1. Who we are
AVATEC Marine OÜ is the controller of the personal data described in this policy. This policy explains how we collect and use personal data when you visit www.avatecmarine.com, contact us, buy our services or apply for a job.
| Company | AVATEC Marine OÜ |
| Registry code | 14117645 |
| Address | Kadaka tee 3/2, 10621 Tallinn, Estonia |
| Email | privacy@avatecmarine.com |
| Phone | +372 600 2299 |
AVATEC Marine OÜ is part of the AVATEC Group. When another group company handles your request, that company may also act as a controller for its own processing. The same principles in this policy apply.
2. What data we collect
We collect only the data we need to answer you, deliver our services and run our business. Most of it comes from you directly.
| Who you are | Data we collect | Source |
|---|
| Website visitor | IP address, browser and device type, pages visited, cookie identifiers | Your browser, our website platform |
| Person sending an inquiry or service request | Name, business email, company, country, phone, message, vessel and port details you give us | Website forms, email, phone |
| Client or supplier contact | Name, job title, company, work email and phone, correspondence, order and invoicing details | You, your employer, public company registers |
| Service engineer visitor on board or on site | Name, ID details needed for port or vessel access, travel details | You, your employer, the vessel or port |
| Job applicant | CV, contact details, work history, qualifications, interview notes, references you name | You, recruitment platforms, referees |
Please do not send us special categories of data (for example health data) unless we specifically ask for it, such as a medical certificate required for offshore work.
3. Why we use your data and our legal basis
Each use of your data rests on a legal basis under Article 6 of the EU General Data Protection Regulation (GDPR).
| Purpose | Legal basis (GDPR) |
|---|
| Answering inquiries and service requests, preparing quotes | Steps before a contract, Art. 6(1)(b); our legitimate interest in answering business contacts, Art. 6(1)(f) |
| Delivering services, surveys, repairs and equipment; arranging engineer travel and vessel access | Performance of a contract, Art. 6(1)(b) |
| Invoicing, accounting and tax records | Legal obligation, Art. 6(1)(c) |
| Keeping in touch with business contacts about relevant services | Legitimate interest, Art. 6(1)(f); you can object at any time |
| Recruitment | Steps before an employment contract, Art. 6(1)(b); consent, Art. 6(1)(a), if we keep your application for future roles |
| Website operation, security and statistics | Legitimate interest, Art. 6(1)(f); consent, Art. 6(1)(a), for non-essential cookies |
| Establishing or defending legal claims | Legitimate interest, Art. 6(1)(f) |
We do not sell your data and do not use it for automated decisions that have legal or similarly significant effects on you.
4. Who we share data with
We share personal data only when needed for the purposes above, and only with:
- AVATEC Group companies, when a local team handles your request or service job. Group companies are in the EU (Estonia, Finland, Sweden, Lithuania, Netherlands, Poland) and outside it (Turkey, United Arab Emirates, India, Morocco, Panama).
- Service providers working for us (processors), such as our website and form platform (Squarespace), email and office software (Microsoft 365), accounting and business management software, and IT support. They may use your data only on our instructions.
- Equipment manufacturers, when warranty, technical support or approvals require it.
- Ship owners, managers, agents, ports and class societies, when needed to carry out a job on board.
- Authorities, auditors and legal advisers, when the law requires it or to protect our legal rights.
Transfers outside the EEA. Some recipients are outside the European Economic Area, including group companies and Squarespace (United States). We transfer data only with appropriate safeguards: an EU adequacy decision (for example the EU–US Data Privacy Framework), or the European Commission's Standard Contractual Clauses. You can ask us for a copy of the relevant safeguards.
5. How long we keep data
We keep personal data only as long as needed for the purpose it was collected for, then delete or anonymise it.
| Data | Retention |
|---|
| Inquiries that do not lead to a contract | 3 years from the last contact |
| Contract, service and correspondence records | Contract term plus 3 years (general limitation period) |
| Accounting documents and invoices | 7 years from the end of the financial year (Estonian Accounting Act) |
| Job applications | 6 months after the recruitment ends; up to 2 years with your consent |
| Website statistics and cookies | As stated in the cookie banner; at most 2 years |
We may keep data longer if needed to establish or defend a legal claim.
6. Cookies
Our website uses cookies that are strictly necessary for it to work and for security. With your consent, it also uses analytics cookies that show us how visitors use the site. You can accept or decline non-essential cookies in the cookie banner and change your choice at any time in your browser settings.
The site loads fonts from Google Fonts, which means your IP address is sent to Google when a page loads. Links to LinkedIn take you to LinkedIn's own site, where LinkedIn's privacy policy applies.
7. Your rights
Under the GDPR you have the right to:
- access the personal data we hold about you and get a copy;
- have inaccurate data corrected;
- have your data deleted when we no longer need it;
- restrict how we use your data;
- object to processing based on our legitimate interest, including direct marketing;
- receive data you gave us in a machine-readable format (data portability);
- withdraw your consent at any time, without affecting earlier processing.
To use these rights, email privacy@avatecmarine.com. We answer within one month and may ask you to confirm your identity.
If you think we handle your data unlawfully, you can complain to the Estonian Data Protection Inspectorate (Andmekaitse Inspektsioon), www.aki.ee, info@aki.ee, or to the supervisory authority in the EU country where you live or work.
8. Security and changes
We protect personal data with access controls, encrypted connections, up-to-date systems and confidentiality obligations for our staff and service providers.
We may update this policy when our services or the law change. The latest version is always on this page, with its date at the top.
Questions about this policy: AVATEC Marine OÜ, Kadaka tee 3/2, 10621 Tallinn, Estonia, privacy@avatecmarine.com, +372 600 2299.