This policy covers both subseacore.com (this marketing site) and the Subseacore platform itself (the admin, crew, and superadmin panels reachable at app.subseacore.com and its subdomains). It's written for two audiences at once: the operators and contractors who administer an account, and the crew members whose records those accounts hold.
01 Overview
Subseacore is an enterprise management platform for oil & gas operators and contractors — crew logistics, rig operations, flight and travel booking, contracts, payroll, and compliance documentation in one system of record.
Most of the personal data in the platform is entered by our customers about their own personnel — crew rosters, travel bookings, certifications, and similar operational records. We handle that data on our customers' behalf to run the platform; we don't collect it independently or use it for purposes outside delivering the service.
02 Information we collect
| Category | Examples | Source |
|---|---|---|
| Account data | Name, work email, role (command, admin, or crew), account/company affiliation | You, or the admin who creates your account |
| Crew & personnel records | Contact details, certifications and expiries, project and rig assignments, availability | Your account's admins |
| Travel & booking data | Flight itineraries, fare and ticket details, travel dates and routing entered for a booking | Your account's admins, and the travel suppliers used to fulfill a booking |
| Billing data | Invoicing contacts, payment and billing records tied to an account | Your account's admins |
| Documents | Certifications, contracts, and compliance files uploaded to the platform | Your account's admins |
| Usage & audit data | Login timestamps, actions taken in the platform, IP address, device/browser type | Collected automatically when the platform is used |
| Marketing site data | Name, work email, and message content submitted through the contact form | You, if you fill out the contact form |
03 How we use information
- Operate the platform's modules — crew scheduling, rig & asset tracking, flight booking, contracts and projects, payroll and billing, documents and compliance, personnel-on-board and training records, and reporting.
- Authenticate accounts and enforce the role-based access and account-scoped isolation described in our Security page.
- Book and manage travel through third-party travel suppliers, on your account's instruction.
- Maintain the audit trail — who did what, and when — that operators rely on for internal review and compliance.
- Respond to support requests and demo/contact inquiries.
- Meet legal, regulatory, and contractual obligations, including retention requirements that apply to offshore crew and compliance records.
We do not sell personal data, and we do not use crew or operational data to build advertising profiles.
04 Controller and processor roles
For most of the data in the platform — crew records, bookings, documents, payroll — your account is the controller and Subseacore acts as processor: your account's admins decide what's entered and who has access, and we process it to provide the service under your instructions. If you're a crew member with questions about your own records, the fastest path is usually your account's admin, since they control that data; we're glad to route the request either way.
For account-holder data we collect directly — the admin who signs up, billing contacts, and marketing site inquiries — Subseacore acts as controller.
06 Data retention
Operational records are retained for as long as your account is active, and for a reasonable period after, to preserve the audit trail operators depend on. Deactivating a user's access blocks their login without erasing the records they created — the bookings, documents, and history stay attributable and intact, consistent with how the platform's account lifecycle works today.
Where you have a contractual or regulatory retention obligation for crew or compliance records, that obligation governs. Where none applies, we retain data only as long as needed for the purposes described in this policy, then delete or anonymize it.
07 Security
The technical measures behind this policy are the same ones described in detail on our Security page:
- All traffic between the app, API, and browser is encrypted in transit (TLS).
- Passwords are hashed, never stored or logged in plain text.
- Account and role scoping is enforced server-side on every request, not just in the interface.
- Every booking, assignment, and document change is traceable to who made it and when.
No system is perfectly secure, and we can't guarantee absolute security — but these controls are built into the platform rather than added on afterward.
08 Your rights
Depending on where you're located, you may have rights to access, correct, export, or request deletion of your personal data, and to object to or restrict certain processing. To exercise these:
- Crew members — start with your account's admin, who controls your record day to day, or contact us and we'll route the request.
- Account admins — reach us directly using the contact details below.
We'll respond within a reasonable time and may need to verify your identity, or your relationship to the account in question, before acting on a request. Some records may be subject to retention obligations that limit deletion — where that applies, we'll explain why.
10 International transfers
Subseacore's infrastructure and the operators and contractors we work with span multiple countries. Where personal data is transferred internationally, we take reasonable steps to ensure it receives a comparable level of protection to that described in this policy, including through contractual safeguards with our infrastructure and travel-supplier partners.
11 Children's privacy
Subseacore is a business platform built for offshore workforce operations. It isn't directed at children, and we don't knowingly collect personal data from anyone under 18.
12 Changes to this policy
We'll update the "Last updated" date above when this policy changes, and for material changes we'll make reasonable efforts to notify account admins directly, in addition to posting the update here.
13 Contact us
Questions about this policy, or requests relating to your data, can go to privacy@subseacore.com, or through our contact page.