Chief Engineer Pro ("we", "us") respects your privacy. This Privacy Policy explains what personal information we collect, why we collect it, how long we keep it, who we share it with, and the rights you have over it.
This policy covers our website (chiefengineerpro.com), our member portal, and our apps, including eORB (electronic Oil Record Book) and Fuel CEP, wherever they collect your information.
We handle your information under the Philippines Data Privacy Act of 2012 (Republic Act 10173). If you are in the European Economic Area or the United Kingdom, the GDPR also applies to you; if you are in California, the CCPA also applies to you (see "International Users").
Information We Collect
Depending on how you use our products, we may collect:
- Account and profile details you give us: name, email address, mobile number, sea rank (current and target), company or vessel, vessel type, years at sea, and birth year or age.
- Payment details: when you buy a product, our payment partners collect your card or e-wallet details directly. We receive a confirmation and limited details (such as your name, email, amount, and a reference number). We do not see or store your full card number.
- Ship papers you send for the ship setup service: the certificates, tank tables, engine papers, delivery notes, lab reports, noon reports and maintenance lists you upload on the ship setup page, with your name, rank and email. Some of these papers carry other people's names (for example a surveyor, a supplier or the ship's officers). We use them only to set your ship up in our apps, keep them in our private store, and delete them 12 months after your ship is set up, or sooner if you ask.
- Documents you upload: if you use the document tracker, we store the certificate images and details you add (document type, number, and expiry date) so we can show them back to you and remind you before they expire.
- App and license data: for eORB and Fuel CEP, we collect the email tied to your license key, activation and device identifiers used to unlock the app, and your entitlement status.
- eORB activity record: the eORB app keeps a record of what happens inside it, so that when something goes wrong we can see what happened and help you fast, instead of guessing. It records: the app version, your device and operating system type, a device identifier, your license email, which screens you open, error reports, whether backups and restores succeed, and for each Oil Record Book entry its code, operation, date and time, the names of the tanks it uses, and each tank figure before and after. It also records a tank figure when it changes by a sounding, by a figure set by hand, or by a deleted entry, and the ship's name and tank figures once a day when the app opens. The app checks its own figures after each entry and records it when a tank did not change by the entry's amount. It is sent to us when you are online. Lines not yet sent stay on your device until they are sent, unless the device runs short of space: then the app warns you and offers to save them to a file, and after that the oldest are removed first, so your Oil Record Book always has space. Lines already sent are kept on your device for up to 90 days. With the Send To Support button you can also save it to a file and email it to us. We never collect the crew names, remarks, signatures or photos in your Oil Record Book.
- App health and usage data for Fuel CEP: simple technical information about how the app runs, such as the app version, your device and operating system type, a device identifier, whether backups and restores succeed, which screens are opened, and error reports when something goes wrong. It also keeps daily totals and sends them with your license email when the app opens, every 30 minutes and when you leave the app: how often and how long the app was used, which screens were opened and how many records of each kind were saved (never the figures, tanks, ports or words in them).
- Fault records: our apps keep a short record on your device of the screens you open, the buttons you tap, the app's messages, your choices and any error or frozen screen, for up to the last 30 minutes (at most 500 steps), with the time of each step, where in the app an error happened, files you picked (how many, kind and size only, never what is in them) and internet calls that failed or were slow (the app's address, the answer code and the time taken). In Fuel CEP it also holds the figures you type and the choice you pick from a list. In eORB it never takes a figure, a date or any word from the boxes of your Oil Record Book: a box shows only as filled or empty. The record leaves your device only when you press Send in Report a problem, or, if you said yes to "Help us fix faults fast", by itself after an error, a frozen screen or repeated taps (at most once in 10 minutes). With no internet, up to 3 reports wait on your device and go when the internet is back, even if you said no later (then without your name, rank, email, ship or typed words). Only if you said yes, a report is also sent with your name, rank, email and the name of the ship you have open, so we can reply to you (in eORB from version 2.0.57); in Fuel CEP, only with your yes, it also holds the other words you type in the boxes (without your yes they are hidden). eORB never sends your licence details. If you say no, or untick it later, your name, rank, email, ship and the words you typed in the boxes are taken out, also from reports still waiting to send; the app's own words on screens, buttons and messages stay, and so does a note you wrote in Report a problem. That note is sent up to 600 letters (an email address in it may go, so we can reply). The app tries to hide a password or licence code in it, but cannot catch every way of writing one, so please do not write a password or licence code in it or anywhere else. Password boxes and licence code boxes are never kept. Device details go with it: a short code for your device, the app version, phone or computer or USB, the type of device and browser, whether the app is on the home screen or in the browser, the language, the screen size and which way it is turned, the memory, the number of processor cores, the internet status, the space the app uses on your device and the space your device allows it, and your time zone. It goes, through our website or directly, to our own automation service (n8n, hosted by Hostinger), then to our support chat on Telegram and our support folder on Google Drive, and is used only to find and fix faults and to reply to you. You can say no at any time from Report a problem.
- Usage and analytics data: pages you visit, the links you came from, your browser and device type, and your IP address, collected through cookies (small files saved on your device) and similar tools. This includes Google Analytics (GA4) and the Meta Pixel. For advertising measurement, Meta may receive a scrambled (hashed) version of your email or phone number.
- Your agreement to the Licence: when you agree to our Licence we record that you agreed, the date and time, which version of the Licence you were shown, a fingerprint of those exact words, how we confirmed it was you (for example, that you were signed in to your account), and a list of what your account owned at that moment. We keep this as proof of an agreement you made with us. We do not collect a signature image, and we do not ask you to type your name.
- Messages you send us: support requests, chat messages, and bug or help reports.
How We Use Your Information
We use your information to:
- Give you access to the products, licenses, and downloads you bought.
- Process your payments and confirm your order.
- Run features you asked for, such as document-expiry reminders.
- Answer your questions and provide support, including looking at your eORB activity record when you report a problem.
- Find wrong figures early, for example a tank that did not change after an entry, and fix the app before it affects more records.
- Keep our products working, secure, and improving.
- Measure how our website and ads perform.
- Send you service messages and product updates.
- Meet our legal, tax, and record-keeping duties.
We do not sell or rent your personal information.
Why We Are Allowed To Use It (Legal Basis)
Under the Data Privacy Act (and the GDPR where it applies), we rely on: your consent (for example, for advertising and analytics cookies); the performance of our contract with you (delivering what you purchased); our legitimate interest in keeping the service secure and improving it; and compliance with the law (such as keeping transaction records). The eORB activity record rests on our contract with you (working software and support) and on our legitimate interest in finding faults before they affect your records.
You can withdraw your consent at any time. Advertising and analytics cookies load only after you accept them in our cookie banner (see below).
Cookies, Analytics, and Advertising
Essential cookies keep the site working (for example, keeping you logged in). Analytics and advertising cookies, Google Analytics (GA4) and the Meta Pixel, help us understand traffic and measure our ads. These non-essential cookies run only after you accept them in the cookie banner shown on your first visit. You can change your choice at any time by clearing your browser storage for this site, and the banner will appear again.
Who We Share It With
We share personal information only with the service providers that help us run our products, and only as needed. These include:
- PayMongo and Gumroad, to process payments and deliver purchases.
- Meta Platforms, for advertising and measurement (Meta Pixel and Conversions API).
- Google, for website analytics (GA4).
- Supabase, secure database and storage for your account and documents.
- n8n (self-hosted on Hostinger), to run our automations, such as sending reminders and confirmations.
- Telegram and Google Drive (Google), where fault records from our apps reach our support chat and our support folder.
We may also share information when the law requires it, or to protect our rights and the safety of our users. We do not sell your personal information.
How Long We Keep It
We keep your personal information only as long as we need it for the purpose we collected it, or as long as the law requires. Account and profile details are kept while your account or membership is active. Payment and transaction records are kept for the period required by tax and accounting rules. Documents you upload are kept until you delete them or close your account. App health and usage data, and the eORB activity record, are kept in a form that can be linked to you (through a device identifier or your license email) for up to 24 months. After that we strip out the identifying details and keep only anonymous totals, for example how many devices are running each app version, or how often a particular error happens. Anonymous totals are no longer personal information and we may keep them indefinitely to keep improving the app. Fault records from our apps are deleted within 90 days. When we no longer need information, we delete it or make it anonymous.
Your Agreement To The Licence
We keep the record of your agreement because it is the proof that an agreement was made. Our reason in law for holding it is our legitimate interest in being able to show what was agreed, and when, if it is ever questioned.
You can see your own record at any time from your account, and ask us to email you a copy.
Please note one thing about this record in particular. If you close your account or ask us to delete your data, we may keep the record of your agreement, and only that record, for as long as a legal claim about it could still be brought. We do that because a record of an agreement is no use as proof if the person who made it can remove it afterwards. Everything else is deleted as described above.
Your Rights
Under the Data Privacy Act (RA 10173), you have the right to be informed, to access your data, to correct it, to object to processing, to have it deleted or blocked, to data portability, and to be compensated for damage. You may also file a complaint with the National Privacy Commission (NPC).
To use any of these rights, including asking for a copy of your data or its deletion, visit our Data Request page or email us at support@chiefengineerpro.com. We will respond within the time the law allows.
International Users (GDPR and CCPA)
If you are in the European Economic Area or the United Kingdom, the GDPR gives you rights to access, correct, delete, restrict, and port your data, and to object to processing. You may also complain to your local data protection authority.
If you are in California, the CCPA gives you the right to know what personal information we collect, to request its deletion, and to opt out of the "sale" of personal information. We do not sell personal information. To use these rights, use our Data Request page.
Data Security
We take reasonable technical and organizational measures to protect your information, including encrypting data while it travels over the internet. No website or storage system can be guaranteed 100% secure, but we work to keep your information safe.
Children
Our products are meant for working seafarers and adults. We do not knowingly collect personal information from anyone under 18. If you believe a minor has given us information, please contact us and we will remove it.
Changes to This Policy
We may update this Privacy Policy from time to time. When we do, we will change the "Last Updated" date at the top of this page.
Contact
For any privacy question, or to reach the person responsible for data protection at Chief Engineer Pro:
support@chiefengineerpro.com
You may also contact the National Privacy Commission of the Philippines at privacy.gov.ph.