developer communications	Used to send news or notifications about the app or the developer.	Sending a push notification to inform users about an important security update, or informing users about new features of the app.
Advertising or marketing	Used to display or target ads or marketing communications, or measuring ad performance	Used to provide information on Sea-Flux and the Sea-Flux application. No data is shared with any third party with the exception of third party application (such as Mailchimp) for the purposes of communication with user on Sea-Flux
Fraud prevention, security, and compliance	Used for fraud prevention, security, or compliance with laws.	Monitoring failed login attempts to identify possible fraudulent activity.
Personalization	Used to customize your app, such as showing recommended content or suggestions.	N/A
Account management	Used for the setup or management of a user’s account with the developer.	To enable users to create accounts or add information to an account the developer provides for use across its services, log in to your app, or verify their credentials.

Review

Updated	Changes made	Changes made by
V1 – 30.03.26	Full review	Tai & Matt