Malmo Marine Limited (“Malmo Marine”, “we”, “us”, “our”) operates a maritime credentialing and seafarer profile platform (the “Platform”) connecting seafarers with recruiters and employers. This Privacy Policy explains what personal information we collect, why we collect it, how we use and store it, and the rights individuals have over their information.
We are committed to a seafarer-first approach: seafarer profile data belongs to the seafarer, not to any employer, recruiter, or agency. This policy is written to reflect that principle.
This Policy is prepared with reference to the New Zealand Privacy Act 2020 and its Information Privacy Principles (IPPs).
This Policy applies to the following categories of Platform users:
The Platform is operated by a New Zealand company and is tailored to the New Zealand maritime industry, including being published at the malmomarine.co.nz domain. Account registration is not geographically restricted, and the Platform may be accessed and used by individuals outside New Zealand.
As part of onboarding, Malmo Marine carries out a visual review of certificates and documents uploaded by seafarers, to check that documents are not obviously altered or falsified.
This review is a manual visual check only. It does not involve confirmation with the issuing authority (e.g. Maritime New Zealand or an equivalent body) that a certificate is genuine or currently valid. Credentials that have undergone this review are shown with a “Reviewed” indicator. This indicator describes the review that has taken place — it is not a representation that Malmo Marine has verified a credential’s authenticity with the issuing authority.
We intend to introduce direct verification integrations with issuing authorities and training providers in future. Any such enhanced verification will be clearly and separately labelled once available, so that users can distinguish it from the initial document review process described above.
We use the following third-party service providers to operate the Platform. Each processes personal information on our behalf and is subject to its own privacy and security practices.
Some of these providers may store or process data outside New Zealand, including in countries such as the United States. Where this occurs, we take reasonable steps to ensure information is protected consistently with the Privacy Act 2020.
Where a seafarer deletes their account, the account is marked for deletion from that point. During the 30 days following that request, the seafarer may reinstate their profile by signing in.
After this 30-day period, the profile is permanently deleted from our primary systems. This includes the profile itself, uploaded certificates and photos, sea time records, share links, contact requests, and the seafarer’s entries in any recruiter’s shortlist.
Two categories of record are retained rather than deleted:
Deleted account data is retained in backup systems for a maximum of 90 days from deletion, after which it is fully purged from backups.
The Platform is intended for use by individuals aged 16 and over. We do not knowingly collect personal information from individuals under 16.
Under the Privacy Act 2020 and its Information Privacy Principles (IPPs), individuals have the right to:
Seafarers may access, export, and delete their own profile information directly through the Platform, consistent with our data ownership principles. To make an access or correction request that cannot be completed directly through the Platform, contact us using the details in section 15.
We will respond to access and correction requests within the timeframes required by the Privacy Act 2020 (currently, as soon as reasonably practicable and no later than 20 working days).
We take reasonable technical and organisational measures to protect personal information from loss, misuse, and unauthorised access, consistent with IPP 5 of the Privacy Act 2020. As with any online platform, we cannot guarantee that these measures will prevent every possible security incident.
In the event of a privacy breach that has caused, or is likely to cause, serious harm, we will notify the Office of the Privacy Commissioner and affected individuals in accordance with our obligations under the Privacy Act 2020.
If you believe we have breached the Privacy Act 2020 or any of the Information Privacy Principles, please contact us first using the details in section 15 so we can attempt to resolve the issue directly.
If you are not satisfied with our response, you have the right to make a complaint to the Office of the Privacy Commissioner:
We may update this Policy from time to time. Material changes will be notified to users through the Platform or by email.
For questions about this Policy, or to make a request regarding your personal information, contact:
Malmo Marine Limited, 627 Waitao Road, Tauranga 3175, New Zealand
Email: privacy@malmomarine.co.nz