Data processing agreement
This agreement covers your customers' data: names, phone numbers, emails, boats and stays. You decide about that data; we process it on your behalf. It is the agreement required by Article 28 of the European Regulation.
Who is who
You, the marina operator, are the data controller: you decide what data to collect and why. We are the processor: we handle it only on your instructions and to run the service for you. If one of your customers exercises their rights, they come to you; we help you answer them.
What we process for you
The owner's name, phone number and email; the boat's name and registration; arrival and departure dates; the agreed price and deposits; the free-text notes you or your staff write on boats, stays and payments. The data subjects are your customers and anyone you record in the register.
Only on your instructions
We do not use your customers' data for our own purposes: we do not analyse it, do not aggregate it for commercial statistics, do not show it to other marinas. Isolation between marinas is enforced by the database rather than the interface, and it is the most important check in our test suite.
Who has access
On your side: whoever you invite into your marina. Note one consequence — an operator sees your customers' names and phone numbers, because they need to know who is mooring. The distinction between roles concerns accounting data, not personal data. On our side: nobody accesses your data in the ordinary course.
Support and access to your data
To resolve a problem you report, authorised staff of ours may enter the application in the shoes of one of your users and see what they see, including customer data. Every such access is recorded with who did it, when and why, and any operations carried out are attributed to us and not to your colleague. We state this now because the feature is planned: we will tell you when it goes live.
Who else touches the data
OVH, for the infrastructure: the servers are in Gravelines, France, so the data stays within the European Union. Mailtrap, for sending service emails — which concern your staff, never your customers: we send nothing to boaters. If we change or add a supplier we will tell you beforehand, and you may object.
How we protect it
Each marina sees only its own rows, under a rule enforced by the database beneath the application: it holds even for anyone querying our interfaces directly. Passwords are stored encrypted and are not readable by us. Traffic is encrypted in transit. Backups are daily and kept for fourteen days.
If something goes wrong
If we become aware of a breach affecting your customers' data we will tell you without undue delay, with what we know: what happened, which data is involved, what we are doing about it. You must assess whether to notify the authority, because you are the controller; we give you what you need to decide.
When a customer of yours exercises their rights
The tools are in the application: you can correct the register, and deleting a boat also deletes the stays, prices and deposits attached to it. Know this in advance: that deletion also takes away that customer's payment history, which you may need for your own accounts. [How to reconcile the two needs is the point to settle with the adviser.]
Free-text notes
In the notes on boats, stays and payments anything can be written, including information the law protects specially — about a person's health, for example. We cannot prevent it and we do not read those notes: you decide what goes in them and instruct whoever writes.
When the relationship ends
You can close the marina from the application: this deletes the business and everything in it, leaving people's accounts standing. [What happens to the data if the relationship ends in another way, and how long it stays available before final deletion: to be defined.] Existing backups age out over the following fourteen days.
Audits
You may ask us for the information needed to demonstrate that we meet these obligations, and agree an audit with us.