Privacy Policy | Cara Lees Yacht Crew

Who we are

Cara Lees Yacht Crew Ltd (“CLYC”, “we”, “us”) is a company registered in Scotland, company number SC693620. Our address is 1 Abinger Gardens, Edinburgh EH12 6DE, United Kingdom. We are the data controller for the personal data described here. Our data protection contact is Cara Lees, info@caraleesyachtcrew.com. ICO registration number: [TO CONFIRM WITH CARA: ICO registration number]

What we collect and why

Enquiries from owners, captains and yacht management agencies

We store client details such as contact name, email address, telephone number, invoicing details, confidentiality agreements between the client and CLYC, ship’s registration, contracts and crew insurance, and use them to respond to enquiries, find suitable crew and provide references on previously employed candidates. Lawful basis: [TO CONFIRM WITH CARA: lawful basis for client data, e.g. legitimate interests / contract]

Crew and job applicants

When you apply for work we collect, store and use your name and title, CV, email, date of birth, nationality, contact number, references, certificates and medical certificate. This list is not exhaustive: we may collect other information required for the position you are applying for. We use it to contact you about job prospects, to send your CV to potential clients (with your consent when you apply for a position), and to request references and qualifications needed for the role. Lawful basis: [TO CONFIRM WITH CARA: lawful basis for candidate data, e.g. consent / legitimate interests]

The enquiry form on this website

If you send an enquiry we receive your name, email address, telephone number (optional), whether you are looking for crew or for a job, the role page you were on, and your message. The form sends this securely to our server, which passes it to our recruitment system (Recruitly) so that it reaches Cara. [TO CONFIRM WITH CARA: how Cara is notified of a new enquiry, e.g. Recruitly notification and/or email to info@]

How we collect data

Directly from you, through this website, by email, social media, telephone or interview; and from third parties such as social media (Facebook, LinkedIn) and other recruitment agencies.

Decision making and profiling

A person is always involved when searching for candidates. We do not send group emails, mailshots for advertising or spam.

Who receives your data (our processors)

Recruitly (recruitment CRM and applicant tracking): holds candidate and client records, website enquiries, and provides the job listings and application form (boards.recruitly.app). [TO CONFIRM WITH CARA: Recruitly data location and processor terms]
hiree (hiree.link, crew registration form): receives the details and CV you upload when you register. [TO CONFIRM WITH CARA: what hiree receives, data location, processor terms]
Crewdentials (crew documents portal): receives the qualifications and documents you submit. [TO CONFIRM WITH CARA: what Crewdentials receives, data location, processor terms]
CrewPass (background verification): [TO CONFIRM WITH CARA: exactly what is shared with CrewPass, and when]
Google Analytics and Google Tag Manager: only if you accept analytics cookies. See “Cookies” below.
Hostinger (website hosting and the server that relays enquiry-form messages): hosts this website and processes form submissions in transit. [TO CONFIRM WITH CARA: Hostinger data location]
Prospective employers: we send your CV to a client only with your consent when you apply for a position.

Third-party websites we link to (SALT Services, Seas The Day, Axtell Food Safety, CrewPass, the MCA and others) have their own privacy notices.

International transfers

[TO CONFIRM WITH CARA: countries where each processor above stores or accesses data, and the safeguard used for each (UK adequacy regulations, UK International Data Transfer Agreement or Addendum, etc.). Google Analytics may involve transfers to the United States.]

Cookies and analytics

When you first visit, we ask whether you accept analytics. Until you choose, nothing from Google is loaded and no analytics cookies are set. “Accept” and “Reject” carry equal weight, and you can change your mind at any time through “Cookie settings” in the footer.

We store your choice in your browser’s local storage (key clyc_consent) so we do not ask you again. This is not an analytics cookie.

If you accept, we load Google Tag Manager and Google Analytics 4 (Google Ireland Ltd / Google LLC), which set cookies (such as _ga) and measure how the site is used, including when visitors click to call, email, register or apply for a job. If you reject, none of this happens. We do not use advertising cookies. [TO CONFIRM WITH CARA: confirm no other tags are added inside the Tag Manager container] For the full list of cookies, what each one does and how long it lasts, see our Cookie Policy.

Data security

We have security measures in place to prevent your personal data being lost or compromised. All personal data at the time of employment is sent directly to the employer. Enquiries from this website travel over an encrypted connection, and the key that connects the form to our recruitment system is kept on the server, never in your browser.

How long we keep your data

We will hold your personal information for up to 1 year. [TO CONFIRM WITH CARA: retention periods for candidate records, client records and website enquiries, and what happens at the end] If you would like your personal data erased before this time, email Cara Lees at info@caraleesyachtcrew.com. No charges apply.

Your rights

Under UK GDPR you have the following rights over your personal data. These are not absolute; each has exceptions set out in the legislation, and we will explain if one applies.

Be informed: this notice is how we meet that right — a clear explanation of what we collect, why, and who it is shared with.
Access: you can ask for a copy of the information we hold about you.
Rectification: you can ask us to correct information that is inaccurate or incomplete.
Erasure: you can ask us to delete your information where there is no compelling reason for us to keep using it. This is not a general right; there are exceptions.
Restriction: you can ask us to “block” or suppress further use of your information. We keep a list of people who have asked, so the restriction is respected in future.
Data portability: where we process your data by automated means and with your consent or under a contract, you can ask for your data in a structured, commonly used, machine-readable format, and ask us to send it to another organisation where technically feasible.
Objection: you can object to certain types of processing, including direct marketing.
Rights related to automated decision-making: we do not make any decision about you using automated means alone — a person is always involved, as set out under “Decision making and profiling” above.
Withdraw consent: where we rely on your consent, you can withdraw it at any time. Anything done with your consent before then remains lawful.
Complain: you can complain to the Information Commissioner’s Office (ICO), the UK data protection regulator, at ico.org.uk or on 0303 123 1113. We would appreciate the chance to put things right first, so please contact us at info@caraleesyachtcrew.com.

To use any of these rights, email info@caraleesyachtcrew.com. We will normally respond within one month.

Children

This website and our recruitment service are intended for adults seeking or offering yacht crew positions. We do not knowingly collect personal data from children, and candidates for yacht crew roles are expected to be of working age under the law of the country or flag state concerned.

Changes to this notice

We may update this notice at any time and will tell you about changes on this website. Last revision: [TO CONFIRM WITH CARA: date of Cara’s approval]