1. Who we are
Boordapp is offered by Valinta Shipping vof, trading under the trade name Boordapp, Albert Schweitzerlaan 1, 4281 LT Andel, KvK 90025644, VAT number NL865186479B01. For privacy questions, you can email support@boordapp.nl.
2. Why this statement exists
The GDPR requires us to inform data subjects clearly about the processing of personal data. This statement therefore sets out who is responsible, which data we process, why we do so, which suppliers are used, how long we retain data and which rights data subjects have.
3. Our role
For account management, payment, security, support, logging, product improvement and our own administration, Valinta Shipping vof is the controller. For data that a customer enters into Boordapp itself, such as vessel, maintenance, crew and document data, Boordapp processes that data on behalf of the customer. In that case the customer is the controller and the data processing agreement also applies.
4. Which data we process
- Account data, such as name, email address, role, status, organisation and session data.
- Sign-up and billing data, such as company name, owner email, billing address, billing email, KvK number, VAT ID, chosen plan, payment status, Stripe customer ID, subscription ID and accepted versions.
- Vessel data, maintenance data, meter readings, work orders, certificates, documents, stock, costs, port visits and reports.
- Crew data, such as contact details, roles, qualifications, emergency contacts, rosters and hours.
- Support and feedback data, including any attachments and technical context.
- Usage and error data, such as routes, actions, organisation, role, browser information, error message, IP and session context.
- With consent: visit data from public pages, such as a cleaned path without query parameters (only campaign labels from the link are kept), page title, the site you came from, buttons and sign-up steps chosen, loading speed, screen size, browser, device and approximate location.
- Historical technical data about previously linked Garmin devices, such as platform, device name, link date, expiry date, last use and revocation status.
- AIS location data when the AIS feature is enabled.
We do not store any passwords ourselves. Login and sessions run via WorkOS.
Boordapp is not intended for special categories of personal data, such as medical data, citizen service numbers (BSN), biometric data or criminal records data. If a customer nevertheless enters such data in documents, notes or uploads, the customer remains responsible for the valid legal basis and necessity for doing so.
5. Why we process data
- To create accounts, let users log in and provide Boordapp.
- To manage maintenance, certificates, stock, costs, crew and reports.
- To handle self-service sign-up, payments, subscriptions, VAT and administration.
- To carry out security, misuse prevention, logging, troubleshooting and support.
- To improve the app based on our own account-linked usage statistics.
- With consent: to improve the public website.
Full bank, iDEAL, SEPA or card details are processed by Stripe. Boordapp itself only stores the data needed for administration, invoicing, support and linking to the Stripe customer and the subscription.
| Purpose | Legal basis |
|---|---|
| Creating an account, logging in and providing Boordapp. | Performance of the contract. |
| Managing maintenance, certificates, documents, stock, costs and crew. | Performance of the contract or processing on behalf of the customer. |
| Self-service sign-up, payment, subscriptions, VAT and invoicing. | Performance of the contract and statutory bookkeeping obligation. |
| Security, troubleshooting, audit logging, monitoring and misuse prevention. | Legitimate interest. |
| Support, feedback and product improvement using account-linked usage statistics. | Legitimate interest. |
| Push notifications when a user turns them on. | Performance of the contract and consent via the browser or device. |
| Google Analytics and Microsoft Clarity on public pages. | Consent. You can withdraw it at any time via the cookie preferences. |
6. Storage location
The Boordapp service and standard document storage run on the Boordapp VPS at TransIP in the Netherlands. Uploaded documents are stored by default on Boordapp's server storage. Backups are made and deleted according to a rotation schedule. Support email runs via Cloud86/Plesk. Payment, login, browser push and consented Google measurement may involve processing by the suppliers named, outside the Boordapp VPS.
7. Service providers
We only use service providers for parts that are necessary for the service. Depending on the processing, they may be a processor, sub-processor or independent controller, for example for their own legal obligations relating to payment, fraud prevention or security.
| Supplier | Purpose | Data |
|---|---|---|
| TransIP, the Netherlands | Boordapp VPS, database, server storage, DNS and server infrastructure. | App data, documents, backups, server logs, IP addresses and technical metadata. |
| WorkOS | Login, sessions, organisations, roles, invitations and authentication email. | Account data, organisation data, roles and sessions. |
| Stripe | Payment, subscriptions, invoices, VAT/tax, payment status and billing portal. | Billing data, payment status, plan, customer ID and subscription ID. |
| Google Ireland, Google Analytics and Tag Manager | Visitor statistics for public pages, with consent. | Cleaned page path with only campaign labels, referring site, page title, consent status, generic events such as buttons and sign-up steps chosen, loading speed, screen size, browser, device and IP-based approximate location. No entered data, email addresses or sign-up numbers. |
| Microsoft Ireland, Clarity | Heatmaps and masked session recordings of public pages, with consent. | Cleaned page path, click, scroll and mouse behaviour, browser, device and IP-based approximate location. Entered fields and text are masked. |
| Cloud86/Plesk | Incoming support mailboxes, IMAP and webmail. | Support email, contact details and attachments. |
| Mistral AI | Document recognition of certificates that you upload yourself and of new Mailbox attachments when the organisation turns on automatic recognition. | The full content of the submitted certificate or the new Mailbox attachment, including any personal data it contains. |
| OpenAI | Document recognition of invoices, and as a backup route for certificate recognition. | The full content of the submitted document, including any personal data it contains, and for invoices the names of existing stock categories. |
| TypeSafe | Suggestions for mappings and document types during import. After separate consent: selecting the correct certificate fields from candidates recognised by Mistral, and smart search within a vessel. | For import: column headings and names of parts, jobs, folders and files. For certificates: recognised candidate values with the surrounding text. For smart search: the search query and the names of engines, jobs, stock, certificates, documents, lists and bunkering entries of that vessel, with their type, category or part. We remove recognised email addresses, telephone numbers and crew names beforehand. This input may contain personal data. |
| Push services and AIS service providers | Push notifications and AIS features when they are used. | Push endpoints, technical metadata, AIS identification and position data. |
Document recognition takes place for documents that a user submits themselves and, when an organisation turns on that setting, for new attachments that arrive in the Mailbox via the vessel email address. Certificates and the automatic recognition of new Mailbox attachments are processed via the Mistral AI API; invoices via the OpenAI API. OpenAI also remains available as a backup route for certificate recognition. The result is used solely to prefill fields that the user checks before saving. Under their terms, neither supplier uses content submitted via the API to train models.
Before the first AI scan or smart search query, Boordapp explains which data goes to which AI service and for what purpose. The user gives separate consent for certificate recognition, invoice recognition, the selection of certificate fields by TypeSafe and smart search with TypeSafe. The organisation turns on automatic recognition of new Mailbox attachments separately via Settings. That consent applies to the logged-in user and organisation and is requested again for a different AI service, a different purpose or a changed explanation. The user can withdraw the consent via Settings > AI scans. After withdrawal, we do not share any new document or new search query for that purpose until consent has been given again. A regular Mailbox upload without AI extraction does not fall under this.
Mistral AI, OpenAI and TypeSafe may only process the submitted data for the agreed recognition or search function and must apply appropriate, equivalent data protection for that purpose. Boordapp remains responsible for the selection and direction of these sub-processors.
WorkOS, Stripe, Google, OpenAI, TypeSafe and push services may process personal data outside the European Economic Area. In that case, we use appropriate safeguards, such as standard contractual clauses, the EU-US Data Privacy Framework where applicable, or a valid adequacy decision. TypeSafe hosts its service in the United States and offers standard contractual clauses for transfers from the EEA. According to the current TypeSafe terms, TypeSafe does not use the submitted input to train or fine-tune AI models.
8. Retention periods
- We retain account and customer data for as long as the account or subscription is active and thereafter to the extent necessary for administration, security or legal obligations.
- We retain app data entered by the customer for as long as the customer keeps that data in Boordapp or for as long as the agreement runs.
- We retain billing and payment data in accordance with the statutory tax retention obligation, usually 7 years.
- We retain self-service sign-ups, accepted versions and Stripe references for as long as necessary for the contract, invoicing, audit and support.
- We retain audit logs for 365 days. A daily clean-up run automatically deletes older entries.
- We retain account-linked usage statistics for a maximum of 30 days. Routes and actions are limited to fixed categories before storage; free text, search terms and full URL values are not included.
- We retain Google Analytics event data for a maximum of 14 months. We retain analytics cookies for a maximum of 13 months, unless the browser deletes them earlier.
- Microsoft Clarity retains session recordings for 30 days and heatmaps for a maximum of 13 months. The Clarity cookies apply for a maximum of 12 months.
- Samples for grouped error reports are automatically deleted after 30 days. We retain other error logs, webhook events and technical logs for a limited period for diagnosis and stability.
- The content of archived feedback is automatically deleted after 365 days. Feedback attachments are deleted after 180 days.
- We retain historical technical data from the discontinued Garmin integration only for as long as necessary for security, support, audit or a legal obligation.
- Backups are overwritten or deleted according to a rotation schedule. In the current setup, we retain backups for a maximum of 30 days; deleted data may therefore remain in a backup for up to 30 days.
9. Security
Boordapp takes appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access and unwanted modification. We limit access to what is necessary for management, support and security, and we improve these measures when the service or risks change.
For hosting at TransIP, additional measures apply, such as access control, logging, physical security, encryption, monitoring, purpose-bound access and review of granted permissions.
10. Rights
You can request access, rectification, erasure, restriction or portability, or object. If the request concerns data that falls within a customer's account, Boordapp may handle the request together with that customer. Email support@boordapp.nl. You can also lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).
11. Cookies and changes
Boordapp uses necessary and functional cookies and similar storage. Google Analytics, Tag Manager and Microsoft Clarity load only on public pages and only after consent. The logged-in web app and native apps are not tracked with these services. We may amend this statement. In the event of significant changes, we will actively inform customers.
Boordapp does not make fully automated decisions that produce legal effects for users or customers or similarly significantly affect them.
12. Legal basis
This statement is intended to comply with the information requirements of the GDPR, in particular Articles 12 to 14. The legal bases derive from Article 6 GDPR. Security measures are aligned with Article 32 GDPR. Transfers outside the EEA fall under Chapter V GDPR.