Privacy Policy
Last updated: 29 September 2026
This Privacy Policy explains how personal data is processed on the WorkforCrew platform, a recruitment service that connects seafarers and offshore personnel (“candidates”) with shipowners, managers and crewing agencies (“employers”). It is issued under the EU General Data Protection Regulation (GDPR) and applicable Hungarian law.
1. Controller
WorkforCrew is operated by SINAOPT Kft., Grassalkovich út 294., 1239 Budapest, Hungary, company registration number 01-09-877128, VAT number HU13862246 (“WorkforCrew”, “we”, “us”). Contact: support@workforcrew.com.
For data that an employer receives through the platform and then uses in its own hiring process, that employer acts as an independent controller and is responsible for its own processing.
2. What data we process
Candidates
- Account data: name, e-mail address, sign-in identifiers.
- Profile data: date of birth, gender, nationality, country and city, phone and WhatsApp number, languages, education, nearest airport, availability, expected salary, profile photo.
- Professional data: rank, sea-service record (companies, vessels, vessel types, positions, dates), CV files and the data extracted from them.
- Documents: passport, seaman’s book, certificates of competency and proficiency, medical fitness certificates and other documents you upload, their numbers, dates and verification status.
- AI interview: audio recording, transcript, the AI assessment (scores, English level, strengths, risks, recommendation).
- Video interview (only if an employer offers it and you accept): the video recording, the AI check of the recording (same person, answering alone, not reading) and — only with your separate explicit consent — a comparison of your face with the photo in your passport or seaman’s book.
- Platform activity: applications, contact requests and your answers, matching results, notifications, consents.
Medical fitness certificates may contain health information, which is a special category of data under Article 9 GDPR. We process it only with your explicit consent, which you give by uploading the document, and only to show whether you hold a valid certificate. You can delete such a document at any time.
Employers
- Company details, contact person, e-mail, phone, vacancies, payment and invoicing data, and a log of actions taken on candidates (viewing, shortlisting, contact requests).
All users
- Technical data needed to run the service securely (IP address, browser type, time of requests, error logs) and your cookie choices.
- Messages you write to the AI chat assistant on the website.
3. Purposes and legal bases
| Purpose | Legal basis (GDPR) |
|---|---|
| Creating and running your account, profile, documents, applications and vacancies | Contract, Art. 6(1)(b) |
| Showing your profile to employers with a matching active vacancy (Employer Data Access) | Consent, Art. 6(1)(a); you can withdraw it in your profile at any time |
| AI interview recording, transcript and assessment | Consent given before each interview, Art. 6(1)(a) |
| Video interview recording and its AI check | Consent given when you accept the video interview, Art. 6(1)(a) |
| Comparison of your face with your passport photo (biometric data) | Separate explicit consent, Art. 9(2)(a); optional |
| Medical fitness certificates | Explicit consent, Art. 9(2)(a) |
| Matching candidates to vacancies | Contract, Art. 6(1)(b), and our legitimate interest in providing a relevant service, Art. 6(1)(f) |
| Transactional e-mails (contact requests, document status, payment and expiry reminders) | Contract, Art. 6(1)(b) |
| Payments, invoicing and accounting records | Contract and legal obligation, Art. 6(1)(b) and (c) |
| Security, fraud prevention, document verification, handling disputes | Legitimate interest, Art. 6(1)(f) |
| Analytics and marketing cookies | Consent, Art. 6(1)(a) — only if you accept them |
4. What employers can see
Only employers with a paid, active vacancy that matches your profile can see you, and only if you have given Employer Data Access consent. Before payment an employer sees an anonymised preview (no name, contacts or documents). In Settings → What employers see you decide whether contact details, personal documents, certificates and the interview are shown right away or only after you accept a contact request. Applying to a vacancy or accepting a contact request shares your profile with that employer for that vacancy.
5. AI and automated processing
We use AI to read CVs and documents, to conduct and assess the voice interview and to rank candidates for a vacancy. These results support human decisions; they do not by themselves decide whether you are hired. The hiring decision is always made by the employer. You can ask us to review an AI result, correct your data, or explain how a result was produced.
6. Recipients and processors
We share personal data only as needed to run the service, with:
- employers, as described in section 4;
- Google Cloud / Firebase (hosting in the EU, database, file storage, sign-in, AI document reading) — Google Ireland Ltd.;
- ElevenLabs (AI voice interview, recording and transcription, and the website chat assistant);
- Stripe (card payments) — employers only;
- Brevo (sending e-mails);
- authorities, courts or advisers where required by law.
Some providers may process data outside the European Economic Area. In that case the transfer is protected by an adequacy decision (such as the EU–US Data Privacy Framework) or the European Commission’s Standard Contractual Clauses.
7. How long we keep data
- Account, profile, documents and interview data: while your account is active. When you delete your account they are deleted or anonymised without undue delay.
- Documents you delete: removed immediately from the platform and the file storage.
- Payment and invoicing records: 8 years, as required by Hungarian accounting law.
- Consent records and the employer activity log: for as long as needed to prove compliance or handle a dispute, at most 5 years after the account is closed.
- Website chat assistant conversations: up to 90 days.
- Video interview recordings: until you delete the recording (you can do this at any time on the AI interview page) or your account, and at most 12 months. Face comparison is done once during the check; no biometric template is stored.
- Technical logs: up to 90 days.
8. Your rights
You have the right to access your data, to have it corrected or deleted, to restrict or object to processing, to data portability, and to withdraw consent at any time (this does not affect processing carried out before). You can delete your account yourself in Settings → Delete account. For any other request write to support@workforcrew.com; we answer within one month.
You can also lodge a complaint with the Hungarian National Authority for Data Protection and Freedom of Information (NAIH), Falk Miksa utca 9–11, 1055 Budapest, naih.hu, or with the supervisory authority of your country of residence.
9. Security
Files are stored in private storage and are only available through short-lived, signed links to authorised users. Access to the platform requires sign-in; administrator actions on documents are logged.
10. Cookies
See our Cookie Policy.
11. Changes
We may update this policy. Material changes will be announced on the platform or by e-mail before they take effect.