Your recruitment information deserves clear boundaries. This policy explains what Crewshore processes, who can access it, how CV sharing works and how to exercise your privacy rights.
1. Scope and responsibility
- Crewshore operates a recruitment platform for Oil & Gas, Energy and Maritime professionals, alongside recruitment services, training enquiries and PPE enquiries. This policy applies to visitors, candidates, employer representatives and staff using Crewshore, including crewshore.com and www.crewshore.com. Crewshore has a presence in the United Kingdom, United Arab Emirates, Türkiye and India; these locations do not indicate where every record is stored.
- Crewshore is responsible for the personal information it processes to operate the platform. An employer receiving an application is separately responsible for its own recruitment use of that information and any copies it keeps. Training providers and other organisations you contact through external links have their own privacy notices. For privacy questions, requests or information about the entity responsible for your service, email hr@crewshore.com.
2. Information we collect and its sources
- Account information: your name, email address, account type and authentication information needed to register, sign in and recover your account. Password authentication is handled by our authentication service; passwords are not included in candidate profiles or CV PDFs. If you choose Google sign-in, we receive the account information needed to authenticate you, such as your email and profile identity.
- Candidate information: contact details, city and country, nationality where provided, professional title or rank, experience, employment and project history, sea service, vessel types, skills, qualifications, certificates and expiry dates, languages, availability, job preferences, profile photo, uploaded CVs and documents. We also process saved vacancies and structured CV drafts, the template you choose, approval status and sharing settings.
- Employer information: recruiter name and job title, business contact details, company name, description, logo, website and location; vacancy content; account review and approval information; and hiring activity such as application stages, hiring notes and decisions. Where documents are supplied to support an enquiry or review, their contents may also include personal information.
- Recruitment communications: applications and cover notes, chosen CVs and certificates, application dates and status history, messages, interview dates and time zones, meeting links or locations and attendance responses. Information comes from you, the employer handling your application, authorised staff and the activity recorded when you use the service.
- Enquiries and technical information: names, business details, email addresses, phone or WhatsApp numbers and enquiry content submitted through our forms; IP addresses and hashed IP identifiers used for security, enquiry rate limiting and vacancy view measurement; browser, request, error and service-delivery information processed by the platform and its providers. Hashed identifiers can still be personal data and are not necessarily anonymous.
3. Why we use information and our legal grounds
- Providing the service: we use account and recruitment information to operate your account, display vacancies, process applications, provide CV tools, arrange communications and respond to requested services. Where applicable, this is necessary to perform our agreement with you or take steps at your request before an agreement.
- Legitimate interests: we use relevant information to manage recruitment, assess employer and vacancy submissions, support users, prevent fraud and abuse, secure the service, investigate problems and keep accountability records. Where this legal ground applies, we must consider your rights and interests alongside those purposes; you may object as explained below.
- Your choices and consent: you control optional current-profile sharing and approved CV sharing. Where applicable law requires consent for optional processing, we rely on that consent and you may withdraw it. Turning off sharing stops future access through that setting, but does not undo earlier lawful processing or recall information already received.
- Legal obligations and claims: we may process or retain information where needed to comply with applicable law, answer lawful requests or establish, exercise or defend legal claims. The applicable legal ground depends on the purpose and the law that applies to your circumstances. We do not sell personal information.
4. Candidate visibility and applications
- Real candidate profiles are not a public directory. Public sample profiles are labelled as fictional. Your current profile is private by default; optional profile sharing permits active employers to read it only where you have applied to their vacancy. Applying discloses your applicant identity and application information to the employer responsible for that vacancy, even if you have not enabled wider current-profile sharing.
- The application includes the CV or documents you choose to submit, selected certificates and any cover note. Review them before confirming. Authorised Crewshore staff may access recruitment records within their assigned permissions, including for review, support and oversight. Access to sensitive documents through staff document-access actions is recorded in the audit log.
- You can withdraw an application and change sharing settings. Withdrawal does not automatically erase the application history, employer notes, messages, emailed notices or downloaded documents. An employer’s access through Crewshore is also restricted by its account permissions and active status.
5. CV Builder, approval and branded PDFs
- The CV Builder stores structured information for the Oil & Gas Crew CV or Marine Crew CV template. You can complete the form yourself or request AI drafting or conversion of an uploaded PDF. AI-generated text is returned for your review; it is not automatically saved as your approved CV. You may edit it, save a draft or approve and save it. Editing an approved CV requires a new approval before the edited version is treated as approved.
- Sharing a structured Crewshore CV with an employer requires your approval and the CV sharing setting, as well as an eligible application to that employer’s job. Current-profile sharing and CV sharing are separate choices. Drafts are not available to employers as approved Crewshore CVs. Authorised staff with CV access permissions may access CV records for platform administration.
- When an authorised user downloads an available approved and shared Crewshore CV, the PDF is generated in their browser from the stored template information. The PDF may include your name, email, phone, location, nationality and professional information you entered and approved. Marine PDFs include sea-service history in a table. If no eligible shared Crewshore CV is available, an employer may instead receive the original CV submitted with the application, where authorised.
- The Crewshore logo identifies the formatting platform, not a verification of the candidate’s qualifications or credentials. PDFs include a statement that the information was provided by the candidate and has not been verified by Crewshore. Review both the contents and contact details before approving or downloading.
- A downloaded or emailed copy exists outside Crewshore’s sharing controls. Disabling sharing, updating your CV or deleting an account cannot remotely revoke or update copies already held by an employer or another recipient. Ask that recipient about correction, retention or deletion of its copies. Employers must use applicant information for lawful recruitment purposes and protect it against unauthorised access or disclosure.
6. AI processing and job recommendations
- When you request AI CV drafting or upload conversion, the answers and PDF you submit are sent through Lovable AI Gateway to the configured model provider; the current CV assistant uses an OpenAI model. Uploaded PDFs may contain more information than appears in the final CV. Remove unnecessary sensitive content before uploading, because instructing the assistant to omit it from the output does not prevent its processing as input.
- AI job matching processes relevant saved profile information, qualifications and job preferences together with open vacancy information to suggest roles, reasons and possible gaps. These suggestions and scores are guidance, not an employment decision, a credential check or a guarantee of suitability. Employers remain responsible for their hiring decisions.
- The CV assistant is instructed to use candidate-provided facts, improve wording and omit sensitive identification details without inventing experience or qualifications. AI can still make mistakes; you must check the result before approval. You can complete the CV form without using AI drafting.
- AI requests are handled under the gateway and model providers’ applicable terms. The CV request asks the model provider not to store the response, but this is not a guarantee of zero retention: provider security, abuse-monitoring and operational records may still apply. This policy does not promise that provider processing has no retention or no training use. Contact hr@crewshore.com for information about the providers and terms relevant to your request.
7. Sensitive information and private documents
- Do not include passport or national ID numbers, seaman’s book numbers, full home addresses, financial account details or unnecessary health, religious or other sensitive information in CV answers, uploads or messages. The CV assistant is instructed to omit identification numbers, date of birth, marital status, religion and full home addresses; this does not guarantee that manually entered text or original uploaded files exclude them.
- CVs, certificates and profile photos use private storage rather than public document links. Access is permission-controlled and file access may use short-lived signed links or an authorised download. A signed link can be used by anyone who obtains it while it remains valid, and a saved copy does not expire with the link. Do not forward private links to unintended recipients.
- Providing sensitive information does not by itself authorise unrestricted use of it. If sensitive information is needed for a particular service, its processing requires an appropriate legal ground and, where applicable, an additional condition under data protection law. Contact us before submitting sensitive documents that are not needed for an application.
8. Employer data, public listings and communications
- Approved vacancy content and the associated company information intended for a listing may be visible publicly, indexed by search engines or shared on social networks. Do not put private recruiter information into a public description unless you intend to publish it. Account credentials, private applicant lists, hiring notes and administrative review records are not public vacancy content.
- Employers can review applications to their own vacancies within their permissions. Employer-candidate messages and interviews are associated with an application; authorised staff may access them within their role. Do not assume that a platform conversation is visible only to its two participants.
- Service emails can include recruitment details, application updates, interview arrangements and employer or vacancy approval decisions. In the employer applicant window, choosing a stage alone does not send a status email: the employer must submit the change. Email recipients and their email providers may retain delivered copies independently of Crewshore.
9. Recipients and external services
- We disclose information to the employer you apply to, authorised Crewshore staff, and service providers supporting hosting, Lovable Cloud account and data services, private storage, email delivery, AI processing and security, as needed for those purposes. Providers may process service logs and operational information as well as the content needed to deliver a feature.
- We may disclose information where required by applicable law or a valid legal process, to protect rights or security, or in connection with a business transfer subject to appropriate confidentiality and legal protections. We do not provide unrelated employers with unrestricted access to candidate records.
- Google sign-in, external interview services, telephone and WhatsApp links, training-provider websites and social sharing links involve separate services. When you use them, their providers may receive information directly from you and their own terms and privacy notices apply. We do not control their independent processing.
10. International processing
- Crewshore serves users and employers internationally. Your application may be accessed by an employer in another country, and hosting, email, AI or other providers may process information outside your country. Privacy protections and legal rights can differ between countries.
- Where applicable law restricts international transfers, the transfer must have a permitted basis and appropriate safeguards, such as an adequacy decision or approved contractual safeguards where relevant. Contact hr@crewshore.com to ask about the destinations and safeguards applicable to your information; this policy does not assert a particular storage country or certification.
11. Retention and deletion
- Information is retained according to its purpose, account activity, recruitment needs, security needs and applicable legal obligations. Account and profile information supports an active account; applications, messages and recruitment history may remain needed after a vacancy closes or an application is withdrawn. Review and audit records may need to remain to document decisions, resolve disputes and protect the service.
- There is no single fixed retention period for every type of record stated in this policy. To request deletion or ask how long a particular record is kept, email hr@crewshore.com. We assess requests under applicable law, explain any information that must be retained and any applicable limits, and do not treat withdrawal or signing out as a deletion request.
- Deleting information from the active service may not immediately remove provider backups, security logs, audit records or copies previously downloaded or received by employers or email recipients. Where retained copies cannot immediately be erased, their further use remains subject to applicable restrictions. Contact an employer directly about the records it holds independently.
12. Cookies, browser storage and security
- The platform uses browser storage for sign-in sessions and may store interface preferences, such as sidebar state. Blocking or clearing essential storage can sign you out or prevent account features from working. Vacancy view counting and form rate limiting use technical identifiers; they are not a promise that all service measurements are anonymous. We do not use advertising cookies in the current Crewshore application.
- The site loads fonts from Google Fonts, so your browser makes requests to Google that can disclose your IP address and browser request information. Third-party pages you choose to visit may use their own cookies or measurement tools.
- We use access permissions, private document storage and signed-link expiry to restrict access, with audit records for supported administrative actions. No online service or emailed/downloaded document can be guaranteed completely secure. Keep your account credentials private, sign out on shared devices and report suspected misuse to hr@crewshore.com.
13. Your choices and rights
- You can update your profile, edit and approve your CV, change sharing settings and withdraw applications using your account. For a copy of your personal information, correction, deletion, restriction, an objection to processing or withdrawal of consent, email hr@crewshore.com. Data portability and rights concerning automated decisions may also apply, depending on your jurisdiction and the processing involved.
- Describe your request and the account or records concerned. We may need proportionate information to verify your identity before releasing or changing personal data; do not send identity documents unless requested through an appropriate channel. We respond within the time limits required by applicable law, explain permitted extensions and explain any lawful reasons for declining part of a request.
- You may complain to your local data protection authority. Where applicable, this includes the UK Information Commissioner’s Office, the relevant EEA supervisory authority or Türkiye’s Personal Data Protection Authority. You do not need to contact us first to exercise an applicable right to complain. Employers must separately address requests relating to their independently held applicant records.
14. Updates and contact
- This policy is effective from 11 October 2026 and replaces the earlier privacy notice. We will publish revisions here with a revised effective date and provide any additional notice or consent request required by applicable law for material changes.
- For all Crewshore privacy enquiries, data requests or concerns about candidate information, employer records, AI processing or CV PDFs, email hr@crewshore.com.
Privacy requests: hr@crewshore.com. For other enquiries, contact us.