Privacy Policy
How Greenships OÜ handles personal data.
1.General
Greenships recognizes the importance of your privacy. As part of normal operations, we collect and, in some cases, disclose information about you. This Privacy Policy is meant to inform anyone who visits our website, uses our tools, or uses our software about what information we collect and how we will treat this information. All references in this Privacy Policy to “we,” “us,” or “our” shall refer to Greenships OÜ. All references to “you” or “your” shall refer to visitors and users of our website, tools and services.
We comply with the Estonian Personal Data Protection Act and the General Data Protection Regulation (GDPR) of the European Union. The protection of your data is very important to us, and we prioritize its security and confidentiality. All of your data will be processed fairly, lawfully, and transparently, and only for the specific purposes outlined in this policy. This privacy policy is applicable only to the software and services provided by Greenships. External links to other websites are subject to their privacy policies, and we do not guarantee their data protection practices.
2.Who we are
Greenships OÜ is the controller of the personal data described in this policy, except where section 4 states otherwise.
- Registered office: Harju maakond, Tallinn, Kesklinna linnaosa, Narva mnt 5, 10117, Estonia
- Registry code: 16811798 · VAT number: EE102999433
- Contact for all privacy matters: management@greenships.net
We have not appointed a Data Protection Officer; we are not required to. Privacy enquiries are handled at the address above.
3.Two services, two different roles
We run two things, and our role under data protection law is not the same in each.
The public tools on our website — the calculators and the reports they produce, free or paid. Here we decide what is collected and why, so we are the controller.
Our subscription software for shipping companies. Here our customer decides what personal data goes into the system and why. For that data the customer is the controller and we act only as a processor on their instructions, under a separate data processing agreement. Section 4 explains what this means for you.
If you are not sure which applies to you: if you have not signed a contract with us and have not been given a login by your employer, you are using the public tools.
4.Where we act only as a processor
Our customers upload data about their own organisation, their vessels and their people. For that data the customer is the controller: they decide what goes in, why, and how long it stays. We process it only to provide the service and only on their instructions, under a data processing agreement concluded with each customer.
If you are one of those people — someone working for a customer, or a business contact whose details a customer has entered — and you want to see, correct or delete your data, contact the organisation that entered it. They are the controller and the decision is theirs. If you contact us instead, we will pass your request on to them without undue delay and help them answer it, but we cannot decide it ourselves.
Some things we decide ourselves even for subscribers, and for those we are the controller in the ordinary way: account and login data, support correspondence, invoicing and payment records, and the business contact details we use to reach the right person.
5.Information Collection and Use
Greenships may collect and ask you for personally identifiable information when you visit or use our website, tools or portals, including your full name, company name, company address, telephone number, e-mail address, a password, and other identifying information. We may also receive personally identifiable information about you from our business partners. We also automatically receive and record information on our server logs from your browser including your IP address, cookie information, and the page you requested. We may use this information for several general purposes to:
- Fulfil your requests for certain services and information
- Produce and deliver the reports you ask for
- Take payment and issue invoices where you buy something from us
- Contact you
- Audit, research and analyse our website, tools and portals and the services that we provide
- Ensure the technical functioning of our services
- Develop new services
Using a calculator needs no account. You can run a calculation on our website without giving us your name, your e-mail address or any other identifying detail. The figures you enter about a vessel and its operation are processed in your session to produce the result on screen and are not stored against you. You give us personal data only when you ask for a report by e-mail, when you buy a report, or when you open an account.
When you ask for a report, we collect your name, company name and e-mail address, the figures you submitted, the reference number of the report, the date and time of the request, your IP address, and a record of the consents you gave.
When you buy a report, we collect your billing name and address, country, e-mail address, and VAT number where you give one, together with the purchase and invoice records. Card details never reach us: payments are taken by our payment provider on their own systems, and we receive only confirmation that a payment succeeded, limited card identifiers, and the country determined for tax purposes.
Vessel data. The figures behind a report are commercial information about a vessel rather than personal data in themselves, but where you ask us for a report they are stored alongside your name and e-mail address, and we treat the whole record with the same care. We do not publish them, sell them, or use them to build a public database of vessels. [If you use them in anonymised, aggregated statistics, say so here and describe the anonymisation.]
Marketing. If — and only if — you tick the separate box for it, we will send you occasional e-mail about new tools, regulatory changes and product updates. You can withdraw that consent at any time using the unsubscribe link in any message or by writing to us. Service messages — your report, your invoice, a security notice — are not marketing and are sent whether or not you have consented to marketing.
What we do not do. We do not use analytics, advertising or tracking tools, we do not profile you, and we do not sell or rent personal data to anyone.
6.Legal basis for processing
We process personal data only where one of the following applies:
| What | Legal basis |
|---|---|
| Producing and sending a report you asked for; providing the software; taking payment | Performance of a contract, or steps taken at your request before entering into one — Art. 6(1)(b) |
| Keeping invoices, payment and tax records | Compliance with a legal obligation — Art. 6(1)(c) |
| Keeping the consent record and the IP address behind a request; server logs; security and abuse prevention; managing business contacts; support | Our legitimate interests in being able to demonstrate what was agreed, in keeping the service secure and available, and in maintaining the business relationship — Art. 6(1)(f) |
| Marketing e-mail | Your consent — Art. 6(1)(a) |
Where processing rests on legitimate interests you may object at any time; see section 8. Where it rests on consent you may withdraw it at any time, without affecting the lawfulness of what was done before.
7.How long we keep it
| What | How long |
|---|---|
| Report requests and the figures behind them | 3 years from the request, then deleted or reduced to statistics that identify no one |
| Consent records | 3 years after the consent ends, so we can show what was agreed |
| Account data | For as long as the account is open, then 30 days |
| Invoices, payment records and other accounting documents | 7 years, as required by the Estonian Accounting Act |
| Marketing list entries | Until you unsubscribe, then removed within 30 days apart from a record that stops us contacting you again |
| Server and sign-in logs | 90 days |
| Data we hold as a processor for a customer | For the term of that customer’s contract and the period agreed with them afterwards, as set out in the data processing agreement |
Where a longer period is required by law, that period applies.
8.Your rights
You can access the personal data we hold about you, and have it corrected if it is wrong. If you have an account you can do both by signing in; if you do not, or if you would rather not, write to management@greenships.net and we will do it for you.
You also have the right to:
- be told what we hold about you and get a copy of it;
- have it deleted, where we have no overriding reason to keep it;
- restrict what we do with it while a dispute is resolved;
- object to processing we base on legitimate interests;
- receive it in a portable form where processing is based on consent or contract;
- withdraw consent at any time, where consent is the basis;
- complain to a supervisory authority.
To exercise any of these, write to management@greenships.net. We answer within one month; if a request is complex we may extend that by two further months and will tell you if we do. Exercising these rights costs nothing.
Where we hold your data as a processor for one of our customers, address your request to that customer — see section 4.
The Estonian supervisory authority is the Data Protection Inspectorate (Andmekaitse Inspektsioon), Tatari 39, 10134 Tallinn, info@aki.ee. You may also complain to the authority in the EU country where you live or work.
9.Cookies
Our website and the tools on it use cookies. Cookies are text files that are permanently or temporarily saved on your device when you visit a website. If you visit the website again the cookies return the information to the server. They can only be read by the server that originally saved them.
We use two kinds:
- Strictly necessary cookies — session, security and sign-in. The site does not work without them and they do not require your consent.
- Optional cookies. We do not use any at present. We run no analytics, advertising or tracking cookies, and we embed no third-party tracking on the site.
If we introduce analytics or any other optional cookie in future, it will be set only after you accept it in a cookie banner, rejecting will be as easy as accepting, and rejecting will not stop you using the calculators or receiving a report. This policy and the cookie list below will be updated before any such cookie is used.
You can also block or delete cookies in your browser settings. Blocking strictly necessary cookies will stop parts of the site from working.
[Cookie list: name, purpose, lifetime — complete before publication.]
10.Information Sharing and Disclosure
Greenships will not sell or rent your personally identifiable information to anyone. To the extent permitted by law, we will only send personally identifiable information about you to other companies or people when:
- We need to share your information to provide the product or service you have requested
- We need to send your information to companies who work on behalf of Greenships to provide a product or service to you or Greenships (unless we tell you differently, these companies do not have any right to use the personally identifiable information we provide to them beyond what is necessary to assist us)
- We respond to subpoenas, court orders, or legal process
- We find that your actions on our website, tools or portals violate the applicable terms or any of our usage guidelines for specific products or services
The companies that work on our behalf are:
| Provider | What they do | Place of processing |
|---|---|---|
| Microsoft (Azure) | Hosting, databases, compute | Ireland / EU (North Europe region) |
| Google (Cloud Storage) | File and document storage | EU (Northern Europe region) |
| Stripe | Payment processing and tax determination | EU and United States |
| Hostinger | E-mail hosting and delivery of reports, invoices and service e-mail | EU [confirm the data centre country in your Hostinger account] |
Each acts on our instructions under a written data processing agreement and may not use your data for its own purposes. If we add or replace a provider we will update this list.
11.Transfers outside the EEA
Some providers process data in the United States. Those transfers are made under the European Commission’s Standard Contractual Clauses, or on the basis of the provider’s certification under the EU–US Data Privacy Framework, or another mechanism permitted by Chapter V of the GDPR. You can ask us for details of the safeguards that apply.
12.Disclosure of Personal Data
Personal data will only be disclosed to third parties as described in section 10, or where you have asked us to. If it is required by law or by a prosecution, Greenships will follow the law of Estonia.
13.Automated decision-making
Our calculators are automated, but they do not make decisions about you. Every result is an arithmetic outcome of the values entered and the regulatory instruments cited in the report. Nothing on this site produces a legal or similarly significant effect on you within the meaning of Article 22 of the GDPR.
14.Children
Our services are for professional use and are not directed at children. We do not knowingly collect data from anyone under 16.
15.Security
Greenships’s website, tools and portals have reasonable security measures to protect the loss, misuse, and alteration of the information under our control. All traffic is encrypted in transit using current transport-layer encryption. Passwords are stored only as hashes. Access to production data is restricted to the people who need it, and credentials are held in a managed secret store.
No system is perfectly secure. If a breach occurs that is likely to put your rights at risk, we will notify you and the Data Protection Inspectorate as the GDPR requires.
16.Changes to this Policy
We may modify, alter, or update this Privacy Policy. Every version carries a version number and an effective date, and previous versions are available on request.
If a change materially affects how we use your data, we will tell you by e-mail — where we have your address — or by a notice on our website at least 14 days before it takes effect. Other changes take effect when they are posted. We encourage you to check this policy from time to time.
17.Withdrawing from this Policy
You can ask us to stop processing your personal data:
- by writing to management@greenships.net and asking for the removal of your personal data;
- if you hold an account, by asking us or your company’s administrator to close it.
We will delete what we are not required by law to keep, and tell you what is kept and why. Closing one person’s account does not delete their company’s account or its data unless the company asks for that separately.
Version 2 · 3 September 2026