Privacy Notice

Who is responsible for your information

The Safety Pelican is responsible for the personal information described in this notice. Our service address is 8 Grounddove Rd., Unit 2, Sint Maarten. Privacy questions and requests can be sent to service@thesafetypelican.com.

What we collect

When you ask for service, certification or a rental, we collect the contact, vessel or project, equipment, timing, location and logistics details you provide. If you upload files, we also receive the equipment photos, certificates or service records you choose to send.

When you request a product quote, we collect the contact, product, vessel configuration and delivery details you enter. We email these details to the service team to prepare a current quote. We also save the enquiry in our staff portal with its originating page, assigned staff member, follow-up status and notification history. This is a quote enquiry, not a confirmed order or service booking.

When you send a general website enquiry, we save it in our staff portal, then queue a copy in Zoho CRM and a notification to the service team. The notification includes your email address so the service team can reply directly to you. Staff notifications may also be copied to authorised management for follow-up oversight.

If you arrive through a tagged Safety Pelican campaign link, we may record its limited source, medium and campaign labels with the account or request. We do not collect advertising identifiers, search terms, campaign-content labels or form contents as campaign data.

When you report a portal problem, we collect your account and selected organization, your description, the page path and any error reference you provide. We use the report to investigate the problem and record its progress and resolution.

During the work, we create scheduling, work-order, inspection, parts, due-date, document, certificate, delivery and audit records. We also process the account and security information needed to sign users in, control access, prevent duplicate or automated submissions and investigate faults.

Why we use it

We use this information to assess and respond to your request, confirm scope and timing, identify and service the correct equipment, arrange pickup or delivery, maintain the station's service history, release current documents, operate customer and staff accounts, send service notifications, secure the portal and preserve an accurate operational record.

Optional service-due reminders start off. You can turn them on under Account settings → Communications to receive email prompts 90, 60 and 30 days before due dates recorded by the station, plus a reminder on the due date. Safety Pelican updates are a separate choice. Request receipts, confirmed appointment changes, work status, released documents and account-security messages remain enabled because they are necessary to operate and protect the service.

We use information when it is needed to take steps you request, provide the service, meet applicable legal or safety-record obligations, and protect the service and its users. We do not send portal records to advertising networks or use them to build cross-site advertising profiles.

Who can see it

Authorized Safety Pelican staff can access the operational records needed for their work. Signed-in customers can see only customer-safe records connected to an organization for which their membership is active. Internal notes, work-order drafts, staff audit details, unreleased documents and staff-only files are not customer-visible.

We use Supabase for authentication, database and private file storage; Vercel for website and portal hosting; Cloudflare Turnstile for bot protection; Zoho CRM for general enquiries; and approved email providers for account and service messages. Product quote and general enquiry notifications are sent through Resend to our service mailbox. These providers may process information outside Sint Maarten under their applicable data-processing and transfer terms. We may also disclose information when required by law or when necessary to establish, exercise or defend a legal claim.

How long we keep it

We keep information only for the approved operational, safety, legal and security periods below. A longer period applies only when a specific legal, manufacturer, class, insurer or claims requirement requires it.

Incomplete submissions and uploads

7 days

Portal problem reports, including contact details for signed-out access reports

24 months after the last update

Portal activity and error history

24 months after the event

Enquiries that do not become service work

24 months after the last activity

Service, inspection and certificate evidence

10 years after the work closes or the document is issued or invalidated

Customer notification delivery records

24 months after the final delivery status

Account and access audit records

7 years after account closure or the event, whichever is later

Deleted information in recovery backups

No more than 35 days

Your choices and rights

You can ask whether we hold personal information about you and request a comprehensible copy. You can also ask us to correct, complete, delete or restrict information that is inaccurate, excessive, no longer relevant or otherwise processed contrary to law. We will verify the request and respond in writing within four weeks.

Some service and certificate evidence cannot be overwritten without damaging the safety record. In that case, we preserve the prior record, mark it corrected, superseded, invalid or restricted, and explain what we have done. We may retain information when a legal, safety or claims obligation requires it.

You can stop optional Safety Pelican updates or service-due reminders by clearing the corresponding checkbox in portal communications settings. Each reminder includes a direct link back to those settings, and we stop new reminders after your choice is recorded.

Security, browser storage and analytics

The portal uses authentication cookies to keep signed-in users secure, a short-lived preference cookie to remember the sidebar state, and tab storage to recover an unsaved staff work-order draft. Cloudflare Turnstile may process browser and network signals to distinguish people from bots on protected forms.

Google Analytics and Google Ads measurement are optional and require separate opt-in choices in cookie settings. Google Analytics measures public website activity only after analytics consent; Google Ads measurement requires Google Ads consent. Rejecting either choice does not enable cookieless measurement for that service. Meta consent does not grant Google consent. Ad personalization is disabled. You can change or withdraw these choices in cookie settings. Portal activity and form contents are excluded.

The public website uses limited, cookie-free Vercel page-view analytics to help us understand overall website use. Collection is restricted to published public routes and anonymized, aggregate page views. It does not collect form details, load in the service portal, create advertising profiles or support cross-site tracking.

If you opt in to Conversions API in cookie settings, we use Meta Conversions API to measure accepted public product enquiries and service requests. We send Meta a SHA-256 hash of your trimmed, lowercase email address for matching, your browser's user-agent information, the Lead event and time, a submission event identifier and the public form's page address without query parameters. Hashing does not make this information anonymous. This server integration sends no names, telephone numbers, IP addresses, advertising cookies, request contents or attachments. It does not track activity in the signed-in portal.

This advertising measurement is optional and separate from permission to answer your enquiry. You can withdraw consent for future submissions through cookie settings. Meta may process the measurement information outside Sint Maarten under its applicable data-processing and transfer terms. Browser Meta Pixel measurement has its own consent choice; matching event identifiers let Meta recognize the browser and server reports as one enquiry.

Simple source, medium and campaign labels from tagged links are first-party account or request context, not page-view tracking. Aggregate portal reporting returns account and request totals for groups of at least five; it omits names, email addresses, vessel or equipment identifiers, request text and other free-form content.

Onboarding reporting is derived from existing guide state and milestones rather than a raw event ledger. It returns only approved role, flow, outcome, step and milestone totals for groups of at least five people. It does not include names, email addresses, vessel details, request contents, document names or free-text entries.

Administrators and coordinators can also review individual customer activity to help with portal problems: account creation, latest confirmed sign-in, saved drafts, submissions, problem reports and limited error categories. Optional browser error reporting requires your permission for Safety Pelican portal diagnostics in cookie settings. Server-confirmed operational records, such as saved requests and failed submission attempts, support the service independently of browser analytics. We do not record every click, typed fields, passwords, recovery links or document contents in this timeline. Operational records remain in our existing Supabase database; no additional analytics provider is used.

Customers and employees can submit portal problem reports and read the service team’s update in Help. Optional unfinished-request reminders have a separate preference, off by default. The proposed policy is one reminder after 24 hours without a saved-draft update, held after submission or a blocking issue. Email sending for these reminders is currently disabled.

When an administrator or coordinator contacts you personally about a saved, unsubmitted request, they may record the date, the contact method, how far the saved request had progressed and a short note, so the team does not contact you twice. This record does not include the contents of your draft and is kept in our existing Supabase database.

Files and sensitive information

Upload only equipment photos, certificates or service records needed for your request. Do not include passports, identity cards, medical information or other sensitive personal details unless the service team has specifically asked for them.

Contact us

Send privacy, access, correction or deletion requests to service@thesafetypelican.com. We may ask for enough information to verify your identity and locate the relevant records, but we will not request more identity material than necessary.

Updates

We will update this notice when the service, processors or retention rules change. The effective date at the top identifies the current version.