Legal
Privacy policy
PortOps is a maritime operations platform provided by Saxum Technologies (“we”, “us”). This policy explains what personal data PortOps handles, why, where it is kept and the choices you have.
Who is responsible for your data
PortOps is used by companies such as port agencies. The information a company and its staff put into PortOps belongs to that company: the company decides what is entered and who may see it, and we process it on its behalf under our agreement with it. If you are a member of a company workspace, questions about that information are best directed to your company first.
We are responsible for the data we handle for our own purposes: this website, requests for access, managing customer accounts and billing, and keeping PortOps secure.
What we collect
- Account details: your name, username, contact email address, the companies and roles you belong to, and records of sign-ins. Passwords are stored only as secure hashes by our authentication provider.
- Work your company records: port calls, vessels, clients and their contacts, tariffs, quotations, invoices and other finance documents, notes, tasks and the documents your company uploads.
- Crew changes: details of seafarers needed for crew changes and letters of guarantee, such as names, nationality, date and place of birth, rank, and the number, issuing state and dates of their passport, seaman’s book, visa or medical certificate. Scanned documents are read in your browser and the files themselves are not stored, only the values your staff confirm.
- Connected mailboxes: described in the next section.
- Requests for access: the company name, contact name, email address, phone number, country, website and message you send us.
- Security and technical records: a log of actions taken in PortOps (who did what, and when), and the request logs our hosting providers keep, which include IP addresses and browser details.
Microsoft 365 and Outlook mailboxes
A member can connect a Microsoft 365 or Outlook mailbox so that PortOps can show correspondence alongside the work it relates to and send email on their behalf. This only happens when they choose to connect and approve Microsoft’s consent screen, and only for mailboxes on the email domains their company has on record. The mail of a member’s own mailbox is visible in PortOps only to that member and their company’s administrators. PortOps asks Microsoft for permission to:
- sign you in and read your basic profile (name and email address);
- keep access while you are away, so new mail keeps arriving;
- read mail in the connected mailbox, or in a shared mailbox you have access to;
- send mail from that mailbox when someone in your company asks PortOps to.
For each message we keep the subject, sender and recipients, dates, a short preview of the text, the folder, and whether it has been read or has attachments. The credentials Microsoft issues are encrypted before they are stored, with keys kept outside the database.
We use mailbox data only to provide these features to your company. We never send email unless a person in your company asks PortOps to, we do not use mailbox data for advertising, we do not sell it, and we do not use it to train AI models.
You can withdraw access at any time from your Microsoft account: for a work or school account at myapps.microsoft.com, and for a personal account at account.microsoft.com under Privacy, Apps and services. PortOps then stops receiving new mail. Messages already received stay in your company’s workspace until your company deletes them or ends its use of PortOps; ask your company administrator or write to us to have a connection removed.
The PortOps add-in for Outlook reads the email you have open only when you ask it for suggestions, and does not store the email.
AI features
PortOps’s AI features are optional and switched off for each company until an administrator turns them on. They use Claude, provided by Anthropic. When you use one, we send Anthropic only what that feature needs: your question and the records the assistant reads to answer it, a crew document you ask it to read, the email you ask it to analyse, or the vessel name or IMO number you ask it to look up on the web. Anthropic processes this to produce the answer and, under its commercial terms, does not use it to train its models. AI answers can be wrong, so PortOps asks you to check them before they are saved.
How we use data
- to provide PortOps and the features your company uses;
- to keep PortOps secure, prevent misuse and investigate problems;
- to respond to requests for access and to support requests;
- to manage customer accounts, plans and invoices;
- to meet our legal obligations.
We do not sell personal data and do not use it for advertising. PortOps uses only the cookies and browser storage it needs to work: keeping you signed in, protecting connections to other services, and remembering your display preferences. It uses no advertising or tracking cookies.
Where data is kept and who helps us
PortOps’s database and application servers run in Frankfurt, Germany. We use these providers to run it:
| Provider | What for |
|---|---|
| Supabase | Database, sign-in and file storage (Frankfurt) |
| Vercel | Hosting the application (Frankfurt) |
| Cloudflare | Domain name service and network protection |
| Our email delivery provider | Invitations, password resets and notifications |
| Microsoft | Connected mailboxes and the Outlook add-in, when your company uses them |
| Anthropic | AI features, when your company turns them on |
| Xero, Intuit QuickBooks, Sage | Accounting connections, when your company sets one up |
Some of these providers may process data outside the European Economic Area, for example in the United States. Where they do, the transfer is covered by safeguards recognised in data protection law, such as the European Commission’s standard contractual clauses.
How long we keep data
Company information is kept while the company uses PortOps, and returned or deleted when its agreement ends, as that agreement sets out. Account details are kept while the account is active. Requests for access are kept as long as we need them to respond and follow up. Security records are kept as long as they are needed to protect PortOps and to meet legal obligations.
How we protect data
Connections to PortOps are encrypted. Each company’s information is kept apart by access rules enforced in the database itself, staff see only what their role allows, credentials for connected services are encrypted, and important actions are logged.
Your rights
Depending on where you are, you may have the right to ask for a copy of your personal data, to have it corrected or deleted, to restrict or object to its use, and to receive it in a portable form. For information your company keeps in PortOps, contact your company, or write to us and we will help it respond. You can also complain to the data protection authority in your country.
PortOps is a service for businesses and is not intended for children.
Changes and contact
We will update this policy when PortOps changes, and show the date of the latest version at the top. Write to us at admin@port-ops.com with any question or request about your data.