Privacy notice

1. What we collect

• Your account: name, email and phone number, and your password if you set one (stored only as a secure hash).
• Your boat: name, type, length, marina and berth.
• Photos: a photo of your boat if you or our crew add one, shown only to you and to the staff who look after your marina, and photos of marinas that we show on the site.
• Your visits: the schedule, requests to move a cleaning, hull films and the operator’s notes.
• Club replies, including the number of guests, and any review you write.
• Payments: payment status and invoices. Card and other payment details are handled by our payment processor; we never see or store your card number.
• Messages from the contact form, on any topic: your name, email, phone if you give it, marina and message. We keep them as enquiries in our customer records so the team can reply and follow up.
• Callback requests: your name, phone number, what you tell us about yourself and your consent to be called. When AI calling is enabled and our AI assistant makes the call, we also keep a short summary, the end of the transcript, how the call ended and how long it lasted.
• Sign-in codes: when you ask for one, we send it by text message or, when email sending is enabled, by email. The code itself is never stored in readable form.
• IP addresses, used to limit repeated requests and keep the service secure. Where we store one, for example with a callback request, it is kept only as a one-way hash.

2. Why, and on what basis

• To provide the cleaning, the plan and the club you booked (performance of a contract).
• To keep accounting records (legal obligation).
• To answer your messages and call you back when you ask us to (steps you ask for before a contract, and our legitimate interest in replying).
• To alert our team to new bookings, messages and callback requests, to organise the crew’s work and to keep the service secure (legitimate interests).

3. Who processes it for us

• Stripe (payments by card and other methods, and invoices).
• Telnyx (sign-in codes by text message and, when AI calling is enabled, the phone line for callback calls).
• ElevenLabs (the AI voice assistant that makes callback calls when AI calling is enabled; it processes the call audio and produces the transcript and summary).
• Resend (email, when email sending is enabled: sign-in codes, booking confirmations, film notices and alerts to our team).
• Telegram (our staff tools: alerts to the team about new bookings, messages and callback requests, and the staff bot through which operators send hull films, photos and expense receipts, which are then stored on Telegram’s servers).
• Vercel (website hosting) and Neon (database), in the EU where available.

4. How long we keep it

• Account, boat and visit data, including boat photos and operator notes: while you have a plan or an upcoming cleaning, and for two years after your last cleaning.
• Hull films: while you have a plan, then one year.
• Invoices and payment records: as long as Portuguese accounting law requires.
• Contact form enquiries and callback requests, with any call summary and transcript and the hashed IP address: two years after our last contact with you.
• Sign-in code records: 30 days. A code stops working after a few minutes.
• Club replies and reviews: while you have an account, or until you ask us to remove them.
• Films, photos, receipts and alerts in our staff Telegram chats: up to two years.

5. Cookies

We use only essential cookies: one keeps you signed in to your account, one keeps our staff signed in, one remembers which country a staff member is working on, and one remembers your language. We don’t use analytics or advertising cookies.

6. Your rights

You can ask to see, correct, delete or export your data, or object to how we use it, by writing to hello@cleanboat.pt. You can also complain to the Portuguese data protection authority, the CNPD (cnpd.pt).