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Privacy policy

MY FIRST MATE PRIVACY POLICY

Last Updated: 3 November 2026

This privacy policy ("Privacy Policy") explains how we, MY FIRST MATE SINGLE MEMBER S.A., a company registered in Greece with General Commercial Registry (G.E.MI.) number 184038507000 and its registered office at 224 Syngrou Avenue, 17672 Kallithea, Greece ("My First Mate", "we", "our" or "us"), collect, use and store Personal Data that we collect or receive from or about you ("you") when you use our websites, apps and services (the "Platform", which our Terms of Service call the "Service"). We are the controller of that Personal Data.

When we use the term “Personal Data” in this Privacy Policy, we mean information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, to an individual.

We hereby inform you, and you hereby acknowledge that you have no legal obligation to provide us with any Personal data when you use the Platform, and the provision of it is solely based on your free will. However without receipt of Personal Data it may not be possible to provide you with our services, so please do not use our Platform if you do not wish to provide us with Personal Data.

Table of contents:

  1. What personal information we collect, why we collect it, and how it is used
  2. How we protect and retain your personal information
  3. How we share your personal information
  4. Your privacy rights
  5. International transfers of personal information
  6. Marketing
  7. Minors
  8. Contact us

This Privacy Policy can be updated from time to time and, therefore, we ask you to check back periodically for the latest version of this Privacy Policy.  If we implement material changes in the way we use your Personal Data, in a manner that is different from that stated at the time of collection, we will notify you by posting a notice on our Platform or by other means and take any additional steps as required by applicable law.

1. What personal information we collect, why we collect it, and how it is used

1.1. Information we collect

We can’t help you plan your sailing vacation without information, so when you use our Platform there are certain types Personal Data we ask for. In addition, we also receive information about you from others and collect information through technologies tools and third parties, all as detail below:

1.1.1. Account and Contact Details, such as your name, email address, phone number, profile picture, language, nationality and the way you signed in. If you sign in with Google, Google gives us your name, email address and profile picture.

1.1.2. Trip Planning and Usage Data, such as the itineraries and plans you create, the regions and dates of your trips, the places and itineraries you save or like, the people you share them with or invite, and your support requests.

1.1.3. Personal Data from Other Sources. We may receive Personal Data about you from others: from a skipper or crew member who adds you to a plan or invites you (for example your name, phone number, email address and date of birth); from a charter company or agent that uses the Platform for your booking (for example your booking details and the crew details it needs); and from publicly or commercially available sources. Personal Data we receive from others may be used together with Personal Data you provide. We also keep information in the regrettable case that we receive a complaint about you, for example from a charter company in the case of misconduct.

1.1.4. Technologies Data. We use cookie, pixels, tracking technologies and similar identifiers ("Technologies") to automatically collect data through the Platform, which in certain cases could be considered Personal Data. We use Technologies that are small data files placed on your device that allow us to record certain pieces of information whenever you visit or interact with the Platform. For more information about our Technologies activities please read our Cookie Policy.

1.1.5. AI Usage Data. When you use our AI features we record how much AI you have used — how many AI sessions, what each request cost in tokens, which feature asked and when. These usage records do not contain what you typed or what the AI replied; item 1.1.7 says what we keep of that. We use this only to apply fair usage limits and to prevent abuse, based on our legitimate interest in keeping these features available at a sustainable cost. If you are signed in these records are linked to your account and are removed when you delete it; otherwise they are linked to a random identifier stored in your browser. We keep usage counts for up to 400 days and per-request cost records for up to a year (the link to your account is removed after 90 days), and, to limit abuse, a one-way keyed hash of your network address — never the address itself — for seven days.

1.1.6. Country. We record the country you most likely use our Services from, derived from your nationality, your device's time zone or your IP address. We use it to understand where our Services are used and to monitor misuse of our systems, based on our legitimate interest in improving and protecting our Services.

1.1.7. Assistant Conversations and Search Text. When you use the AI assistant, we keep your conversation with it (what you wrote, what the assistant replied and which actions it ran) together with the trip plan it belongs to, so that the assistant can answer in context and so that we can show you the conversation again when you return to it. If you are signed in, only your account can open your conversations; otherwise only the browser that started one can. We delete a conversation 90 days after its last message. When you type in our search bar or send a message to the assistant, we also keep the text you typed and how we understood it for 90 days, to improve how the Platform understands requests; that record is linked to your account only if you have accepted analytics cookies, and otherwise to a random identifier stored in your browser. To understand what you typed, we send it to our AI provider, Google (the Gemini API), together with your language and the names of the regions of your trip plan and of the map area you are viewing; when you answer one of the assistant's questions in your own words, we may also send your answer with the question. We do not send your name, your account or browser identifiers, or your exact location; we replace e-mail addresses and phone numbers in the text before sending it, and we do not send requests or questions that our system recognises as being about your crew. Google processes this text on our behalf and keeps it for up to 55 days to detect abuse. To show a place you typed on the map, we may also send that text to Google Maps. Sending your text to our AI provider is necessary to answer your request, as part of providing our Services to you; we use the stored records to provide the assistant and the search and to improve them, based on our legitimate interest in providing and improving our Services. Transfers outside your country are protected as described in Section 5. We do not use this information for advertising and we do not use it to profile you.

1.1.8. Reports and Messages You Send Us. When you report a problem with a place on the map, we keep what you write, the photos you attach and, if you choose to give them, your name and email address. We use photos from these reports to correct or add to our information about places and do not publish them unless the report form told you that we may when you sent it. When you contact us, through the contact form, by email or in a WhatsApp support group with our team, we keep your messages and your contact details. When you tell us you are interested in a paid plan or join a waiting list, we keep the details you leave so that we can contact you.

1.1.9. Booking Documents. If a charter company uses the Platform for your booking, you may be asked to provide documents and details it needs, such as passport details, sailing licences, date of birth, gender and nationality, for you and your crew. We use them only to prepare that booking, and we pass them to that charter company.

1.1.10. Business Account Details. If you use the Platform for a charter company, agency or other partner, we keep your business contact details and the material you prepare for your customers.

When you give us Personal Data about other people, such as your crew, you are responsible for making sure they know how we use it.

1.2.1. We use your Personal Data as detailed in sections 1.1.1 to 1.1.3 and 1.1.8 to 1.1.10 above to provide the Platform to you, which includes: (1) creating and administering your account; (2) providing the Service and processing your requests, including planning trips, sharing itineraries and inviting crew; (3) communicating with you about your use of the Platform and for support purposes (including by e-mail, WhatsApp and on the website); (4) sending you notifications about your account, your plans and the features you use; (5) preparing your booking with the charter company you booked with, where it uses the Platform; (6) correcting and improving our information about places, using the reports you send us; (7) collecting your feedback on the Platform; (8) personalizing and customizing your experience; (9) providing support and customer service and allowing you to manage your account and settings, including deleting it; (10) sending you marketing communications, if you have consented (as detailed in section 6 below).

For these purposes we rely on the legal basis that processing your Personal Data is necessary for the performance of our contract with you, our Terms of Service. If the required Personal Data is not provided, we may not be able to provide you with the Platform or with customer service. Where we use reports to correct and improve our information about places, we rely on our legitimate interest in keeping the Platform accurate and safe. Marketing communications are based on your consent.

1.2.2. We use the Personal Data collected through Technologies (as described in Section 1.1.4 above) in accordance with the purposes outlined in our Cookie Policy. The legal basis for using Personal Data collected through essential cookies is our legitimate interest and the performance of our contract with you, as without these tools, we would be unable to provide you with access to the Platform. The legal basis for processing Personal Data collected through non-essential cookies is your consent.

1.2.3. Please note that we also use all the Personal Data as detailed in sections 1.1 above to:

1.2.3.1. Improving our services. We will anonymize, aggregate and/or de-identify part or all of your Personal Data. This data may be used for both internal and external purposes, such as analyzing and improve My First Mate Services (including through the use of artificial intelligence) and for research purposes. We may also share this aggregated information and/or disclose it to third parties without restrictions.

1.2.3.2. Litigation management. For example to take action against any identified security breach, manage any dispute or litigation and seek advice from lawyers, auditors, and other professional advisers. Regarding EU legal basis, such processing is based on our legitimate interest in defending our rights and interests.

1.2.3.3. Comply with legal and regulatory obligations. For example to perform any reporting and notifications obligations we may be subject to, to competent governmental agencies and authorities; process your requests to exercise your rights; detect, investigate, prevent, or take action against illegal activities, fraud, or situations involving potential threats to the rights. Regarding EU legal basis, such processing is based on legal and regulatory obligations to which we are subject.

In view of purposes under section 1.2.2, we rely on our (or third parties’) legitimate interest to provide and improve services and to prevent fraud and other illegal acts.

2. How we protect and retain your personal information

2.1. Security. We implement and maintain industry-standard technical, organizational and security measures designed to protect your personal information. However, please note that we cannot guarantee that the personal information will not be compromised as a result of unauthorized penetration of our servers. As the security of information depends in part on the security of the computer, device or network you use to communicate with us and on the security of the email or Google account you sign in with, please make sure to take appropriate measures to protect this information. If you have any questions about the security of your personal information, you can contact us at privacy@myfirstmate.pro.

2.2. Retention of your personal information. Your Personal Data will be stored until we proactively delete it from our records, until you delete your account, or until you send a valid deletion request, unless this Privacy Policy states a shorter period for a particular kind of data (as items 1.1.5 and 1.1.7 do). Please note that in some circumstances we store your Personal Data for longer periods of time, for example (i) where we are required to do so in accordance with legal, regulatory, tax or accounting requirements, or (ii) for us to have an accurate record of your dealings with us in the event of any complaints or challenges, and/or (iii) if we reasonably believe there is a prospect of litigation relating to your Personal Data or dealings.

2.3. Deleting your account. You can delete your account at any time from your profile menu, or by writing to privacy@myfirstmate.pro. When you do, we delete straight away your account, the plans and itineraries you created (so the people you shared them with lose access to them), your place in other people's plans, your assistant conversations, your sign-in codes, your consent records and the files that no one else holds. Records we keep for statistics, fair use and bookings are no longer linked to you, and location reports you sent lose your name and email address, while the report itself and its photos stay (see our Terms of Service). Our team then deletes your profile in our email service and any WhatsApp support group you had with us. At the same time we delete the copies of your details that we store separately from your account in protected form, such as your name and email address, except a value that another account also uses (a common first name, for example), which is then no longer linked to you. Copies in our backups are deleted as the backups expire, and we keep what section 2.2 requires us to keep.

3. How we share your personal information

We may share your personal information as follows:

3.1. Service Providers and Subcontractors. We will share Personal Data with providers that perform services on our behalf or complementary to our own, depending on each of their specific roles and purposes in facilitating and enhancing our Platform, including, without limitation: cloud service providers for hosting purposes; map, weather and location services; email and messaging providers; marketing, CRM and similar tool providers; artificial intelligence tools and features; analytics companies, to help us understand and analyze information we collect in accordance with this policy; and, if you buy a paid feature, payment processors that handle the transaction.

3.2. Governmental, Administrative or Judiciary Authorities. We will share Personal Data with the police and port police, tax authorities, health authorities and other governmental authorities, courts, banks or competent authorities, to comply with applicable laws, regulations and rules (including, without limitation, federal, state or local laws), and requests of law enforcement, regulatory and other governmental agencies or if required to do so by court order, as well as for internal compliance procedures and to protect the safety, security, and integrity of My First Mate, our Services, customers, employees, property, and the public. We may use or disclose the Personal Data we collect in order to ensure that our users are complying with all applicable aspects of our policies.

3.3. Our Group Companies. Our shareholders, any parent company of ours, and any company that controls, is controlled by or is under common control with us (our "group companies") help us run the Platform, for example with development, support and administration. We share Personal Data with them for those purposes and for internal administrative purposes, and they must protect it as this Privacy Policy describes.

3.4. Charter Companies and Partners. When a charter company or agent uses the Platform for your booking, or when you ask us to send an itinerary to a skipper or a charter company, we share the relevant Personal Data with them so that they can serve you.

3.5. People You Share With. When you share an itinerary or a plan, or invite crew to it, the people you share it with can see what you shared, including your name.

3.6. Professional Advisors. We disclose Personal Data with our lawyers, accountants, auditors and other professional advisors where necessary to obtain legal or other advice or otherwise protect and manage our business interests; We use or disclose the Personal Data to investigate, prevent, or take action regarding illegal activities, suspected fraud, cybersecurity threats, situations involving potential threats to the physical safety of any person, violations of this policy, or as otherwise required or allowed by law and regulations;

3.7. Corporate Transactions. If, in the future, we sell or transfer, or we consider selling or transferring, some or all of our business, shares or assets to a third party, we will disclose your personal information to such third party (whether actual or potential) in connection with the foregoing events (including, without limitation, our current or potential investors). In the event that we are acquired by, or merged with, a third party entity, or in the event of bankruptcy or a comparable event, we reserve the right to transfer, disclose or assign your personal information in connection with the foregoing events;

4. Your privacy rights

4.1. General Provisions. Please note that you may have certain rights regarding the manner of collection, processing, and usage of your Personal Data pursuant to applicable laws. You may have all or some of the following rights depending on your jurisdiction, and, in most cases, you can exercise them free of charge. At any time, you may contact us at privacy@myfirstmate.pro and request to know what personal data we store about you. We will consider all such requests and provide our response within a reasonable period (and in any event within any time period required by applicable law). You can also delete your account yourself, as described in section 2.3.

4.2. When you ask us to exercise any of your rights under this Policy and the applicable laws, we may need to ask you to provide us with certain credentials to make sure that you are who you claim you are, to avoid disclosure to you of personal data which is related to others that you are not authorized to receive, and to ask you questions to understand better the nature and scope of data that you request to access.

4.3. We may redact from the data we will make available to you any Personal Data related to others. In addition, we may delete your personal data without further notice if we are required to by Applicable Laws.

4.4. If you are based in the EU/EEA, you are entitled to request us to: (a) access your personal data in order to obtain clear, transparent and understandable Data on how we process your personal data and on your rights (as provided in this Policy), as well as a copy of your Personal Data; (b) rectify your personal data in case your Personal Data are obsolete, inaccurate or incomplete; (c) object the processing of your Personal Data when the processing is based on legitimate interest; (d) in certain circumstances under applicable laws, restrict the processing of some of your personal data during a limited period of time; (e) withdraw your consent when it has been obtained and processing is based on consent; (f) request data portability, meaning that you can request the transfer of the Personal Data provided by him or her to another data controller; (g) in certain circumstances you can request to delete your Personal Data; (h) lodge a complaint with your national data protection authority.

If you have a complaint about how we use your Personal Data, we would always prefer you to contact us first. However, you may also make a complaint to your local data protection authority in the EU/EEA. If you are unsure which data protection authority to contact, please contact us at privacy@myfirstmate.pro. Our lead supervisory authority in the EU is the Hellenic Data Protection Authority (www.dpa.gr).

4.5. Wherever you are based, you are entitled to request us to: review your personal data and/or update, amendment, and deletion of personal data which is incomplete or outdated, and we will respond as the law that applies to you requires.

5. International transfers of personal information

5.1. General provisions. We may store or process your Personal Data in several jurisdictions other than the country of your jurisdiction. In some jurisdictions, the level of protection of your personal data may be lower than in the country of your jurisdiction.

5.2. EEA Transfers. When we transfer personal data from within the European Economic Area ("EEA") to countries or international organizations that are based outside the EEA, the transfer takes place on the basis of an adequacy decision by the European Commission, or in the absence of an adequacy decision, other legally permitted safeguards under the GDPR, such as standard contractual clauses.

5.3. Transfers Within Our Group. Some of our group companies (see section 3.3) are based outside the EEA. When we share Personal Data with them, the transfer takes place on the basis described in section 5.2, and they protect it as this Privacy Policy describes. When a group company transfers Personal Data onward from its own country, it does so only on a basis that the law of that country permits.

6. Marketing

If you have opted in, we will notify you about offers and services that may be of interest to you and tailor content and offers for you. You may choose not to receive marketing materials using the unsubscribe link included in the marketing material, or by writing to us, and we will process your request within a reasonable time after receipt.

7. Minors

The Platform is not intended for use by minors, and you must be at least 18 years old to create an account. If you are a minor, you are required to avoid using the Platform. If for some reason you provide us with Personal Data about minors (for example, as part of crew data) please make sure you have obtained the consent of the guardian before sharing their Personal Data. In the event that we become aware that you provided Personal Data in violation of applicable privacy laws, we reserve the right to delete it. If you believe that we might have any such data, please contact us at privacy@myfirstmate.pro.

8. Contact us

For any questions, concerns, or to exercise your privacy rights, please contact us at privacy@myfirstmate.pro, or write to MY FIRST MATE SINGLE MEMBER S.A., 224 Syngrou Avenue, 17672 Kallithea, Greece.