Privacy Policy

Purpose of this Privacy Policy

This Privacy Policy describes how Overhorn collects, uses, and discloses information, as well as what rights you have regarding your information. It applies to all our clients, applicants, seafarers, contractors, and visitors.

 

Services

At Overhorn, we take your privacy and the security of the information we collect very seriously when you use our website, products, and services. This Privacy Policy applies whenever you interact with our products and services.

 

Information We Collect

Depending on the purpose of data processing, we may request various types of personal information. We may process the following categories of personal data:

Personal data: name, address, contact information, identification/registration/insurance numbers, date of birth, gender, immigration status, and right to work;

Family data: spouse and/or dependents’ names, emergency contact details;

mployment data: CV, hiring data and applications, employment history and experience, references, qualifications, assessments and performance results, records of disciplinary actions, investigations or complaints, and workplace accident records;

Education and professional training, languages, and other job-related skills;

Medical and physical data;

Financial data, including salary, bonuses, expense reimbursements, and benefits information, bank account details;

Photographs;

Online identifiers and other technical data, including logs (e.g., IP address, transaction logs, device data).

We may also process certain categories of special personal data about you (e.g., data revealing race or ethnic origin, religious or philosophical beliefs, sexual life, sexual orientation, political opinions, trade union membership, health data, genetic data, and biometric data) in accordance with legal requirements or client requests.

 

Cookies

We may use cookies and other tracking mechanisms on our website to collect information about you. Cookies are small text files placed on your computer by websites you visit. They are widely used to make websites work, improve efficiency, and provide information to site owners. Most web browsers allow control of cookies through browser settings. Below are the categories of cookies and their purposes:

Necessary cookies: Required for website operation, ensuring security and compliance with applicable regulations.

Performance cookies: Collect information on how visitors use our website and services, including the most visited pages and error messages. They help improve the website’s functionality.

Functional cookies: Allow the website to remember the information you enter or choices you make (e.g., username, language, or region) and provide more personalized features.

Personalization cookies: May be set by our advertising partners to build a profile of your interests and display relevant ads on other sites.

 

How We May Use Your Data

Legal Basis for Processing
We process your personal information only when there is a legal basis to do so. Currently, we rely on contract performance (i.e., to provide services to our clients) and consent as legal bases for processing. In some cases, we may also have a legal obligation to collect personal information or a need to protect your vital interests or the interests of others. You have the right to withdraw your consent to data processing at any time by contacting us using the information below.

How We Use Your Data
We use your data to provide our products and services and to support you. In each case, Overhorn collects only the amount of information necessary to fulfill the purpose of the interaction with our products and services. We use your personal data for the following purposes:

User authentication: To authenticate and authorize access to our services.

Providing our products and services: To deliver our products and services to you.

Sending administrative messages and other notifications: To send you service, technical, and other administrative communications and inform you about changes to our services.

Providing customer support: To respond to your requests (e.g., via email or feedback forms) or assist with issues.

Security: To investigate, prevent, or take action regarding illegal activity, suspected fraud, or potential security threats.

Legal compliance: To comply with applicable legal obligations.

When Overhorn acts as a data processor, we process client data only on our clients’ instructions and in accordance with service agreement terms.

 

Where We Obtain Your Personal Data

Most personal data we process is provided directly by you when you use our products and/or services. This also includes data automatically collected when you use our website and applications. We may also obtain personal data about you from third parties and publicly available sources.

 

Disclosure of Your Data to Third Parties

Although we aim to limit sharing of your data, in some cases it is necessary to share information with certain third parties. We may disclose personal information when necessary:

To comply with legal processes or requests from government authorities;

To enforce our Terms of Service and this Privacy Policy;

To prevent fraud;

To address information security issues;

To protect your rights, the rights of Overhorn, and the rights of the public.

 

Recipients of Your Data

We may share your information with the following categories of third parties:

Third parties and service providers performing services on our behalf, including data center services, SMTP, cloud computing, web collaboration platforms, and analytics services.

Other parties in connection with corporate transactions, such as mergers, asset or stock sales, reorganizations, financing, change of control, or acquisition of our company or part of it by another entity.

Third parties as required by law or court order, or when we reasonably believe such actions are necessary to (a) comply with legal obligations and lawful requests by law enforcement; (b) enforce our contract with a client or protect the safety or integrity of services; and/or (c) protect the rights, property, or personal safety of Overhorn, our clients, or others.

 

Children’s Data

We do not collect personal information about children. If we learn that we have collected or received personal information from a child, we will delete that information. If you are a parent or guardian and are aware that your child has provided us with personal information, please contact us using the contact details in the “Contact Information”.

 

Data Retention Policy

We will retain your personal information for as long as necessary to fulfill the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law. We take reasonable measures to delete or permanently anonymize personal data that is no longer needed.

 

International Data Transfers

Personal information we hold about you may be transferred to other countries outside your country of residence for any purposes described in this Privacy Policy. These countries may not have the same data protection standards as your country. International transfers of your personal data are conducted with appropriate safeguards (such as Standard Contractual Clauses adopted by the European Commission). If you would like more information about these safeguards, please contact us using the contact details below.

 

Your Rights

You may request access to, update, or correct your personal information. You also have the right to object to direct marketing. You may have additional rights under local data protection laws. For example, if your personal data is processed under the EU General Data Protection Regulation (GDPR), and processing is based on legitimate interests, you have the right to object based on your specific circumstances.

 

Your Data Control Rights

When using our services, we strive to provide simple ways to access, modify, delete, restrict, or object to the use of your personal information. These rights can be exercised by contacting us using the contact details below.

Modify or correct data: You may ask us to change, update, or correct your information in certain cases, especially if it is inaccurate.

Delete data: You may request that we erase or delete all or part of your personal information (e.g., if it is no longer necessary to provide services).

Restrict data use: You may ask us to stop using all or part of your personal information (e.g., if we no longer have a legal right to use it) or limit our use (e.g., if you believe your data is inaccurate or improperly held).

Access and/or receive your data: You may request a copy of your personal data and receive it in a machine-readable format.

Rights related to automated decision-making, including profiling: If you are a resident of the European Economic Area and we store your personal information under the GDPR, you have additional rights. If you are dissatisfied with our decision, you may also file a complaint with your national supervisory authority.

 

Security Measures to Protect Your Data

We implement security measures to prevent leaks and unauthorized access to your data. We maintain reasonable and appropriate security measures to protect personal information from loss, misuse, unauthorized access, disclosure, alteration, and destruction. Examples of such measures include physical access controls, HTTPS, limited data access, threat and vulnerability monitoring, etc. Overhorn restricts access to collected personal data only to those who have a legitimate business need. We strive to use reasonable security practices and are committed to ensuring a high level of personal data protection throughout its lifecycle—from collection to deletion.

 

Links to Other Websites

Our website may contain links to third-party websites. Following these links or enabling such 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. This Privacy Policy does not cover how your data is handled on those websites. We encourage you to review the Privacy Policies of other websites you visit.

 

Contact Information

If you have questions or complaints regarding this Policy or wish to exercise your rights, you can contact our Data Protection Officer (DPO) by sending an email or filling out the “Contact Us” form. Please feel free to contact our DPO if you have questions, concerns, or requests regarding the processing of your personal data or if you wish to exercise your rights under the GDPR.

 

Changes to the Privacy Policy

We reserve the right to modify or update this Privacy Policy at any time. We encourage visitors and clients to regularly review this page for updates to our Privacy Policy.