This policy explains what personal data Axsail collects when you visit our websites, ask for a pilot and use the Service to inspect vessels by voice, what we do with it and the choices you have.
01Who we are
Axsail (“Axsail”, “we”, “us”) runs the websites www.axsail.com and evidence.axsail.com and the Axsail inspection service (the “Service”).
For website visitors, people who contact us and people who sign up for a pilot, we are the controller of your personal data. When a surveyor or a company uses the Service to inspect vessels, that customer decides what is inspected and recorded. For that inspection content we act as the customer's processor, and we sign a data processing agreement with customers who ask for one.
Questions about this policy: hello@mail.axsail.com.
02What we collect
When you request a pilot or a demo
Your name, work email, company, your role or fleet size, your location and any notes you add. We also record the IP address and time of the request to filter spam.
When you use the Service
- Transcripts from the Axsail app. The app records your speech only while you are recording an inspection, and turns it into text on your phone. We receive the transcript text and timestamps. Audio never leaves your phone, and the app does not keep it after transcription.
- Photos. Photos you add to an inspection.
- Inspection content. Vessel and survey details, findings, locations, measurements, suggested and confirmed severity, checklist coverage, the questions we ask you and your answers, your edits, the report and your sign-off.
- Account details. Your name, email, company and a hash of your password. We never store the password itself.
- Technical data. IP address, browser or app version, request times and error logs, collected when you use the web app or the phone app. With each sign-in we keep the browser, or the app version, Android version and phone model, and when it was last used, so we can help with problems and spot a sign-in from a device you don't recognise.
Other people near you during an inspection
The phone can pick up the voices around you, such as the owner, a broker or crew. Their words can appear in the transcripts we receive. The Service is built to turn only statements about the vessel into findings, and we do not try to identify who said anything. Customers must tell people nearby that they are recording, as our Terms of Service require.
When you browse our websites
Our hosting provider records standard server logs: IP address, browser, the page requested and the time.
On www.axsail.com we use Google Analytics to see which pages people read, and Google Ads to see which of our ads bring people to the free trial when we run ads, but only if you choose Allow all. Nothing from Google loads until you do. evidence.axsail.com runs no analytics or advertising tools.
03How we use it and why
| Purpose | Data | Legal basis |
|---|---|---|
| Reply to your request and set up your pilot | Pilot or demo request | Steps you asked for before a contract; our legitimate interest in answering enquiries |
| Turn your dictation into findings, questions and a report | Transcripts, photos, inspection content, account details | Performance of our contract with you or your company |
| Send follow-up questions to your phone while you inspect | Question text, account details | Performance of our contract |
| Keep the Service secure, investigate faults and help when you ask for support | Technical data; inspection content only when needed for the fault or request | Our legitimate interest in running a secure, working service |
| Measure how the Service performs, for example response times and the number of findings per inspection | Counts and timings, without the content of what you said | Our legitimate interest in improving the Service |
| See which pages of www.axsail.com people visit and how they found them | Pages visited, the site or search that sent you, a cookie ID, browser and device data | Your consent, which you can withdraw at any time with Cookie settings at the foot of the page |
| See which of our Google ads lead to a free trial request on www.axsail.com | The ad you clicked, the pages you visited, a cookie ID | Your consent, which you can withdraw at any time with Cookie settings at the foot of the page |
| Meet legal, tax and accounting duties | Account and billing records | Legal obligation |
We do not sell personal data. We do not use your transcripts or inspection content to train AI models, ours or anyone else's. We send product news only to people who agreed to receive it, and every message has an unsubscribe link.
04How AI is used
The Service sends transcripts of your inspection to an AI model provider to extract findings, suggest a severity and work out what is missing. The provider processes this data on our behalf under a data processing agreement and does not use it to train its models. Ask us at hello@mail.axsail.com for the name of the provider.
Everything the model produces is a draft. Severity stays a suggestion until you confirm or change it, and the report is issued only when you sign it. The Service makes no decisions about people that have legal or similarly significant effects.
06International transfers
Some of these providers process data in the United States. Where data leaves the UK or the European Economic Area, we rely on an adequacy decision, such as the EU-US Data Privacy Framework for certified providers, or on the European Commission's Standard Contractual Clauses and the UK addendum. Ask us for a copy of the safeguards that apply.
07How long we keep it
- Pilot and demo requests: 24 months after our last contact, unless you become a customer.
- Transcripts, photos and inspection content: while your pilot or subscription is active. When it ends, you have 30 days to export your reports. We then delete the content, and it leaves our backups within a further 30 days.
- Server and error logs: up to 90 days.
- Sign-in records: 90 days after you sign out or the sign-in expires.
- Google Ads cookies: up to 90 days in your browser, unless you delete them or choose Necessary only in Cookie settings.
- Google Analytics cookies: up to 2 years in your browser, unless you delete them or choose Necessary only in Cookie settings.
- Billing records: as long as tax law requires.
08Security
Data travels over encrypted connections (HTTPS). Passwords are stored only as a hash. Access to transcripts and inspection content is limited to the staff who need it to run and support the Service. Our providers are bound by contract to protect the data they process. If a breach puts your data at risk, we will tell you and the relevant authority as the law requires.
09Your rights
Under the UK GDPR, the EU GDPR and similar laws, you can ask us to:
- give you a copy of your personal data
- correct data that is wrong
- delete your data
- restrict or object to how we use it
- send your data to you or another provider in a machine-readable format
- withdraw consent where we rely on it
Email hello@mail.axsail.com. We reply within one month. If your data is part of inspection content controlled by a customer, we pass your request to that customer and help them answer it.
You can also complain to the data protection authority in the country where you live or work.
11Children
Axsail is a professional tool. It is not meant for anyone under 18, and we do not knowingly collect their data.
12Changes to this policy
We will post any change on this page and update the date at the top. If a change reduces your rights, we will email customers at least 30 days before it applies.
13Contact
Email hello@mail.axsail.com. See also our Terms of Service.