Charterly is an app for managing yacht charters and yacht operations. It holds guest records and preferences, crew records and documents, checklists, notes, schedules, engine and equipment service records, parts inventory, gratuities, reports, and related information. Charterly is available on iPhone, iPad, and Mac, and as a web app at charterly-cloud.web.app.
This Privacy Policy explains what information Charterly collects, how it is used, where it is stored, and the choices available to you.
1.Information We Collect
Charterly may collect or store the following types of information:
- Account information: your first and last name, email address, authentication identifier and, if you choose to add one, a profile photo.
- Charter and guest information you enter: guest names, contact details, dates of birth, nationalities, cabin assignments, preferences, dietary notes, special occasions, travel and arrival details, itineraries, notes, gratuities, and related charter records.
- Guest health and safety information you enter: for example allergies, medical conditions, or mobility needs recorded in a guest’s Health & Safety Alert.
- Crew information you enter: crew names, roles, photos, and crew documents such as STCW certificates, licences, medical certificates, passports, visas, seaman’s books, permits, and insurance documents, together with their issue and expiry dates.
- Vessel and maintenance information you enter: vessel details and photos, engine and equipment details, service schedules and history, engine hours, parts inventory, operations logs, and forms.
- User content: photos, documents, preference sheets, guestbook pages, checklists, notes, backup files, and other files you choose to add.
- Location information, if you allow location access, to support features such as local weather and tide information.
- Audio or speech input, if you use dictation or speech recognition features.
- Device, diagnostic, and technical information needed to operate, secure, troubleshoot, and improve the app.
- Subscription status, such as whether you have an active subscription and when it renews, if you choose to subscribe (see "Subscriptions and Payment” below).
2.How We Use Information
We use information to:
- Provide the app’s charter, crew, vessel, and maintenance management features.
- Save, organize, sync, and display your records across your devices and the Charterly web app.
- Remind you about upcoming charters, special occasions, tasks, service due dates, and expiring crew documents.
- Support collaboration or shared yacht group features when enabled.
- Provide weather, tide, document import, AI-assisted import, checklist, reporting, backup, and notification features.
- Authenticate users and protect access to app data.
- Send account-related emails, such as a welcome email when you create an account, and subscription or data-retention notices.
- Troubleshoot bugs, improve reliability, and maintain app security.
- Provide and manage optional paid subscriptions.
We do not use your information for advertising.
3.Sensitive Information
Some information you may enter into Charterly is sensitive, including guest health and allergy information, dates of birth, and crew identity documents such as passports and visas. This information is stored only to provide the features you use, such as showing a Health & Safety Alert to your crew or reminding you before a certificate expires.
Please enter sensitive information only when it is needed for the safe and proper operation of a charter, and only where you have the right or permission to do so (see Section 6).
4.Cloud Storage, Sync, and Backups
Charterly uses Google Firebase to provide account authentication, data storage, synchronization, notifications, and related functionality. Information you enter may be stored locally on your device and synced to the cloud so that it is available on your other devices and in the Charterly web app.
Charterly’s cloud data is stored in the United States.
To protect against accidental loss, Charterly keeps automatic cloud backups of its database:
- a short rolling history of up to 7 days;
- daily backups kept for 7 days;
- weekly backups kept for up to 14 weeks.
This means information you delete, including when you delete your account, may remain in these backups until they expire, for a maximum of about 14 weeks. During that time, backups are used only to restore data after loss or error. They are not otherwise accessed.
5.The Charterly Web App
When you use the Charterly web app in a browser, some information is kept in that browser’s storage on your computer to make the app faster. This includes a copy of your photos and files, and display preferences such as which dashboard sections are expanded. The stored copy of your photos and files is removed when you sign out. If you use a shared or public computer, please sign out when you are finished.
6.Documents, Photos, and Guest and Crew Content
You control the guest records, crew records, notes, photos, documents, and other content you add to Charterly. Do not add information unless you have the right or permission to store and use it.
Charterly is intended for operational charter and yacht management. You are responsible for making sure that any guest or crew information you enter is handled appropriately and lawfully, including obtaining any consent required where you operate.
7.Public Charter Calendars
If you choose to publish a vessel’s public calendar, anyone with the link can see:
- the vessel’s name and photo;
- the dates of its charters, holds, owner use, and other bookings, with the type of booking.
Guest names, contact details, and other guest information are not included. You can stop publishing a public calendar at any time.
8.AI and Text Extraction Features
Charterly includes optional AI-assisted features, including:
- filling in guest details from preference sheets and other documents;
- importing engine and equipment service history from notes, logs, spreadsheets, or other records.
When you use these features, the document or text you choose is sent to a third-party AI provider, Anthropic (Claude), to process your request. That content is used only to provide the requested feature. Under our agreement with the provider, it is not used for advertising or to train AI models.
To apply the limits of your subscription plan, Charterly keeps a count of how many AI fill-ins your account has used each month and measures how much cloud storage your account uses. These figures are stored with your account and shown to you under Account > Plan & Usage.
Please do not use AI features with sensitive information unless you are comfortable with that processing.
9.Location Data
If you grant location permission, Charterly may use your location to show local weather and tide information. Location is used only for app functionality and is not used for advertising.
You can disable location access at any time in your device settings.
10.Microphone and Speech Recognition
If you use dictation or speech recognition features, Charterly may request microphone and speech recognition permissions. Audio or speech input is used only to convert spoken content into text within the app.
11.Notifications
If you allow notifications, Charterly may send reminders about charters, special occasions, tasks, service items, and crew document expiry dates. You can turn notifications off at any time in your device settings.
12.Data Sharing
We do not sell your personal information.
We may share information only as needed to:
- Provide app functionality through service providers.
- Store, sync, process, or back up data you choose to enter.
- Process requests you make using AI-assisted features.
- Process subscription purchases through Apple’s App Store.
- Comply with legal obligations.
- Protect the security, integrity, or lawful operation of the app.
13.Third-Party Services
Charterly uses third-party services, which may process information as needed to provide the following:
- Google Firebase: authentication, cloud storage, sync, backups, hosting, and server functions.
- Apple: App Store, subscriptions, notifications, and device services.
- Anthropic: AI-assisted features.
- Resend: email delivery.
- Google Analytics: measuring visits to the charterlyapp.com website.
Website analytics: the charterlyapp.com website uses Google Analytics to understand how visitors use it, such as which pages are viewed, how far pages are scrolled, and which links are clicked, including links to the App Store. Google Analytics uses cookies and similar technologies and collects information such as your approximate location (country or city), device and browser type, and the website that referred you. We use this information only to understand and improve the website, not for advertising, and we do not use it to identify you. You can find out how Google uses this information at policies.google.com/technologies/partner-sites.
Each provider handles information under its own privacy and security terms.
14.Subscriptions and Payment
Charterly offers optional paid subscriptions that unlock full access to the app. All subscription purchases are billed and processed entirely through Apple’s App Store.
Charterly never receives or stores your payment card number, billing address, or other payment details. Apple handles that information under its own privacy policy. Charterly’s servers only receive confirmation that a subscription is active or has changed, along with an anonymous token used to match that confirmation to your account.
15.Data Retention and Account Deletion
Charterly keeps information for as long as needed to provide the app’s features, maintain backups, comply with legal obligations, resolve disputes, or support legitimate operational needs.
If a subscription lapses:
- We keep your existing charter, guest, crew, and vessel data for at least 365 days in case you resubscribe.
- Before any of that data is removed, we will try to contact you at the email address on your account, so you have the chance to resubscribe or export your data.
- Data for accounts that remain lapsed may then be permanently deleted from our systems. Deletion is reviewed individually and is never fully automatic.
You can delete records, documents, checklist items, and other content within the app where deletion is available.
Deleting your account: you can delete your account from within the app’s settings. This removes your account and the data stored with it from Charterly’s live systems, including your profile photo. As described in Section 4, copies may remain in automatic backups for up to about 14 weeks before they expire.
16.Your Choices
You can:
- Choose what information you enter into the app.
- Edit or delete records where supported, or delete your account.
- Disable device permissions such as location, microphone, notifications, or photo access in your device settings.
- Stop publishing a public charter calendar.
- Choose not to use AI-assisted features.
- Block or delete cookies in your browser settings, or install the Google Analytics Opt-out Browser Add-on, to stop website analytics.
- Unsubscribe from non-essential emails at any time. Account-related emails needed to operate the service, such as data-retention notices, cannot be turned off while you have an account.
- Contact us to ask a privacy question, or to request access to, correction of, or deletion of your information.
17.Children’s Privacy
Charterly is not intended for children, and we do not knowingly collect personal information from children for their own use of the app. Guest records entered by Charterly users may include details of children travelling as charter guests. That information is entered and controlled by the user, as described in Section 6.
18.Security
We use reasonable technical and organizational measures to protect information, including encrypted connections, access controls tied to your account, and automatic backups. However, no app, device, network, or cloud service can be guaranteed to be completely secure.
19.International Users
Charterly’s cloud data is stored in the United States, and information may also be processed in other countries where our service providers operate. By using Charterly, you understand that your information may be transferred to and processed in those countries.
20.Changes to This Policy
We may update this Privacy Policy from time to time. If we make material changes, we will update the effective date and make the revised policy available on our website and in the app.
21.Contact
If you have questions about this Privacy Policy or Charterly’s privacy practices, contact: