This Privacy Policy explains how AURELIA NAVIGATION LIMITED collects, uses, stores and protects personal information when you visit our website at sailocean.lol, contact our chart room, or engage our computer systems design and integration services. This policy has been prepared under the direction of our developer and data steward, Aurelia Nav, who oversees the privacy practices described on this page. We are a professional services firm and we treat personal information with the same care and precision we bring to every passage plan we lay for our clients.
We believe that trust is the deepest water a professional firm can sail in, and that trust is earned by being clear about what we do with the information entrusted to us. This policy is written in plain language so that any client, visitor or partner can understand our practices without needing a legal background. Where a term is technical we explain it in ordinary words.
AURELIA NAVIGATION LIMITED is organised and operating in Hong Kong (HK). Our registered and operating address is 27/F Alexandra House, 18 Chater Road, Central, Hong Kong (HK). We invite you to read this policy in full and to contact us with any question about how your information is handled.
In short: we collect only what a chart room needs to serve you well, we keep it secure, we never sell it, and we honour your rights over it.
AURELIA NAVIGATION LIMITED is a computer integrated systems design firm and a member of the professional, scientific and technical services sector. We design, integrate and maintain systems for organisations across accounting, legal, architectural, engineering, research and consulting fields. In the context of this policy, we act as the data controller for personal information that we collect through this website and through the ordinary conduct of our business.
Our chart room, as we call our working office, is located at 27/F Alexandra House, 18 Chater Road, Central, Hong Kong (HK). You can reach our team by email at sail@sailocean.lol or by telephone on +19898787123 during business hours. The person responsible for privacy matters can be reached through either channel and will direct your request to the right desk with care.
Because we work with professional and scientific organisations, much of the information we handle is business information rather than personal information. This policy focuses on the personal information that passes through our hands, while our client agreements govern the confidential business information we receive in the course of an engagement.
This policy applies to personal information collected through this website, through email and telephone contact with our team, through enquiry forms, through event and appointment bookings, and through the delivery of our services. It applies to visitors, prospective clients, current clients, suppliers, partners and any other person whose information reaches the chart room.
This policy does not apply to information that we process on behalf of a client as a processor in the course of an integration engagement, where the client remains the controller and our handling is governed by the terms of the relevant agreement. This policy also does not apply to third party websites that you may reach through a link from our site, since those sites operate under their own privacy practices.
Where local law grants you rights that are broader than those described here, those rights prevail to the extent of the difference. We aim to meet a high standard everywhere we operate rather than the minimum in each place, so the protections in this policy are designed to travel with your information across borders.
We collect information in a few clear categories. First, identity and contact information such as your name, organisation, job title, email address and telephone number, which you provide when you write to us or call. Second, enquiry information such as the subject and content of the message you send through our contact form or by email, which helps us understand what you are asking for.
Third, technical information such as the internet protocol address from which you reach our site, the browser and device type you use, the pages you view and the times at which you view them. This information helps us keep the site working and understand which parts are useful. Fourth, usage information such as the way you move through the site, which we use in aggregate to improve the experience for everyone.
Fifth, engagement information such as correspondence, meeting notes, appointment records and project communications related to a service you have asked us to consider or deliver. We avoid collecting sensitive information unless it is genuinely necessary for a matter you have brought to us, and we ask for it explicitly when that situation arises.
We collect information directly from you when you fill in our contact form, send us an email, telephone our office, request an appointment or engage us for a service. The contact form on our site opens your own email application so that your message travels from your inbox to ours, which keeps you in control of what is sent and when.
We also collect information automatically as you browse the site, through standard server logs and, where used, through small files known as cookies that help the site function and remember your preferences. We collect some information from trusted partners and public sources, such as a referral from a colleague or a directory listing, when that is relevant to a professional enquiry you have made.
If you provide information about another person, for example a colleague who will join a meeting, we ask that you do so only with that person and with their knowledge. We will handle their information the same way we handle your own and will direct them to this policy on request.
We use personal information for purposes that are clear and legitimate. We use it to respond to your enquiries, to prepare proposals and passage plans, to deliver and support the systems we build, to keep our records accurate and to meet our legal and regulatory obligations. We also use it to improve our website, to understand which content is useful and to keep the site secure.
We may use your contact details to send you occasional professional updates about our chart room, such as a note about a new desk or a change in business hours, but only where you have asked to hear from us or where the law allows us to do so and you have not objected. We do not pile on marketing messages, and every such message carries a clear and simple way to opt out.
We do not use personal information for automated decision making that produces legal or similarly significant effects, and we do not profile individuals for advertising. Our use of information is always anchored to a real purpose that a person would recognise as reasonable in the context of a professional relationship.
Depending on where you are and what you have asked of us, we rely on one or more legal bases for processing personal information. Where you have given clear consent, we rely on consent. Where we are taking steps at your request before entering a contract, or performing a contract we already hold with you, we rely on that contract. Where the processing is necessary for our legitimate interests, such as keeping the site secure or improving our services, we rely on those interests and we weigh them carefully against your rights.
We also process information where we must comply with a legal obligation, such as record keeping required by accounting, tax or regulatory rules, and where processing is necessary to establish or defend a legal claim. Where we rely on legitimate interests we keep a written balance of the reasoning so that our choice can be reviewed and explained.
If you wish to object to a particular use that rests on legitimate interests, you may do so at any time and we will consider your objection seriously. Where we rely on consent, you may withdraw it as easily as you gave it, without affecting the lawfulness of processing that happened before the withdrawal.
We do not sell personal information and we do not trade it for any benefit. We share information only where there is a clear reason and an appropriate safeguard. We may share information with our own staff and senior crew, who need it to serve you, and with professional advisers such as auditors and legal counsel, who are bound by confidentiality.
We may share information with a public authority where we are required to do so by law or where it is necessary to protect someone from harm. We may share information in connection with a corporate transaction, such as a merger or reorganisation, subject to the recipient respecting this policy and keeping the information confidential during the process. We may also share information with a service provider who supports our website or communications, always under a written agreement that limits what they may do with it.
We never share information with third parties so that they can market their own products to you. If ever a situation arises that calls for a sharing of information beyond these categories, we will explain the reason and seek your consent where the law requires it.
Like most firms, we rely on a small number of specialist providers to run our website, host our email, keep our systems secure and handle ordinary business administration. These providers act on our instructions as processors, which means they may use your information only for the purpose we set and must protect it to a standard we accept.
We choose providers with care and review them for their security practices and their commitment to privacy. Where a provider processes information in a country other than Hong Kong (HK), we put in place appropriate safeguards, such as written contractual protections, so that your information keeps a strong standard of protection wherever it travels.
We keep a record of the providers we use and the categories of information they handle. If you would like to know more about how our providers protect information, you may ask us and we will explain in plain terms, subject to the legitimate confidentiality that a commercial agreement may require.
Our chart room is based in Central, Hong Kong (HK), and much of our processing happens here. Some of our service providers or collaborators may operate in other jurisdictions, and information may therefore be transferred across borders. When this happens we take steps to ensure the transfer is lawful and that your information continues to enjoy a strong standard of protection.
These steps may include written contractual terms that require the recipient to protect information to a standard comparable with ours, a review of the recipient security practices, and an assessment of the legal environment in the destination country. We do not transfer information to a place where we cannot protect it, and if a transfer cannot be made safely we will look for another way to serve you.
You may contact us if you would like to understand whether your information is transferred internationally and what safeguards apply. We will answer clearly and, where necessary, provide a summary of the protections in place.
We protect personal information with technical and organisational measures suited to its sensitivity. Access to information is limited to the staff and crew who need it to serve you, and access is granted on the principle of least privilege so that no one holds more than the work requires. We use encryption for information in transit where the channel supports it, and we keep our systems patched and reviewed.
We train our crew to recognise the ordinary risks that surround information, such as a misdirected email or a stolen device, and we keep written procedures for responding to a security incident. If an incident ever affects your information, we will investigate promptly, contain the issue and notify you and any relevant authority where the law requires it.
No system can promise perfect security, and we do not pretend otherwise. What we do promise is that we take security seriously, that we keep improving our defences, and that we will be honest with you if something goes wrong. You can help by keeping your own credentials private and by telling us at once if you suspect that a message claiming to be from us is not genuine.
We keep personal information only for as long as we need it for the purpose for which it was collected, or for as long as the law requires us to keep it. Enquiry information is typically kept for a reasonable period after the enquiry closes so that we can follow up and keep an accurate record. Engagement records are kept for the period required by our professional, accounting and tax obligations.
When information is no longer needed we delete it or, where deletion is not practical, we anonymise it so that it can no longer be linked to a person. We review our records on a regular cycle so that retention decisions are deliberate rather than accidental. If you ask us to delete information and we are able to do so, we will confirm when the deletion is complete.
Some records may be kept longer where a legal claim is pending or reasonably anticipated, or where an authority has asked us to preserve information. In such cases we keep only what is necessary and continue to protect it under this policy.
You have rights over the personal information we hold about you, and we are glad to help you exercise them. Subject to the law where you are, you may ask for a copy of the information we hold, ask us to correct information that is inaccurate, ask us to delete information that we no longer need, and ask us to restrict or object to certain processing. You may also ask us to provide information in a portable format where that right applies.
To exercise a right, write to us at sail@sailocean.lol or telephone +19898787123 and tell us what you would like us to do. We may need to confirm your identity before we act, so that we do not disclose information to the wrong person. We respond within the time the law allows and, where a request is complex, we will keep you informed of progress.
If you are not satisfied with how we handled a request, you may raise the matter with us again so that we can review it, and you may also complain to the privacy authority in your jurisdiction. We would rather resolve a concern with you directly first, and we will always take a complaint seriously.
Our services are intended for professional and business users, and our chart room is not directed at children. We do not knowingly collect personal information from a child, and we ask that a person under the age of majority does not submit information to us through this site or by any other means without the involvement of a responsible adult.
If you believe that a child has provided personal information to us, please contact us at once at sail@sailocean.lol or by telephone on +19898787123. We will investigate promptly and, where the information should not have been collected, we will delete it as quickly as we can.
We take this responsibility seriously because the trust of a professional client is mirrored by the trust of the wider public. Protecting the young is part of keeping that trust intact.
We send marketing communications only to people who have asked to hear from us or where the law permits us to reach a professional contact and that person has not objected. Every message we send includes a simple way to opt out, and honouring an opt out is immediate. We keep a record of communication preferences so that your wishes are respected across our team.
You may opt out of marketing at any time while continuing to receive the operational messages that flow from a service you have asked us to deliver, such as a note about an appointment or a project milestone. These operational messages are part of the service and are not marketing.
If you tell us that you no longer wish to hear from us at all, we will record that preference and remove you from our active contact lists, keeping only the minimal record we need to make sure we do not contact you again by mistake.
Our website may contain links to other websites that are not operated by AURELIA NAVIGATION LIMITED. Those sites have their own privacy policies, which we do not control and cannot vouch for. We encourage you to read the privacy policy of any site you visit before you share information with it.
A link from our site does not mean that we endorse or take responsibility for the practices of the destination. If you follow a link and notice something that concerns you, please tell us so that we can review whether the link remains appropriate for our visitors.
Where we embed a service from another provider, such as a map or a document viewer, that provider may set its own cookies or collect information under its own policy. We choose such services with care and keep the number we use to a minimum.
We may update this policy from time to time to reflect changes in our practices, in the law or in the services we offer. When we make a material change we will update the effective date at the top of this page and, where the change is significant, we will take reasonable steps to bring it to the attention of people who may be affected.
We encourage you to review this policy periodically so that you stay informed about how your information is handled. The version in force is the one published on this page, and each version replaces the one before it from the date shown.
If you have a question about a change, or if you would like an earlier version of the policy for comparison, you may write to us at sail@sailocean.lol and we will help.
If you have any question, concern or request relating to this Privacy Policy or to the way AURELIA NAVIGATION LIMITED handles personal information, we would like to hear from you. You can write to our privacy contact at sail@sailocean.lol, telephone the chart room on +19898787123, or send a letter to our office at 27/F Alexandra House, 18 Chater Road, Central, Hong Kong (HK).
We aim to respond to every privacy enquiry within a reasonable time and to resolve concerns fairly. Our crew will treat your message with confidentiality and will direct it to the person best placed to help. Where we cannot answer immediately we will tell you what happens next and when you can expect to hear from us.
Thank you for taking the time to read this policy. A clear chart makes for a safe passage, and we are grateful for the trust you place in our chart room.