PRIVACY POLICY

Last updated: 01 April 2026

1. Who we are

This Privacy Policy explains how OJ CREW RIGA SIA, Rupniecibas iela 25-97, Riga, LV-1045, Latvia, collects and uses personal data when you use our website and when we provide recruitment and crew management services.
For general questions about this Policy or about how we handle personal data, you can contact us at riga@ojcrew.com or by telephone on 00 371 26330555.
OJ CREW RIGA SIA has appointed a Data Protection Officer (DPO). You can contact the DPO at riga@ojcrew.com (or by post to the address above, marked “Data Protection Officer”).

2. Legal basis for processing

We process personal data mainly on the basis of our legitimate interests to provide work-finding, recruitment and crew management services, assess candidates’ suitability, introduce them to our clients, and manage our business.
In some situations, we also process personal data because it is necessary to comply with legal obligations (for example, under Latvian law, maritime law, MLC 2006, tax and employment law) or because processing is necessary for the performance of a contract or to take steps at your request before entering into a contract. Where required, we may rely on your consent (for example, for certain marketing communications).

3. What personal data we collect

When you contact us, use our website or register for work-finding services, we may collect the following categories of data:
· Identification and contact data: name, address, email address, phone number, date of birth, nationality.
· Career and qualification data: CV, education, professional qualifications, sea service records, references, language skills.
· Compliance and eligibility data: copies of passports and identity documents, visas, flag state documents, training certificates, seafarer’s book, medical fitness certificates and similar information where permitted by law and required for specific roles.
· Communication data: emails, messages, notes from calls and meetings, feedback from interviews and appraisals.
· Website and technical data: IP address, browser type, device information, access times, pages viewed, and other information collected through cookies and similar technologies.

We collect this information directly from you (for example via email, telephone, online forms or in person) and, where appropriate, from third parties such as previous employers, referees, training providers or public professional registers, always in accordance with applicable law.

Statutory and Contractual Requirements: Providing certain personal data is necessary to enter into a crewing contract or comply with maritime laws. If you fail to provide this necessary data, we may be unable to offer you our recruitment services.

4. How we use your personal data

We use your personal data for the following purposes:
· To provide work-finding, recruitment and crew management services, including assessing your suitability for roles, preparing profiles and submitting your data to our clients.
· To manage contracts and assignments, including vessel manning, payroll, training and certification, travel arrangements and other operational needs.
· To comply with our legal and regulatory obligations, including those under Latvian law, maritime regulations and MLC 2006.
· To maintain our internal records, manage our business, improve our services and ensure the security of our systems and website.
· To communicate with you about suitable job opportunities, assignments and relevant updates and, where permitted, to send you information about our services.

We do not sell your personal data and we will not share it with third parties for their own marketing purposes without your prior consent.

5. How we store and protect your data

We store personal data in our internal IT systems, on our website infrastructure, in email systems and in specialised recruitment and crew management systems (including Crewinspector or other crew management software).
We take appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures include access controls, secure servers, security monitoring and staff confidentiality obligations. Access to your data is limited to those employees and service providers who need it to perform their duties.

6. Sharing of personal data

We may share your personal data with:
· Our clients and shipowners, so that they can assess your suitability for roles and assignments and manage crew on board their vessels.
· Service providers that support our business operations, such as IT and hosting providers, crew management software providers, training centres, medical clinics, travel agents and payroll providers, under appropriate contractual and confidentiality obligations.
· Public authorities, regulators, flag state administrations or law enforcement agencies where we are legally required to do so or where it is necessary to protect our rights.
· Our affiliated companies and other entities in the OJ GROUP that are involved in recruitment, crew management or related services, where this is relevant to the purposes described in this Policy.

Some recipients may be located outside the European Economic Area (EEA). Where we transfer personal data to countries that do not provide an equivalent level of data protection, we will use appropriate safeguards (such as standard contractual clauses or other mechanisms recognised by data protection law) to protect your information, where required.

7. Data retention

We keep personal data only for as long as it is necessary for the purposes for which it was collected or as required by applicable law.
For placed seafarers, we typically retain personal data for up to 10 years after the end of our professional relationship to comply with tax, Latvian civil law, and maritime liability laws, and to maintain accurate records of assignments and manage potential legal claims.
For candidates who remain inactive and are not successfully placed, candidate profiles are typically retained for 1 to 3 years. Profiles that remain inactive beyond this period will be reviewed regularly and may be deleted or anonymised unless you explicitly consent to remain in our talent pool, or we are legally required to keep the data longer.If you request deletion of your data and there is no overriding legal or contractual reason for us to keep it, we will erase your data earlier.

8. Your rights

Under applicable data protection law, including the General Data Protection Regulation (GDPR), you have the following rights in relation to your personal data:
· Right of access – to obtain confirmation whether we process your personal data and to receive a copy of the data we hold about you.
· Right to rectification – to have inaccurate or incomplete personal data corrected.
· Right to erasure – to request deletion of your personal data in certain circumstances, for example where the data is no longer necessary for the purposes for which it was collected or where you withdraw your consent (if consent is the legal basis).
· Right to restriction – to request that we restrict the processing of your personal data in certain situations.
· Right to data portability – to receive your personal data in a structured, commonly used and machine-readable format and to transmit it to another controller where technically feasible and where the legal basis is consent or contract.
· Right to object – to object, on grounds relating to your particular situation, to processing based on our legitimate interests, including profiling. We will then stop processing unless we have compelling legitimate grounds that override your interests, rights and freedoms or we need the data to establish, exercise or defend legal claims.
· Right to withdraw consent – where processing is based on your consent, you may withdraw that consent at any time, without affecting the lawfulness of processing before withdrawal.

Automated Decision-Making and Profiling: While we use software systems to manage and search candidate profiles, candidate selection is ultimately conducted manually by our recruitment team. Any “profiling” we perform refers strictly to manual capability assessments. We do not use fully automated decision-making or algorithms to reject candidates without human intervention.

To exercise any of these rights, please contact us or our DPO using the contact details in section 1.
You also have the right to lodge a complaint with the Latvian Data Protection Authority (Data State Inspectorate – Datu valsts inspekcija) if you believe your rights have been violated.

9. Marketing communications

We process your personal data mainly to provide and improve our work-finding, recruitment and crew management services.
We will not share your personal data with third parties for their own marketing purposes without your explicit consent. You may opt out of receiving marketing communications from us at any time by following the unsubscribe instructions in our emails or by contacting us using the details in section 1.

10. Cookies and website technologies

Our website may use cookies and similar technologies to:
· enable essential site functions
· remember your preferences
· analyse how visitors use the site and improve performance

Where required by law, we will present you with a cookie banner and allow you to consent to or reject non-essential cookies. You can also control or delete cookies through your browser settings.
If we maintain a separate Cookie Policy, that document provides more detailed information about the cookies we use.

11. Links to other websites

Our website may contain links to third-party websites. We are not responsible for the privacy practices or the content of such websites.
We encourage you to read the privacy policies of any third-party sites you visit.

12. Security and confidentiality

While we take appropriate measures to protect your personal data, no method of transmission over the internet or method of electronic storage is completely secure. We cannot guarantee absolute security of your data, but we work continually to maintain and improve our safeguards.

All employees and service providers who have access to personal data are required to keep it confidential and to handle it in accordance with applicable data protection laws and our internal policies.

13. Statistical information

We may use IP addresses and other technical information to analyse trends, administer the website, track users’ movements and gather demographic information in aggregate form.
This statistical information does not personally identify individual visitors, unless it is combined with other data or required for security or legal reasons.

14. Equal opportunities

OJ Crew Riga is committed to a policy of equal opportunities for all work-seekers and will review on an ongoing basis all aspects of recruitment to avoid unlawful or undesirable discrimination.
We treat everyone equally irrespective of sex, sexual orientation, marital status, age, disability, race, colour, ethnic or national origin, religion, political beliefs or membership or non-membership of a trade union, and we place an obligation upon all staff to respect and act in accordance with this policy. OJ Crew Riga will ensure that each candidate is assessed only in accordance with their merits, qualifications and ability to perform the relevant duties required by the vacancy.

15. Changes to this Privacy Policy

We may update this Privacy Policy from time to time, for example to reflect changes in our processing activities, in technology or in applicable law.
When we make changes, we will publish the updated version on this page and indicate the date of the latest revision at the top. The updated Policy will apply from the date it is published from the date it is published.