1.1 Scope

This privacy notice applies to information obtained through this website and how we use it.

1.2 Who We Are

1.2.1 Purpose

This privacy notice applies to information obtained through this website and how we use it. This website is not intended for children, and we do not knowingly collect data relating to children. A child is defined in consonance with Art 8 (1) of the GDPR as one not below the age of 16. It is important that you read this privacy notice together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements other notices and privacy policies and is not intended to override them.

1.2.2 Controller

Ocean AI consists of different legal entities, details of which can be found in http://www.OceanAI.com/index.html#Contact. This privacy notice is issued on behalf of Ocean AI so when we mention “Ocean AI Pvt Ltd,” “Ocean AI,” “Ocean AI Group,” “we,” “us,” or “our” in this privacy notice, we are referring to Ocean AI, which is responsible for processing your data.

1.2.3 Contact Details

If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact our internal data privacy team at privacy@oceanai.com.

You have the right to make a complaint at any time to the concerned supervisory authority under the GDPR for data protection issues. However, we would appreciate the chance to deal with your concerns before you approach the supervisory authority, so please contact us in the first instance.

1.2.4 Changes to Privacy Notice and Your Duty to Inform Us of Changes

We keep our privacy notice under regular review. This version was last updated on “provide the date.” We will inform you when we update our policy with a link to view historical versions.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

1.2.5 Third Party Links

This website may include links to third-party websites, plug-ins, and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

1.3 The Data We Collect About You

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store, and transfer different kinds of personal data about you, grouped together as follows:

• Identity Data: Includes your first name, last name, date of birth, gender, country of citizenship and residence, designation, company name, and country.
• Professional and Educational Details: Username and password when registering as a job applicant.
• Contact Data: Includes email address, phone number, and postal address.
• Technical Data: Includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.
• Usage Data: Information about how you use our website and services.
• Cookies: We collect information about the use of our website through cookies.

We also collect, use, and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity.

We do not collect any Special Categories of Personal Data (e.g., race, ethnicity, religious beliefs, health information, etc.) or information about criminal convictions and offences.

1.3.1 If You Fail to Provide Personal Data

Where we need to collect personal data by law or under the terms of a contract with you and you fail to provide that data when requested, we may not be able to perform the contract. In such cases, we may have to cancel a product or service but will notify you at the time.

1.4 How Is Your Personal Data Collected

We use different methods to collect data from and about you, including:

• Direct interactions: Data you provide when you fill out forms or contact us via email, phone, or post.
• Automated technologies: Data automatically collected during interactions with our website (e.g., cookies).
• Third parties or publicly available sources: Technical Data from analytics providers like Google.

1.5 How We Use Your Personal Data

We use your personal data in the following circumstances:

• To perform the contract we are about to enter into or have entered into with you.
• To comply with legal obligations.
• To pursue our legitimate interests where they are not overridden by your fundamental rights.

1.6 Purpose For Which We Will Use Your Personal Data

We process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data. The legal grounds for processing your data are:

• Performance of a contract with you
• Necessary for our legitimate interests
• Necessary to comply with a legal obligation

Purpose/Activity	Type of Data	Lawful Basis for Processing
To register you as a job applicant (Shore & onboard)	(a) Identity (b) Contact (c) Educational and professional (d) Username and Password	Performance of a contract with you
To manage our relationship with you, including: Notifying you about changes to terms or policies Responding to your inquiries Completing surveys	(a) Identity (b) Contact (c) Marketing and Communications	(a) Performance of a contract (b) Necessary to comply with a legal obligation (c) Necessary for legitimate interests (e.g., updating records, analyzing service usage)
To administer and protect our business and website (e.g., troubleshooting, system maintenance)	(a) Identity (b) Contact (c) Technical	(a) Necessary for legitimate interests (e.g., IT services, fraud prevention) (b) Necessary to comply with legal obligations
To use data analytics to improve our website and services	(a) Technical (b) Usage	Necessary for legitimate interests (e.g., improving marketing and services)
To make suggestions or recommendations for services of interest	(a) Identity (b) Contact (c) Technical (d) Usage (e) Marketing and Communications	Necessary for legitimate interests (e.g., growing our business)

1.6.1 Third-Party Marketing

We will obtain your express opt-in consent before sharing your personal data with any third party for marketing purposes.

1.6.2 Opting Out

You can stop receiving marketing messages by following the opt-out links in emails or contacting us at privacy@oceanai.com.

1.6.3 Cookies

You can set your browser to refuse cookies. Note that this may impact your ability to use certain website features.

1.6.4 Change of Purpose

We will only use your personal data for purposes compatible with the original reason for collection, unless required by law or with your consent.

1.7 Disclosure of Your Personal Data

We share your personal data with the parties set out below for the purposes mentioned above:

• Internal Entities: Other entities within the Ocean AI Group.
• Legal and Regulatory Authorities: To meet legal and regulatory obligations.

1.8 International Transfers

We share your personal data within the Ocean AI Group, which may involve transferring data outside the European Economic Area (EEA). Not all countries offer the same level of data protection as the EEA. When making such transfers, we comply with legal and regulatory obligations and ensure appropriate safeguards are in place.

Contact us for more information on the specific mechanisms used for international data transfers.

1.9 Data Security

We implement appropriate security measures to prevent your personal data from being accidentally lost, accessed, used, altered, or disclosed without authorization. Access to personal data is limited to employees, agents, and contractors who have a legitimate need to process it. They are subject to confidentiality obligations.

We also have procedures in place to handle suspected data breaches and will notify you and the applicable regulator when legally required.

1.10 Data Retention

We retain your personal data only as long as necessary to fulfill the purposes for which it was collected, including legal, regulatory, tax, or accounting requirements. Typically, data is retained for 18 months. In cases of complaints or potential litigation, we may retain data for longer.

To determine retention periods, we consider the sensitivity of the data, the potential harm from unauthorized use, and legal requirements. You may request details about retention periods in our Retention Policy by contacting us.

We may anonymize your personal data for research or statistical purposes, in which case it may be used indefinitely without further notice.

1.11 Your Legal Rights

You have rights under data protection laws in relation to your personal data. These include:

• Request access: Obtain a copy of the personal data we hold about you.
• Request correction: Request correction of incomplete or inaccurate data.
• Request erasure: Ask us to delete your data where there is no legitimate reason for continued processing.
• Object to processing: Object where processing impacts your fundamental rights and freedoms or is for direct marketing purposes.
• Request restriction: Ask us to suspend processing under certain circumstances (e.g., while accuracy is being verified).
• Request data portability: Request the transfer of your data to you or another party in a machine-readable format.
• Withdraw consent: Withdraw consent where it is the basis for processing.

To exercise any of these rights, contact us at privacy@oceanai.com.

1.12 No Fee Usually Required

Accessing your personal data is free, but we may charge a reasonable fee for unfounded, repetitive, or excessive requests. Alternatively, we may refuse to comply with such requests.

1.13 What We May Need From You

We may request specific information to confirm your identity and verify your rights to access your personal data. This helps ensure data is not disclosed to unauthorized individuals.

1.14 Time Limit to Respond

We aim to respond to legitimate requests within one month. For complex or multiple requests, we may take longer and will keep you updated during the process.