Privacy Policy

About this policy

This Privacy Policy explains how Atrim LLC, a Nevada limited liability company doing business as First Mate ("First Mate", "we", "us"), handles information when you use First Mate. First Mate keeps your boat's record on your behalf, so much of what we hold is what you and your crew choose to put in.

We are the controller of the personal information described here, under the UK and EU General Data Protection Regulations (GDPR) and other privacy laws. When a business customer, such as a charter operator, puts other people's personal information into First Mate, that business is the controller of it and we process it for them under our Data Processing Addendum; questions about that information are best sent to the business first.

During early access, First Mate is not offered in the United Kingdom, the European Economic Area or Switzerland (see our Terms). Before we offer it there, we will update this policy.

1. What we collect

Your account:

• Email address, display name and, if you set one, a password (stored only as a hash by our sign-in provider).
• The boats you belong to and your role on each.
• What you told us you most want First Mate to help with when you signed up, and any note you added.

Your boat's record — what you and your crew add:

• Equipment, spares and stock, maintenance tasks and logs, meter readings, checklists, to-dos, shopping lists, vendors and vendor reviews.
• Files: manuals, specs and build sheets; receipts and invoices; photos and video; and papers in the document vault such as registration, insurance, radio licence, ownership and certificates. These can contain personal details — names, addresses, hull and policy numbers.
• Chat conversations with First Mate, including attachments and the assistant's replies.

Keys, connections and history:

• An AI provider key, if you add one in Settings. It is stored in our database, protected by access controls and our database provider's encryption at rest, and is not shown back in the app after you save it. You can delete it at any time.
• Connections to outside AI agents. Their access tokens are stored only as one-way hashes.
• Activity history: which record changed, when, who changed it (including their email address) and the before-and-after values. Agent activity is logged the same way.

Technical information:

• Server and error logs and performance traces (for example request timing and error messages) so we can keep the Service running. Traces are sent to our own monitoring service. Chat messages and AI replies are not recorded in traces.
• Usage information: which pages and parts of the app you open, which setup steps you complete or skip, and how the app responds (for example how long an answer took and whether it succeeded). It is tied to your account so we can see where people get stuck. It never includes what you type into chat or the contents of your boat's record.
• Website and app analytics from Google Analytics, if you allow it (see section 2).

2. Cookies and local storage

First Mate needs two cookies to work: a sign-in session cookie and a cookie that remembers which boat you're on. Your browser's local storage keeps display preferences such as theme and layout, and your answer about analytics cookies.

We also use Google Analytics cookies to count visits and see which pages are used and where visitors come from. Google receives the page address (without anything after the "?"), your browser and device type and approximate location, and — when you're signed in — a scrambled code standing in for your account, never your name or email. We switch off Google's advertising features. In the UK, the EEA and Switzerland we ask before setting these cookies; elsewhere they are on unless you turn them off. To turn them off in a browser, visit any First Mate page with ?fm_optout=1 added to its address; ?fm_optout=0 turns them back on. We use no advertising or other third-party tracking cookies.

3. Information about other people

Your boat's record may include other people's information — crew names, vendor contacts, names on receipts or ship's papers. You are responsible for having the right to add it. We handle it under this policy and will act on a request from that person to correct or remove it where we can.

4. How we use information

• To run First Mate for you and your crew: keep the record, answer questions, read the documents and photos you upload, and suggest equipment, spares and maintenance.
• To send the emails the Service needs, such as sign-in links and boat invitations. We don't send marketing email without your consent.
• To support you, fix problems, and keep the Service secure and free of abuse.
• To understand how First Mate is used — which features help, and where setup is hard — so we can improve it.
• To meet legal obligations and enforce our Terms.

We don't sell your information, we don't use it for advertising, and we don't use your private content to train AI models. We look at a boat's record only to support you, fix a problem, protect the Service, or when the law requires it.

5. Our legal bases (UK and EU)

Under the GDPR we need a legal basis for each use of personal information:

• Contract: to provide First Mate to you — your account, your boat's record, AI answers, sign-in and invitation emails, exports and support.
• Legitimate interests: to keep the Service secure and free of abuse, keep logs and fix problems; to understand how First Mate is used so we can improve it (usage information); to show your shared contributions (such as vendor reviews) to other owners; to hold information about other people that you and your crew add to a boat's record (our interest, and yours, in keeping a complete record of the boat); and, if our business is sold, to transfer it to the buyer. You can object to any of these (see section 12).
• Legal obligation: to answer lawful requests from authorities and keep the records the law requires.
• Consent: to set Google Analytics cookies in the UK, the EEA and Switzerland, and to send you marketing email if you ask for it. You can withdraw consent at any time, without affecting what we did before.

First Mate does not make decisions about you based solely on automated processing that have legal or similarly significant effects. AI answers are suggestions about your boat, not decisions about you.

6. AI processing

To answer a question or read a document, First Mate sends the relevant content to an AI model provider through its API, only to produce that result:

• By default, Together AI hosts the models that answer chat, read documents and photos, and extract equipment lists.
• If you add your own Anthropic key, requests that use Claude models go to Anthropic under your account with them.
• When the assistant searches the web or looks for a manual, the search terms and web addresses go to a search provider. Shopping price and link lookups send item names, not your identity.

Our Subprocessors page lists each provider and what it receives.

7. What other First Mate users can see

• Crew you invite see the boat's record according to their role.
• Outside AI agents you connect see what you granted them.
• Other boats see only the shared contributions described in our Terms: manuals confirmed into the shared library, anonymous confirmation counts, and vendor reviews with your display name (or the first part of your email address) and your boat's name and model.

Your vault papers, receipts, chat, photos and private files are never shown to other boats.

8. Who else handles it

We share information only with: the service providers on our Subprocessors page, who process it for us to run the Service; authorities when the law requires it or to protect someone's safety; and a buyer or successor if our business is sold or merged, who must honour this policy. We never sell it.

9. How long we keep it

Your boat's record is kept while your account and boat exist. Our Data Retention page sets out what is deleted when, including backups.

10. Security

Data is encrypted in transit and at rest. Every boat's data is fenced off by database access rules so only that boat's crew and the agents they connect can reach it; access to production systems is limited to the people who run the Service, and agent tokens are stored as hashes. No system is perfectly secure; if a breach affects your information, we will tell you without undue delay.

11. Where it is stored and international transfers

We are a US company. Your data is stored and processed in the United States (our database and servers are in Oregon), and our AI, search and email providers process it mainly in the United States. If you use First Mate from the UK or the EU, you send your information to us in the United States, and the GDPR still applies to how we handle it.

Our Subprocessors page names every provider that receives your information, what it receives and where. Before we offer First Mate in the UK or EU, we will have recognised transfer safeguards in place with each of them — certification under the EU–US Data Privacy Framework and its UK Extension, or the European Commission's Standard Contractual Clauses with the UK Addendum — and list them there.

12. Your choices and rights

You can do most of this yourself in the app:

• Download: Settings → Account → Export Data gives a spreadsheet of your boat's equipment and stock, shopping, vendors, haul-outs and warranty claims. Files can be downloaded one by one, and we will send a copy of anything else on request.
• Correct: edit your record in the app, or ask us.
• Delete: delete records in the app, remove chats from your history, remove your AI key and revoke agents. Ask us to delete a file, a chat for good, or your whole account.
• Know: ask what personal information we hold about you and how it is used.

If you are in the UK or EU, you also have the right to: access a copy of your personal information; have it corrected; have it erased; restrict how we use it; receive the information you gave us in a portable format; object to our use of it based on legitimate interests; and withdraw consent where we rely on it.

We offer these choices wherever you live, including the rights California residents have under the CCPA (to know, to delete, and not to be discriminated against for asking). We don't sell personal information.

Send requests to the address below. We will respond within one month; if a request is complex we may take up to two more months, and we will tell you why. We may need to confirm it's you. Requests are free unless they are clearly unfounded or excessive.

13. Complaints

Please tell us first so we can try to put it right. You also have the right to complain to a data protection regulator: in the UK, the Information Commissioner's Office (ico.org.uk); in the EU, the supervisory authority in the country where you live, work or think your rights were infringed (listed at edpb.europa.eu).

14. Children

First Mate is not for anyone under 18, and we don't knowingly collect their information. If we learn we have, we delete it.

15. Changes to this policy

We will post changes here and update the date above. For a material change we will tell you by email or in the app before it takes effect and ask you to accept the new version.

Contact

Questions, requests and reports: support@atrim.ai