This Privacy Policy explains how Sailors Leave Permit ("we", "our", or "us"), operated at sailorsleavepermit.com, collects, uses, and protects the personal information you provide when using our official sailor leave permit management portal.
1. Information We Collect
When you submit a leave permit application or verify your identity on our portal, we collect the following categories of personal data:
- Identity Information: Full legal name (first and last name), nationality, and date of birth where applicable.
- Contact Information: Registered email address and phone number on file with your LPG employer.
- Employment Information: Sailor ID, rank/position, vessel name, contract status, and years of service.
- Identity Verification Data: Last four digits of your Social Security Number (SSN) for identity confirmation purposes only.
- Application Data: Leave type, leave duration, prior application history, and US citizenship status.
- Technical Data: IP address, browser type, and session data generated during your visit.
- Profile Photo: An optional profile photograph uploaded by an administrator for identification purposes.
2. How We Use Your Information
Your personal information is used exclusively for the following purposes:
- To verify your identity and confirm eligibility for a leave permit application.
- To process and manage your official leave permit request through our maritime authority team.
- To send One-Time Passwords (OTPs) for secure authentication via your registered email.
- To allow you to track the status of your leave permit application online.
- To communicate important updates regarding your application status.
- To maintain accurate administrative records of sailor leave permits as required by maritime regulation.
We do not sell, rent, or share your personal data with any third party for marketing or commercial purposes.
3. Email Communications
We will send you emails in the following circumstances:
- A One-Time Password (OTP) when you request to verify your identity or track your application status.
- A confirmation email when your leave permit application is successfully submitted.
- Status update notifications from our administrative team when your application progresses.
All emails are sent from Support@sailorsleavepermit.com. We will never request sensitive credentials or payment information via email.
4. Data Security
We implement industry-standard technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These include:
- SSL/TLS encryption for all data transmitted between your browser and our servers.
- Secure, access-controlled databases hosted on protected servers.
- OTP-based identity verification to prevent unauthorised access to application status information.
- Restricted administrative access limited to authorised maritime authority personnel only.
5. Data Retention
We retain your personal data only for as long as necessary to fulfil the purposes described in this policy. Specifically:
- Active leave permit applications and associated sailor records are retained for the duration of your contract and any regulatory retention period.
- OTP codes are automatically invalidated and discarded after five (5) minutes of generation.
- Application history may be retained for up to seven (7) years for compliance and audit purposes.
6. Your Rights
Depending on your jurisdiction, you may have the right to:
- Request access to the personal data we hold about you.
- Request correction of inaccurate or incomplete data.
- Request deletion of your personal data where no longer necessary.
- Object to certain processing of your data.
- Request restriction of processing in specific circumstances.
To exercise any of these rights, contact us at Support@sailorsleavepermit.com. We will respond within 30 days.
7. Third-Party Services
Our portal uses the following trusted third-party services to deliver functionality:
- SMTP Email Delivery: Hostinger SMTP servers for sending OTP and notification emails securely.
- Content Delivery: Google Fonts and Cloudflare CDN for frontend assets (fonts and icons). These services may log your IP address in accordance with their own privacy policies.
8. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The updated policy will be posted on this page with a revised effective date. Continued use of the portal following any changes constitutes your acceptance of the updated policy.
9. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy, please contact our support team:
Email: Support@sailorsleavepermit.com
Website: sailorsleavepermit.com