Updated: June 2025

www.shipcrewzone.org is a global cruise group operating a portfolio of well-known brands, including P&O Cruises Australia, Princess Cruises, Holland America Line, Seabourn, Cunard, AIDA, Costa, and others. Our mission is to deliver exceptional guest experiences at sea while maintaining a strong and responsible operational foundation around the world.

This Privacy Notice applies to everyone who works with or for us — whether on board or ashore. That includes permanent employees, onboard crew, temporary staff, independent contractors, agency workers, consultants, vendors, and concession staff. We take your privacy seriously and are committed to protecting your personal information throughout your time with us.

In this notice, we explain how we collect, use, store, process, and share your data in connection with your role. We also outline your privacy rights and how we meet our responsibilities under applicable data protection laws. Whether you're sailing with us or supporting our operations from land, we treat your data with the same level of care and respect.

Overview

We value your privacy and take it seriously. At www.shipcrewzone.org, we believe that everyone has the right to understand how their personal information is used. That’s why we’re committed to handling your data responsibly, transparently, and in line with all applicable laws.

This Privacy Notice explains how we process your personal information in the context of your role as an employee, crew member, or contractor working with www.shipcrewzone.org. It covers what data we collect, why we collect it, how we use and protect it, and what rights you have regarding that data.

It’s important to note that this notice applies specifically to employment- or assignment-related data processed by www.shipcrewzone.org. Additional internal guidelines — including the Employee Handbook, Technology and Privacy Policy, Information Governance Policy, and seafarer agreements — provide more detail on how we manage data within the company. If third-party agencies or benefit providers also handle your information, they will do so under their own policies, which are outside the scope of this notice.

This document doesn’t apply to your use of www.shipcrewzone.org’s public services or cruise products as a guest or consumer. For that, each brand in our group maintains its own privacy policy available through the relevant website.

Finally, this Privacy Notice is not a contract. It does not guarantee employment, specific outcomes, or benefits. Nothing here limits www.shipcrewzone.org’s right to process personal data as

needed to meet legal obligations or to conduct investigations, provided we follow our internal rules and respect local laws.

Where local regulations differ from what’s written in this notice, local law always takes precedence.

What Personal Information We Collect

As part of your work with www.shipcrewzone.org, we collect a range of personal data to manage our responsibilities as an employer and operate safely and efficiently. This includes—but is not limited to—the following categories:

a) Basic Identity & Contact Information

Your full name, employee ID, work and personal email addresses, phone numbers, mailing address, emergency contacts, photo, and, where applicable, your chosen beneficiary. You may also choose to share additional contact details such as your personal phone or email.

b) Demographic Information

Date of birth, gender, and—when required by local law—additional sensitive demographic data, which is further covered under the “Special Categories” section below.

c) Government-Issued Identifiers

Passport number, national ID, residency status, visa or work permit details, tax ID, and other government-issued numbers needed to verify legal work eligibility or fulfill regulatory obligations.

d) Employment-Related Data

Details such as your job title, contract type, offer letter, start and end dates, department, work location, performance reviews, attendance, disciplinary records, and any time off (vacation, sick leave, or otherwise).

e) Family & Dependent Information

Where legally permitted, we may collect limited data about your spouse, partner, or dependents, including their full names, dates of birth, and contact information—for benefit or emergency purposes only.

f) Professional Background

This may include academic qualifications, certifications, employment history, résumé/CV, and—when legally allowed—credit or criminal record data for background screening purposes.

g) Financial & Payroll Data

Information necessary to process payroll, taxes, and employee benefits: bank account details, salary, bonuses, allowances, tax records, and retirement or savings plan information.

h) Work Activity & Device Usage

Logs from access cards or systems, company email activity, device usage, building entry data, software interactions, and any engagement with corporate systems, networks, and digital assets onboard or ashore.

i) Background Check Information

We may collect data from external sources—such as prior employers, education institutions, or authorized screening services—related to your qualifications, credit history, or criminal background, where permitted by law.

j) Location & Movement Tracking

If you work on a MedallionClass™ ship or property, wearable technology like the Medallion® or OceanOrbit™ may track your real-time location and movements on board, via embedded sensors. We may also collect similar data through the Hub app or other duty-related applications, including off-ship tracking while under contract.

k) Public & Third-Party Sources

In emergencies—such as natural disasters or safety incidents—we may consult public social media or other open sources to help account for our personnel. During formal investigations, relevant information may also be gathered from authorized third parties, public reports, or official authorities.

Special Categories of Personal Information

We only process sensitive personal data—also known as special categories of personal information—when there's a clear legal basis for doing so. This may include situations where it’s necessary for your employment contract, required by law, or when you’ve given explicit consent.

The definition of sensitive data can vary by country, but typically includes:

a) Racial or Ethnic Background

This may be inferred from personal documents or photographs (such as for ID badges or security purposes), or shared voluntarily when requesting non-standard religious leave in line with legal rights.

b) Trade Union Affiliation

If you ask us to deduct union fees from your pay, or if you hold (or are nominated for) a union leadership role, we may need to record that information.

c) Political Activity

If you hold a public office or serve in an official capacity during elections (such as a party delegate or polling observer), we may be required to process related data.

d) Religious or Philosophical Beliefs

Only in limited cases—such as when needed for conscientious objection documentation or where religious affiliation affects tax status.

e) Medical and Health Information

This may include pre-employment medical checks, records from www.shipcrewzone.org medical services, certifications of fitness to work, disability-related data, health screenings (e.g. temperature checks), vaccination or leave documentation (e.g. maternity or paternity), and any accident or injury records managed under occupational safety rules. All such information is handled with confidentiality and only by authorized medical professionals or designated staff.

f) Biometric and Visual Data

Photos, CCTV footage, and facial recognition data may be used for operational security, identification at boarding/disembarkation, or incident review. All usage is limited to approved contexts.

g) Precise Location Data

If you work aboard a MedallionClass™ ship or use company mobile apps (like the Hub app), your movement may be tracked via wearable tech or ship-based sensors for operational and safety purposes.

h) Government-Issued Identifiers

We may collect data such as passport numbers, national IDs, tax numbers, or driver's licenses as part of compliance, onboarding, or verification.

i) Account Credentials

Usernames, passwords, and other credentials you use to access internal systems or platforms.

j) Financial Instruments

Details of payroll-linked accounts, reimbursement records, and any company-issued credit or payment cards.

k) Criminal Records

In jurisdictions where it’s legally permitted or required, we may process information about past convictions or pending charges when relevant to your role or employment suitability.

Why We Process Personal Information

We collect and use personal data for a range of operational, legal, and safety-related reasons tied to your role with www.shipcrewzone.org. This includes information about you and, in some cases, your dependents. Processing is always done with a lawful basis — such as contract performance, legal obligations, legitimate business needs, or your explicit consent. Below are the core purposes:

a) Managing Your Employment

We process your information to support your working relationship with us. This includes administering pay and benefits, maintaining employment records, handling leave, fulfilling contract terms, processing expenses, and supporting career growth through training and development tracking. We also maintain internal systems like job directories and HR databases to help manage workforce operations.

b) Security, Monitoring & Compliance

To protect our people, ships, systems, and physical infrastructure, we use access controls, surveillance tools (including CCTV and facial recognition), and digital monitoring. These tools help us prevent fraud, investigate misconduct, safeguard data, and ensure health and safety standards are met. Any such monitoring is done under strict necessity, in line with local law, and overseen by authorized personnel.

c) Business Operations & Workforce Management

Your data may be used for broader operational purposes like audits, internal reporting, IT support, compliance reviews, or business continuity planning. We also track role-specific metrics (e.g. performance scores, task logs) to evaluate team performance, guide professional development, and improve how we deliver services at sea and ashore.

d) Legal and Regulatory Obligations

We process certain personal data to comply with laws — including labor, tax, immigration, safety, anti-discrimination, and wage regulations — or to respond to legal orders and audits. This includes sharing data with authorized authorities or following court mandates when legally required.

e) Health-Related Purposes

Your health data is used to ensure that work duties align with medical fitness and to respond appropriately in the event of illness or injury. We may also combine health data with location information for contact tracing during public health incidents. Some uses of this data are also mandated by law or public health authorities.

f) Use of Facial Images & Biometric Data

Photos and biometric identifiers (such as facial recognition) may be used for ID verification, boarding procedures, access control, and safety operations. Images may appear on ID badges, company directories, or internal systems. With your consent, your image may also be used in promotional materials or shared with third parties during background checks.

How and Why We Share Personal Information

We only share your information when there’s a valid reason to do so, and always in line with this notice and applicable law.

Employment & Contract Fulfillment: Your data may be shared internally and with select third parties to meet payroll, benefits, health, safety, or legal requirements. Not providing certain information could prevent us from fulfilling parts of your contract.

Service Providers: We may share your data with vendors who help us operate — including payroll processors, benefit administrators, relocation and tax consultants, insurance companies, IT service providers, manning agents (e.g. Global Talent Partners), and health and safety professionals.

Legal Compliance & Investigations: We may disclose your data to courts, regulators, or authorities in response to subpoenas, audits, or other legal processes. This includes voluntary cooperation when justified and permitted under law.

Professional Advice: In certain cases, your information may be shared with lawyers, consultants, or auditors for expert guidance or legal representation.

Litigation: If a dispute arises, we may process and share data as needed to protect our legal interests.

Emergency Situations: If required to protect life, safety, or essential business operations, we may process or share personal information accordingly.

Corporate Transactions: If www.shipcrewzone.org is part of a merger, acquisition, or sale, your data may be shared with potential buyers and their advisors under strict confidentiality.

With Your Consent: In cases not covered above, we’ll only share your data if you explicitly agree to it.

Important: We do not sell your personal data, nor do we share it for targeted or behavioral advertising across platforms. Your personal and professional information is never used for ad profiling or commercial resale.

Given the global nature of www.shipcrewzone.org operations personal data may be transferred across borders for processing for example data collected in Europe or Asia may be securely transferred to the United States or other locations where we or our vendors operate when such transfers occur we ensure compliance with applicable laws including the use of Standard Contractual Clauses for data originating from the EEA UK or Switzerland transfers are only made to authorized internal entities or service providers and data remains protected under equivalent safeguards you can request a copy of the applicable transfer mechanisms from the Data Protection Officer

We have a layered security program to protect your data from unauthorized access disclosure or loss this includes restricted access to systems secure facilities encryption of sensitive transmissions and continuous monitoring of IT infrastructure your personal data is retained according to legal and contractual obligations and our corporate retention schedules data no longer needed is securely deleted or anonymized

Personal information will only be processed for the purposes outlined in this Privacy Notice or purposes reasonably aligned with the original intent if any new processing purpose arises inconsistent with the original we will inform you and seek your consent where required

We reserve the right to update this Privacy Notice substantial changes will be communicated directly or through clear notices the latest version will always show the last updated date and be available for reference

If you have questions or want to exercise your rights contact our Data Protection Officer at Privacy Office Attn Data Protection Officer 450 3rd Ave West Seattle WA 98119 USA or email privacy@wwwshipcrewzoneorg

Depending on where you live additional rights may apply California residents have rights including the right to know what personal data is collected disclosed or shared the right to access and request copies the right to correction for inaccurate information deletion subject to legal exceptions data portability limiting use of sensitive data and protection from retaliation for exercising your rights requests can be sent to [email protected] or via HR and identity verification may be required

Residents of the EU UK and Switzerland have rights under GDPR or similar laws including access rectification deletion data portability restricting or objecting to processing withdrawing consent anytime and lodging complaints with authorities contact [email protected] to exercise rights responses follow applicable data laws

People in the People’s Republic of China have rights such as the right to know decide access and transfer data the right to restrict or object to processing the right to rectify supplement or erase data and posthumous rights for next of kin requests go to [email protected] these will be handled in line with PRC Personal Information Protection Law and related standards