This notice explains how Global Maritime Certification Ltd ("GMC") receives, handles, stores and deletes the personal documents provided to us in connection with maritime certification and endorsement services.
1. Our website does not provide document upload functionality
globalmaritimecertification.com is an informational and promotional website. It does not provide a document-upload system, client portal or client login area.
You are not asked to upload passports, medical certificates, Seaman's Books or other sensitive documents directly to our website.
2. How we receive and handle your documents
Our usual process is as follows:
- Initial contact. You may contact us through WhatsApp or another contact method provided on our website. We explain the requested service, documentation requirements, fees and payment arrangements.
- Document submission. Once the service has been confirmed, you will normally be asked to send the required documents by email to info@globalmaritimecertification.com.
- Secure cloud storage. Documents received for processing are transferred to a dedicated Microsoft OneDrive folder created for the relevant client and service.
- Restricted access. Where a document folder is shared with the client, access is configured to be limited to the client and authorised GMC personnel. We do not use public document folders for client documentation.
- Payment. Payments are handled separately by bank transfer. Bank details and payment instructions are provided to the client by email. Payment information is not stored in the client document folder.
- Completion and deletion. Once the requested certification or endorsement has been completed and the final documents have been provided to the client, the working documents stored in the client folder are deleted.
Documents are normally deleted within 15 days of completion and, in any event, no later than 30 days, unless a longer retention period is required by law or is reasonably necessary for the establishment, exercise or defence of legal claims.
3. Security measures
GMC applies appropriate technical and organisational measures designed to protect client documents against unauthorised access, loss, alteration or disclosure.
These measures include:
- using a dedicated cloud-storage folder for each client or case;
- restricting access to authorised GMC personnel;
- avoiding public sharing of client document folders;
- using appropriate access permissions when sharing documents with clients;
- limiting access to documents to those necessary for the provision of the requested service; and
- deleting working documents when they are no longer required, in accordance with our retention policy.
Where OneDrive sharing is used, GMC will use appropriate sharing permissions, such as access for specific people, rather than unrestricted "Anyone with the link" access, where supported by the account configuration. Microsoft states that "Specific people" sharing can restrict access to the people specified.
4. What we ask from clients
For your own security, please:
- send documents only to the email address confirmed by GMC;
- do not send passports, medical certificates or other sensitive documents through unofficial communication channels;
- do not forward or share any private document link provided to you by GMC;
- provide only the documents required for the requested service; and
- notify us promptly if you believe that your documents or access link may have been accessed by an unauthorised person.
5. Retention and deletion
GMC aims to retain client documents only for as long as they are necessary to provide the requested service.
Working copies of client documents are normally deleted within 15 days after completion of the service and no later than 30 days, subject to any legal or regulatory requirement to retain particular information or any legitimate need to retain information for the establishment, exercise or defence of legal claims.
Certain limited business records, such as client contact details, service records, invoices and payment records, may be retained for longer periods where required for accounting, tax, legal, regulatory or legitimate business purposes.
6. Personal and health information
Documents provided to GMC may include personal information such as identification details, passport information, Seaman's Book details, certificates, employment or sea-service information and, where required for the requested service, medical documentation.
Medical documentation may contain information concerning an individual's health. Health information is treated as special category data under the UK GDPR and requires additional protection.
GMC only requests and processes such information where it is necessary for the requested maritime certification, endorsement or related service and handles it in accordance with its Privacy Policy and applicable data protection requirements.
7. Related policies
This notice should be read together with our:
8. Contact
If you have questions about how your documents are handled, or wish to exercise your applicable data protection rights, please contact:
Global Maritime Certification Ltd
Company No. 17461578
71–75 Shelton Street
Covent Garden
London WC2H 9JQ
United Kingdom