Privacy Notice

Who we are

Captain OS provides charter booking and billing software. For the account data described below, Captain OS is the data controller — we decide what is collected and why. For the angler, crew, and booking records that a captain enters into their own account, the captain is the controller and Captain OS acts as a processor on their behalf.

What we collect and why

• Account details — name, captain name, charter name, email address, phone number, home port, and login credentials. Used to create and secure your account and to provide the service. Legal basis: performance of our contract with you.
• Subscription and plan data — which plan you are on, plan changes, and subscription status. Used to give you access to the features you pay for. Legal basis: contract performance.
• Business content you enter — bookings, customer records, deposit settings, blackout dates, and notes. Used solely to operate the service for you. Legal basis: contract performance.
• Support messages — what you send us when you ask for help. Used to answer you and improve the product. Legal basis: contract performance and our legitimate interest in supporting customers.
• Technical and usage data — IP address, device and browser information, log data, and feature usage. Used for security, fraud and abuse prevention, debugging, and product improvement. Legal basis: legitimate interests, and legal obligation where we must keep records.

Payment card details are collected and processed by Paddle, not by Captain OS. We never see or store your full card number.

Who we share data with

• Service providers and subprocessors — hosting, database, authentication, error monitoring, and messaging providers that run the service on our behalf, under contract and only on our instructions.
• Paddle.com, our Merchant of Record — for sale of the subscription, checkout, subscription management, payments, invoicing, tax compliance, and billing support.
• Professional advisers — legal and accounting advisers where necessary.
• Authorities — where we are required to disclose data by law or to protect our legal rights.

We do not sell personal data.

How long we keep it

We keep account and business data for as long as your account is active. After you close your account we keep it for a limited wind-down window so you can export or reactivate, then delete or anonymise it, except where we must retain records longer for tax, accounting, or legal reasons. Technical logs are kept for a short period and then rotated out.

Security

We use appropriate technical and organisational measures to protect personal data, including encryption in transit, database-level access rules that restrict each captain's records to their own account, hashed credentials, and limited internal access on a need-to-know basis. No system is perfectly secure, so we also work to detect and respond to problems quickly.

Cookies and similar technologies

We use essential cookies and local storage to keep you signed in and to keep the app working — these cannot be switched off without breaking the service. If we add analytics or marketing cookies we will ask for your consent first and give you a way to change your preferences. You can also clear or block cookies in your browser settings.

Your rights

Depending on where you live, you may have the right to access the personal data we hold about you, correct it, delete it, restrict or object to how we use it, receive a portable copy, and withdraw consent where we relied on it. You can also complain to your local data protection authority. To exercise any of these rights, contact Captain OS support and we will respond within the time required by law — normally within one month.

International transfers

Our providers may process data outside your home country, including in the United States. Where data leaves the UK or EEA we rely on appropriate safeguards such as standard contractual clauses or an adequacy decision.

Changes to this notice

If we make material changes to this notice we will update the date at the top and, where the change is significant, notify subscribers directly.