Privacy policy

E-MATE is provided by E-MATE, Türkiye (“we”). Write to info@ematemar.com about anything on this page.

For the account itself — the e-mail address and password used to sign in — we decide how the data is used and are its controller.

For the vessel and crew data a ship enters, the ship’s operator or master decides what goes in and what it is used for; they are the controller and we process that data on their behalf, only to provide E-MATE. Seafarers who want to exercise their rights over crew data should ask their ship or company first; we will help them answer.

• Account: e-mail address, whether it has been confirmed, and the date the account was created. Passwords are handled by Google Firebase Authentication; we never see them.
• Vessel record: particulars, tonnages, dimensions, machinery and tank capacities, owner, manager and contact details, certificates with their numbers and dates, and port state control history.
• Crew lists: for each person on board, family and given names, rank, gender, nationality, date, place and country of birth, passport and seaman’s book numbers with issuing country and dates, ports and dates of embarkation and disembarkation, medical certificate expiry and yellow fever vaccination date. A ship keeps at most three crew lists; when a fourth is created, the oldest is deleted.
• Port calls and last ports: ports, dates, drafts, cargo summary, security level and ship-to-ship activity, and the answers given to port questions.
• Uploaded forms: the blank forms a ship or our staff upload for a port, with the uploading ship’s name. Prepared forms are shared with every ship calling at that port, so they must not contain personal data; see the Terms.

Filled forms are produced in your browser from the data above and downloaded to your device. We do not store filled forms.

We do not use advertising or analytics trackers. The browser keeps you signed in with Firebase’s own storage, and the admin screen remembers the last port it showed.

Once you are signed in and the app reads or saves data, Google reCAPTCHA Enterprise (through Firebase App Check) checks in the background that requests come from the real E-MATE site and not from an automated script. To do that it collects technical information about the browser and device and may store an identifier in the browser. It is not used on the public pages you can read without signing in.

• To provide E-MATE: keep the vessel record and fill port forms with it. This is necessary to perform our agreement with the ship.
• To secure the service: confirm e-mail addresses, keep automated abuse out (reCAPTCHA Enterprise through Firebase App Check), prevent misuse, and investigate faults. This is our legitimate interest in running a safe service.
• To contact account holders about their account and about changes to E-MATE.

Ships submit port forms because port, immigration, health and security authorities require them. E-MATE does not send anything to those authorities; the ship does.

We do not sell personal data and do not use crew data for any purpose other than filling that ship’s forms.

• Vessel and crew data can be read and changed only by the ship’s own account; the database rules enforce this, and E-MATE’s own admin screens have no access to it. The people who administer the underlying Google Cloud project can technically reach stored data; they do so only to keep the service running, to act on your request, or when the law requires it.
• Prepared port forms, file names, port codes and the name of the ship that uploaded a form are visible to every signed-in ship. The file a ship originally uploads is visible only to that ship and to our staff who prepare it; other ships receive blank copies made from the prepared form.
• Our service providers process data on our behalf: Google (Firebase and Google Cloud) for sign-in, database, file storage and abuse protection (reCAPTCHA Enterprise), and Google (Firebase App Hosting, the Netherlands) for serving the website.
• We disclose data to authorities only when the law requires it.

Data is stored by Google Cloud in the European Union (Belgium and the Netherlands). Where Google or another provider processes data outside that region, the transfer relies on the European Commission’s standard contractual clauses or an equivalent safeguard.

Data is encrypted in transit and at rest.

• Vessel, crew and port call data stay while the account exists. A ship can change or delete crew lists and port calls at any time.
• A ship can close its own account under Account at any time; its vessel record, crew lists, port calls and pending uploads are deleted at once. When we close an account at the holder’s request, we delete its data within 30 days. Copies in backups are deleted automatically within a further 30 days.
• Blank port forms stay in the shared library while ports use them; we remove them on request if they contain personal data.

Depending on the law that applies to you — including the EU and UK GDPR and Türkiye’s Personal Data Protection Law No. 6698 (KVKK) — you can ask to see the personal data we hold about you, have it corrected or deleted, restrict or object to its use, and receive it in a portable format.

Write to info@ematemar.com. We answer within 30 days. For crew data, we may first pass your request to the ship that entered it.

You can also complain to your data protection authority; in Türkiye that is the Personal Data Protection Authority (KVKK).

If we change this policy in a way that matters, we will tell account holders by e-mail before the change takes effect. The date at the top shows the current version.