Privacy Policy

Montec Crew Management SIA and Montec Ship Management DMCC (“Montec”) are committed to handling personal data responsibly and in accordance with applicable data protection legislation.

This privacy notice outlines Montec’s principles in collecting, using, and safeguarding personal data collected from users of our website and profiles on social media platforms, contact persons at Montec’s customers, suppliers, and other business partners, as well as data subjects which are part of a whistleblower reporting (i.e. the senders of notifications, the reported persons, and other third parties involved).

We encourage you to read this privacy notice to learn more about the ways we collect, use, disclose, and protect your personal data.

Our contact information is as follows:

Montec Ship Management DMCC
Unit No: AG-34-A, AG Tower,
Plot No: JLT-PH1-I1A,
Jumeirah Lakes Towers,
United Arab Emirates
Registration No.: JLT6330

Montec Crew Management SIA
Duntes iela 17A, Riga,
LV-1005,
Latvia
Registration No.: 40203599623

You may also contact us at privacy@montecship.com.

1. IF YOU VISIT OUR WEBSITE

Data controller
Unless otherwise informed, Montec Ship Management DMCC is the data controller in relation to the personal data collected when you visit and make use of the functions on our website.

Collection of personal data
Montec Ship Management DMCC may collect, process, and store personal data about you in the following instances:

• When you visit and browse our website
• When you communicate with Montec Ship Management DMCC through our website
• When you make use of other functions and services offered by Montec Ship Management DMCC on the website

Types of personal data
Montec Ship Management DMCC may collect, process, and store the following personal data about you:

• Name, e-mail address, and similar identification data
• Company name and company address
• Branch/business area
• Customer ID
• Content of inquiries
• IP address and device information
• Information about your usage of our websites (digital footprint)

Cookies
We use cookies on our website. Please read more about the use of cookies in our cookie policy, which is available through the small cookie icon in the lower left corner.

Purposes of the processing
Your personal data may be processed for the following purposes:

• Completion of requests received from you
• Promotional marketing in general
• General communication
• Providing support
• Product and service development
• Statistics and analysis

Legal basis
Montec Ship Management DMCC will process your personal data based on one or more of the following legal bases:

• Legitimate interests:
  • The processing of your personal data will be based on our legitimate interest in conducting statistics, analysis, marketing activities (where consent is not required), providing support as well as improving and developing our products and services (Article 6(1)(f) of the GDPR).
• Contractual obligation: The processing of your personal data will be necessary for the performance of a contract if your request concerns a contractual relationship with Monjasa and you are a one-man business (Article 6(1)(b) of the GDPR).
• Consent: If you accept our use of functional, statistical, and marketing cookies, we base the processing of your IP address, device information, and digital footprint on your consent (Article 6(1)(a) of the GDPR).

Retention period
Your personal data will be deleted when it is no longer needed for one or more of the purposes mentioned above. 

Personal data relating to statistics and analytics is deleted within 14 months. 

The personal data may, however, be processed and stored for a longer period if anonymized.

2. IF YOU VISIT OUR PROFILES ON SOCIAL MEDIA

Montec Ship Management DMCC and the individual social media are joint data controllers in the processing of your personal data. Montec Ship Management DMCC complies with the guidelines of the European supervisory authorities concerning joint controllership and Montec Ship Management DMCC attempts to ensure that you receive information on the processing of your personal data when you visit our sites on social media platforms.

This section applies to Montec Ship Management DMCC’s processing of personal data which you leave behind and/or provide when you visit Montec Ship Management DMCC’s sites on social media platforms such as Facebook (including Instagram) and LinkedIn (the “social media”). This section is a supplement to the general privacy policy issued by the social media platforms individually. Both Facebook and LinkedIn have published an addendum on the joint controllership describing the arrangement of responsibilities, which you may go to by clicking here (Facebook or LinkedIn).

Processing of your personal data through social media

Depending on your conduct on the social media sites, Montec Ship Management DMCC and the social media may retrieve the following personal data about you:

• Your “likes” or other reactions expressed on the sites
• Comments left by you on the sites
• Your visits to the sites

We encourage you to delete comments, likes, and other interactions you have left on our profile yourself if you no longer want them shown on our pages. Montec Ship Management DMCC does not delete such publicly available interactions.

Please refer to the privacy policy of the provider for each of the social media platforms for information on how long they store your personal data.

Purposes of the processing
Your personal data may be processed for the following purposes:

• Development, improvement, and protection of our products and services
• Performance of research activities and statistics

The social media collect statistical data on the visitors’ behavior for their purposes through cookies and pixels on your device when you visit the sites. Each cookie contains a unique identification code that remains active for a certain period unless it is deleted prior to the expiry of such period.

You can read more about social media’s processing of personal data by visiting their privacy policies (Facebook or LinkedIn) and cookie policies (Facebook or LinkedIn).

Legal basis
Montec Ship Management DMCC will mainly process your personal data based on the following legal basis:

• Legitimate interests: We process your personal data pursuant to our legitimate interest in being able to improve our products and services (Article 6(1)(f) of the GDPR).

Sharing of your personal data
Montec Ship Management DMCC will at no point disclose your personal data collected via social media to third parties. 

The social media may share your personal data internally among its subsidiaries and externally among its partners using analytical services, advertisers, other individuals, surveying partners and researchers and academics. Such transfers may include transfers to countries outside the EU. For more information, please refer to the social media’s terms and conditions and privacy policies linked to above.

Rights towards the social media
The social media’s general set-up dictates that you must contact the social media in question if you wish to exercise your rights. This is owing to the fact that only social media are, in purely functional terms, capable of taking the steps necessary to comply with most of your requests. If, however, you are of the opinion that Montec Ship Management DMCC is capable of complying with your request, please do not hesitate to contact us.

3. IF YOU ARE A CONTACT PERSON AT OUR CUSTOMERS, SUPPLIERS, OR OTHER BUSINESS PARTNERS

This section sets out the policy of Montec’s processing of personal data collected from owners of sole proprietorships or contact persons at our customers, suppliers, and other business partners who collaborate with Montec.

Data controller
Unless otherwise informed, the Montec entity and your company (or your employer) concludes an agreement with, collaborates with, or corresponds with is the data controller in relation to the personal data collected. Contact information for the respective Montec entities is available in the introduction of this privacy policy.

Collection of personal data
Montec may collect, process, and store personal data about you in the following instances:

• When your company or the company you are employed with enters into an agreement with a Montec entity, including buying services offered by Montec
• When you have shown an interest in Montec’s products or services, e.g., by providing your business card to Montec
• When you participate in customer satisfaction surveys
• When you fill in HSEQ event reports
• When you make use of Montec’s website and portals
• When you collaborate and communicate with Montec
• When you visit our physical addresses

Types of personal data
Montec may collect, process, and store the following personal data:

• Name, e-mail address, telephone number, and similar identification data
• Individual data, such as preferred language
• Organizational data, such as company name, company address, job position, business area, primary work location, and country
• Contractual data, such as purchase orders, invoices, contracts, and other agreements between your company (or your employer) and Montec, that may include e.g., your contact information
• Financial data, such as payment terms, bank account details, and credit ratings
• IT-related data, such as logs about your usage of Montec’s website
• Information provided when you visit our physical addresses, e.g., registration of visitors or recordings from video surveillance

Such information may be provided directly by you (primarily via emails and other correspondence) or by a third party such as your employer.

Purposes of the processing
Your personal data may be processed for the following purposes:

• Generally, to plan, perform, and manage the business relationship, including any contracts
• Administration, such as processing payments (including the collection of outstanding invoices), evaluation of credit ratings, performing accounting, auditing, billing activities, arranging shipments and deliveries, as well as providing support services
• Ensuring security on our physical addresses
• Completion of requests received from you
• General, including promotional, communication
• Evaluation and development of our services, including statistics and analytics
• Compliance and regulatory purposes, such as fulfilling our legal and compliance-related obligations to prevent illegal activity
• Dispute handling

Legal basis
We will mainly process your personal data based on the following legal bases:

• Contractual obligation: The processing of your personal data to administrate, plan, perform and manage our business relationship and complete your requests will, if you act as a one-man business, be necessary for the performance of a contract (Article 6(1)(b) of the GDPR).
• Legitimate interests: We may process your personal data pursuant to our legitimate interest in managing daily operations according to lawful and fair business practices, including planning, performing, and managing the business relationship or our legitimate interest in e.g., fulfilling our contractual rights and obligations with our company, conducting credit ratings, statistics, analysis, customer satisfaction surveys, marketing activities (where consent is not required), providing support, as well as improving and developing our products and services (Article 6(1)(f) of the GDPR).
• Legal claims: The processing may also be necessary to prevent fraud or establish, exercise, or defend legal claims (Article 6(1)(f) of the GDPR).
• Legal obligation: The processing of your personal data will, in some cases, be necessary to comply with legal obligations, such as our obligations to prevent illegal activity (Article 6(1)(c) of the GDPR).

Retention period
Your personal data will be deleted when it is no longer needed for one or more of the purposes mentioned above. 

However, subject to other requirements under local law, the following retention periods apply:

• Personal data included in accounting records is kept for 5 years from the end of the financial year to which the records relate.
• Personal data contained in customer satisfaction surveys will be deleted within 5 years.
• Personal data contained in HSEQ event reports will be deleted within 5 years.
• Personal data collected in connection with business, support, or other commercial activities will be stored as long as such data is relevant for the handling and monitoring of the issue in question. The retention period will typically be commensurate with the period laid down in the rules on the limitation of legal claims or the duration of our business relationship.

The personal data may, however, be processed and stored for a longer period of time if anonymized or if we are obliged to do so according to law.

4. GENERAL INFORMATION APPLICABLE FOR ALL INDIVIDUALS COVERED BY THIS PRIVACY NOTICE

Disclosure to other data controllers and transfer to data processors

To meet the purposes mentioned above we may give third parties, who provide relevant services on basis of a contractual relationship with Montec, access to your personal data, including providers of e.g. IT services, ERP systems, invoicing systems, marketing services, website analytics, IT support, IT service development as well as digital developers, e-mail operators, hosting providers and other suppliers providing systems or services to us. Such service suppliers may only process personal data on behalf of Montec and in accordance with our instructions.

Your personal data may be disclosed to accountants. Under certain circumstances it may also be necessary to disclose your personal data to lawyers, courts, public authorities, the police and potential buyers.

In connection with Montec’s development, the company structure may change, e.g. through a full or partial sale of Montec. In case of a partial hand over of assets containing personal data, the legal basis for the related disclosure of personal data is, as a general rule, our legitimate interest in handing over parts of its assets as well as making commercial changes. 

If your personal data is transferred to data processors or data controllers established in countries outside the EU/EEA which do not have an adequate level of protection, such transfers will in general be based on the Data Privacy Framework or EU Commission’s Standard Contractual Clauses which you have a right of access to. If you have any questions about the tools for transfers to countries outside the EU/EEA please contact us at privacy@montecship.com.

Protection and Security
Montec uses a variety of security safeguards to protect customer data and personal information from disclosure. These security safeguards are designed to prevent unauthorised access, improper use or disclosure, unauthorised modification and unlawful destruction or accidental loss of personal data.

Your rights

• You have the right to access the personal data we process about you
• You have a right of objection towards our collection and further processing of your personal data
• You have the right to have your personal data rectified and deleted, with certain national statutory exceptions
• You have the right to request us to restrict the processing of your personal data
• Under certain circumstances you may also request to receive a copy of your personal data as well as the transmission of your personal data which you have provided us with to another data controller (data portability)
• You may at any point withdraw the consents that you have given.

Questions or complaints
If you have any questions in relation to this privacy notice or if you wish to make a complaint in connection to our processing of your personal data, please contact us as described in the introduction of this privacy policy.

If you wish to proceed with the case, you can send your compliant to the supervisory authority in your country. A list of European supervisory authorities is available here.

Latest update 28 January 2025.