Privacy policy.

At Pinpoint Earth, we are committed to protecting your privacy and ensuring the security of your personal data. We are committed to protecting the confidentiality of your personal information and to ensuring that it remains secure. This Privacy Policy explains how we collect, use, and protect your personal information.

Pinpoint Earth Website 

Collection of Personal Information

We collect personal information such as your name, email address, and other contact details when you provide them to us. We may also collect information about your use of our website and services, such as your IP address, the pages you visit, and the actions you take on our website.

Use of Personal Information

We will only use your personal information for the purposes of conducting business with you and improving our services. This may include sending you emails, newsletters, or other communications about our products and services. We will never share your personal information with any other party without your explicit consent, unless required by law.

Security of Personal Information

We take all reasonable steps to protect your personal information from unauthorised access, use, or disclosure. We use industry-standard security measures, including encryption and secure servers, to protect your personal information.

Your Rights

You have the right to access and correct any personal information we hold about you. You may also request that we delete your personal information at any time. To exercise these rights, please contact us using the contact details below.

CRM Data Handling

At Pinpoint Earth, we use HubSpot as our Customer Relationship Management (CRM) system to manage our interactions with clients and prospects. This section outlines how we collect, use, and protect data within our CRM system.

Collection of CRM Data

We collect and store the following types of information in our CRM:

  • Contact information (e.g., name, email address, phone number, company name)

  • Communication history (e.g., emails, phone calls, meetings)

  • Sales-related data (e.g., quotes, proposals, contracts)

  • Customer service interactions and support tickets

  • Marketing preferences and engagement data

Use of CRM Data

We use the data stored in our CRM for the following purposes:

  • To provide and improve our products and services

  • To communicate with clients about their accounts and services

  • To send marketing communications (subject to your preferences)

  • To analyze and improve our sales and customer service processes

  • To comply with legal and regulatory requirements

Data Security in CRM

We take the security of your data in our CRM seriously. We implement the following measures:

  • Access to our CRM is restricted to authorized personnel only

  • We use strong authentication methods for CRM access

  • Data is encrypted in transit and at rest

  • We regularly review and update our CRM security practices

Data Retention in CRM

We retain your data in our CRM for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required by law. You may request the deletion of your data at any time, subject to any legal obligations we may have to retain certain information.

Your Rights Regarding CRM Data

You have the right to:

  • Access the personal data we hold about you in our CRM

  • Request corrections to any inaccurate data

  • Opt-out of marketing communications

  • Request the deletion of your data, subject to any legal retention requirements

To exercise these rights, please contact us at privacy@pinpoint.earth.

Third-Party CRM Provider

Our CRM system is provided by HubSpot, a third-party service provider. HubSpot's use of your personal data is governed by their own privacy policy, which can be found at https://www.hubspot.com/.

International Data Transfers

As we use a cloud-based CRM system, your data may be transferred to and stored in countries outside of your home country. We ensure that any such transfers comply with applicable data protection laws and that appropriate safeguards are in place to protect your data.

Pinpoint Nexus VMS Software 

This privacy policy section outlines how we collect, use, store, and safeguard your information when you use our Pinpoint Earth Nexus Vessel Monitoring System (VMS) software.

We collect and use the following types of information:

Account Information

  • Email address, name

  • Optional profile details: GitHub connection, Google connection, Profile Image

  • Used for account authentication, software updates, and customer support

Vessel and Fleet Data

  • Real-time vessel locations, historical routes, and VMS health statistics

  • Used for tracking, monitoring, reporting, and regulatory compliance

Usage Analytics

  • Non-personal, aggregated data about software usage and device information

  • Used to improve functionality and user experience

Browser Session Data

  • Chronological events during user sessions (page loads, interactions, etc.)

  • Used for security, troubleshooting, and user experience optimization

Browser Session Monitoring

  • Sessions are monitored for security and user experience purposes

  • Users can view and manage active sessions across devices

  • Option to log out of individual or all sessions simultaneously

Data Security and Sharing

  • We implement advanced encryption, secure storage, and strict access controls

  • Data is shared only with trusted service providers and when legally required

  • We do not sell your personal data

Your Rights and Choices

  • Access, correct, or request deletion of your personal data

  • Opt-out of marketing communications and detailed session tracking

  • Manage cookie preferences through browser settings

Data Retention

  • VMS Data: To comply with maritime regulations and provide historical tracking capabilities, vessel monitoring system (VMS) data is stored indefinitely in secure cloud storage. This data remains accessible to authorized users unless explicitly deleted by your organization's Super Administrator.

  • Session Data: Browser session data is retained for 2 hours, after which it is automatically deleted.

  • Account Information: We retain your account information for as long as your account is active or as needed to provide you services. If you choose to delete your account, we will delete your account information within 30 days, except where we are required to retain it for legal or regulatory compliance.

  • Right to Erasure: In accordance with GDPR and other applicable data protection laws, you have the right to request the deletion of your personal data. However, please note that certain data, including VMS data, may be exempt from such requests due to legal or regulatory requirements for record-keeping in the maritime industry.

  • Data Deletion Process: To request deletion of your data, please contact your organization's Super Administrator. For account deletion or other data-related requests, please contact us at privacy@pinpoint.earth 

Legality in the EU

  1. Under GDPR, indefinite retention of VMS data can be legal if you have a legitimate reason, which in this case would be compliance with maritime regulations and providing essential services to your clients.

  2. However, you should:

    • Clearly state the purpose and legal basis for retaining this data indefinitely.

    • Implement appropriate security measures to protect the data.

    • Ensure that only necessary data is retained and that it's not used for purposes incompatible with the original collection purpose.

    • Provide a mechanism for data subjects to request access, correction, or deletion of their data, even if you can't always comply due to legal obligations.

  3. Add a section explaining the legal basis for processing:

Legal Basis for Processing

We process your personal data on the following legal grounds:

  • Contractual necessity: To provide you with our VMS services as per our agreement.

  • Legal obligation: To comply with maritime regulations and other applicable laws.

  • Legitimate interests: To improve our services and ensure the security of our platform.

  • Consent: Where applicable, based on your explicit consent.

Remember to consult with a legal professional familiar with EU data protection laws to ensure full compliance with GDPR and other relevant regulations.

By using Pinpoint Earth Nexus, you consent to the data practices described in this user manual. We encourage you to review this manual and policy regularly for any updates or changes

Updates to Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. We will post the revised Privacy Policy on our website and update the “Last Updated” date at the top of the page.

Privacy Policy Questions: Contact Us

If you have questions about our privacy practices, please contact us at privacy@pinpoint.earth .