Privacy Policy

Last updated: 21 October 2026

Nordcrewing provides maritime recruitment and crew management services. This Privacy Policy explains how we collect, use and protect personal data relating to candidates, client representatives and website visitors.

1 Who is responsible for your data

Nordcrewing Group OÜ, operating as Nordcrewing, is the controller responsible for website applications, CVs, recruitment activities and the candidate database.

Registered address: Peetri 7-32, Tallinn 10415, Estonia

Registration number: 14601200

Depending on the assignment, your employer may be Nordcrewing Group OÜ or Nordcrewing Group LP. The employing entity is identified before the employment contract is signed and is responsible as controller for the employment, payroll and statutory employer records it processes. Separate employee privacy information will be provided where required.

UK employing entity: Nordcrewing Group LP
Registration number: SL35038
Registered address: 39/5 Granton Crescent, Edinburgh EH5 1BN, United Kingdom

Email: info@nordcrewing.com

You can contact us at this email address with questions about this policy or to exercise your data protection rights.

2 What information do we collect

Depending on your relationship with us and the services you request, we may collect:

• Your name, email address, telephone number and country of residence.
• Your CV, employment history, professional qualifications, certificates, language skills and availability.
• Your date of birth, nationality and right-to-work information where relevant to a role or required by law.
• Application details, recruitment correspondence, interview notes and references.
• Business contact details and correspondence relating to our clients and partners.
• Technical information relating to website use, such as IP addresses, browser information and security logs.

Where necessary for a placement or crew management assignment, we may also require identity, travel, employment and payroll information. We will explain any additional requirements when collecting this information.

Please provide only information relevant to your application or enquiry.

3 Where does your information come from

We usually collect information directly from you when you submit an application, send us your CV, contact our team or use our services.

We may also receive relevant professional information from recruitment platforms, publicly available professional profiles, referees, clients or recruitment partners. Where we obtain your information indirectly, we will provide the information required by applicable data protection law, including the source of your data.

4 Why do we use your information

We use personal data to:

• Review applications and assess suitability for vacancies.
• Contact candidates about relevant opportunities and their availability.
• Introduce suitable candidates to prospective employers.
• Verify qualifications, certificates, references and eligibility for a role.
• Coordinate placements, crew changes and related arrangements.
• Maintain relationships with candidates, clients and partners.
• Perform contractual obligations and meet applicable legal requirements.
• Protect our systems, maintain records and handle enquiries or legal claims.

If information is required by law or is necessary to arrange a placement or perform a contract, we will explain this when requesting it. Without the necessary information, we may be unable to proceed.

5 Our legal bases for processing

Legitimate interests: To assess applications, match candidates with relevant vacancies, communicate about recruitment opportunities, manage business relationships and protect our services. We assess these interests against your rights and reasonable expectations.

Contract and steps taken at your request before entering a contract: Where processing is necessary to enter into or perform a contract with you.

Legal obligations: Where processing is necessary to comply with applicable employment, maritime, tax or other legal requirements.

Consent: Where we request your permission for a specific purpose. You may withdraw your consent at any time by contacting us. Withdrawal does not affect processing that was lawful before consent was withdrawn.

Submitting a CV or reading this policy does not, by itself, constitute consent to every use of your personal data.

6 Medical and other sensitive information

Some maritime roles require evidence of medical fitness. Health information receives additional protection under data protection law.

We request such information only where necessary and where both a lawful basis and an applicable condition for processing health data exist. We will explain the purpose and applicable basis when requesting it.

Please do not include medical records or other sensitive information in an initial application unless we specifically request them.

7 Who may receive your information

Where necessary for the purposes described in this policy, we may share relevant information with:

• Prospective employers, shipowners and vessel operators involved in your recruitment or placement.
• Recruitment and operational partners involved in an assignment.
• Service providers supporting our website, recruitment systems, communications, document storage and administration.
• Travel or payroll providers where required for an assignment.
• Professional advisers and public authorities where legally required or necessary for legal claims.

Candidate profiles are not publicly available. Relevant candidate information may be shared with a prospective employer as part of a recruitment process.

We limit disclosures to information needed for the relevant purpose. Service providers processing personal data on our behalf must act under appropriate contractual obligations.

8 International transfers

We share relevant candidate and assignment information with shipowners, vessel operators, prospective employers and recruitment or operational partners internationally, according to the requirements of the particular opportunity. Recipients may be located outside the European Economic Area, including our UK employing entity where relevant.

Transfers outside the European Economic Area require a valid transfer mechanism under applicable data protection law. The mechanism depends on the recipient and destination and must be verified before the transfer.

9 How long do we keep your information

We retain personal data only for as long as necessary for the purpose for which it was collected.

• Recruitment applications and CVs held in our candidate database: Up to five years from your last substantive recruitment-related contact with us or an update to your profile. We review relevance and accuracy during this period and may delete information earlier when it is no longer needed.
• Candidate pool for future opportunities: The same five-year maximum period applies. Processing relies on our legitimate interest in matching candidates with relevant maritime roles, subject to an assessment of necessity, proportionality and your reasonable expectations. Where consent is required, we obtain it separately. A request to delete your profile or an objection to processing will be assessed under applicable law.
• Placement, employment and payroll records: For the periods required by applicable law and, where necessary, to establish, exercise or defend legal claims.
• Client and business correspondence: For as long as needed to manage the relationship and meet applicable recordkeeping requirements.
• Website logs and cookie information. Our hosting provider keeps web server access and error logs on the hosting account; access logs are rotated monthly. Your cookie choice is stored in your own browser and stays there until you change it or clear your browser data. Individual cookie lifetimes are listed in the cookie section below. Analytics information is retained in Google Analytics for the period configured on that property, which in Google Analytics 4 is either 2 or 14 months.

At the end of the relevant retention period, we delete or anonymise the information unless further retention is legally required or otherwise justified.

10 How do we protect your information

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration or disclosure.

Our candidate database and email are hosted through Veebimajutus.ee. Personal data is stored in our recruitment database and relevant email correspondence.

The website and everything submitted through it are hosted by Elkdata OÜ (Telliskivi 60/2, 10412 Tallinn, Estonia) on servers located in Estonia, within the European Union. Backup copies are held by the same provider on the same infrastructure, under our service agreement with them. Email sent through the website is delivered through the same provider.

We also use services provided by Google (Tag Manager, Analytics, reCAPTCHA and Fonts). These may process technical information, such as IP address and browser data, outside the European Economic Area. Google relies on the European Commission’s standard contractual clauses and the EU–US Data Privacy Framework for such transfers. You can ask us for further information about these safeguards.

Access is limited to authorised people and service providers who need the information for their work.

11 Your rights

Subject to the conditions and exceptions in applicable law, you may:

• Request access to your personal data.
• Ask us to correct inaccurate or incomplete information.
• Request deletion of your information.
• Request restriction of processing.
• Object to processing based on legitimate interests.
• Receive certain information in a portable format.
• Withdraw consent where processing relies on consent.

To make a request, email info@nordcrewing.com. We may need to verify your identity before responding.

We normally respond within one month. If an extension is permitted and necessary, we will explain the reason and inform you within that first month.

You may lodge a complaint with the Estonian Data Protection Inspectorate (Andmekaitse Inspektsioon) at www.aki.ee, with the UK Information Commissioner’s Office (ICO) at ico.org.uk where relevant to UK processing, or with another competent supervisory authority.

12 Automated decisions

Recruitment decisions are made by people. We do not make decisions with legal or similarly significant effects about you solely by automated processing.

13 Cookies

Our website uses cookies and similar technologies. Some are necessary for the website to function. Optional analytics or marketing technologies are used only where the required consent has been obtained.

You can manage your preferences through the website’s cookie settings.

The table below lists everything this website stores in your browser. You can change your choice at any time through the cookie settings link in the footer.

Always active

Name	Provider	Purpose	Duration
nc_consent	Nordcrewing	Remembers your cookie choice. Stored in browser storage rather than as a cookie.	Until you change it or clear your browser
_grecaptcha	Google	Spam protection on the contact and application forms. Stored in browser storage.	Until you clear your browser
wordpress_logged_in_*, wp-settings-*	Nordcrewing	Keeps our own staff signed in to the site administration. Not set for ordinary visitors.	Session to 1 year

Analytics, set only with your consent

Name	Provider	Purpose	Duration
_ga	Google Analytics	Tells visitors apart so we can count them.	2 years
_ga_5G5WL1H4F7	Google Analytics	Keeps the state of a visit for the Analytics property.	2 years
_gid	Google Analytics	Tells visitors apart within a day.	24 hours

Until you accept analytics cookies, Google’s tags run in consent mode and set no identifying cookies. Marketing technologies are used only where you have given consent through the marketing category in the cookie settings, and you can withdraw that consent at any time in the same place.

14 Changes to this policy

We may update this Privacy Policy to reflect changes in our services, processing activities or legal requirements. The current version will be published on this page with an updated revision date.

Where required, we will notify you separately of material changes.