This policy explains what personal information SailingCyber collects, why, who we share it with, how long we keep it and the choices you have.
SailingCyber, at sailingcyber.com, is run by SailingCyber LLC, a Commonwealth of Virginia registered entity, which is responsible for your personal information ("we", "us"). Questions and requests: support@sailingcyber.com.
1. What we collect
When you create an account: your name, email address, username and password (stored only as a secure hash). If you sign in with Google or LinkedIn, we receive your name, email address and profile picture from them. If your account comes from an institution, we receive the details it gives us.
Your profile: display name, photo, bio, title, location, LinkedIn link and anything else you choose to add.
Career and learning information: your RouteFinder answers, what you do now and are ready to learn, the hours you can study, your notes and goals, your resume if you upload one and the details we read from it (roles, employers, education, certifications, tools, projects), your practice answers and scores, course, lesson, quiz, assignment and lab progress, certificates, and conversations with the project AI tutor.
Community and messages: posts, comments, reactions, bookmarks, reports, messages you send to other members, and the decks, crews and groups you join.
Coaching and classes: intake answers, session notes, files and action points, and recordings, transcripts and AI summaries of sessions, classes and meetings that are recorded.
Payments: your plan, what you buy and payment status. Stripe processes your card; we do not receive or store full card numbers.
Rewards: your points and standing in campaigns, and your shipping address if you win a physical prize.
Communications: emails and notifications we send you, your email preferences, and messages you send to support.
Technical and security information: your IP address (used to limit abuse and, when you accept a policy, recorded with that acceptance along with your browser type), sign-in times, security settings such as two-factor authentication, and error reports when something breaks for you.
How you found us: with your consent, the campaign or link that brought you to SailingCyber (see the Cookie Policy), and who invited you if you joined from an invite link.
If you are not a member: your email if you give it to us through a quiz, waitlist or ebook purchase, and your quiz answers.
2. How we use it, and why we are allowed to
| We use it to | Because |
|---|---|
| Run your account, give you the plan you chose and take payments | It is needed for our contract with you |
| Personalise your RouteFinder plan, recommendations and coaching | It is needed to provide the service you asked for |
| Show your profile and posts to other members, and your name and points on leaderboards and trending lists | It is needed to provide the community, and you choose what to post |
| Keep SailingCyber safe: stop abuse, moderate content, secure accounts | Our legitimate interest in a safe platform, and legal obligations |
| Send service emails (receipts, security codes, reminders you set, policy changes) | It is needed for our contract with you |
| Send announcements and reward news | Our legitimate interest in telling members about SailingCyber. You can turn these off at any time |
| Measure which campaigns bring people to SailingCyber | Your consent, which you can withdraw |
| Improve SailingCyber and fix problems | Our legitimate interest in a working, improving service |
| Meet tax, accounting and other legal duties | Legal obligation |
3. AI processing
Some features send your information to AI providers to work:
- Resume reading: the resume file you upload.
- RouteFinder and coaching suggestions: your answers, notes, profile, parsed resume and, for coaching, intake answers and session transcripts.
- Session summaries: transcripts of recorded sessions.
- Practice explanations and the project tutor: the question or your conversation.
- Image checks: photos and images you upload, to catch inappropriate content.
We may choose to augment any part of our service with AI as we deem fit.
We use Anthropic and, if an admin chooses it, OpenAI or any other frontline third-party AI model provider. Under their terms for business customers they process this information for us and do not use it to train their models. AI output is not used to make decisions about you that have legal or similarly significant effects.
4. Who we share it with
Other members see what you make public: your profile, posts and comments, and your name and points on leaderboards, trending lists and reward standings. Messages are seen by the people you send them to. Your coach sees what you share in your coaching program. Anyone who has the number of a certificate we issued to you can check it on our verification page, which shows the name on it, the course and the dates. It does not show your scores or grade.
Your institution, if your account is provided by one, can see the members of its deck: your name, username, photo, title, bio, location, plan, role in the deck and the date you joined, and what you post in its deck. It can see your email address only if it invited you. It cannot see your progress, scores, messages or sign-in history.
Service providers that process information for us, under contracts that require them to protect it.
Others, only when necessary: professional advisers, a buyer if the business is sold (who would keep this policy's protections), and authorities where the law requires it or to protect people's safety.
We do not sell your personal information.
5. Files you upload
Which of them other people can open depends on what the file is. Your profile photo and anything you post publicly, such as images in a post, are served from a public address: anyone holding the link can open them, which is how they appear on pages without you signing in. Your resume, your receipts and your coaching files are not. Those are kept in private storage and can only be opened through SailingCyber by someone entitled to see them: you, an administrator, and for a resume a coach you are actually working with.
6. International transfers
Our providers may store and process information outside your country, including in the United States. Where the law requires it, we rely on safeguards such as the European Commission's Standard Contractual Clauses or equivalent protections.
7. How long we keep it
We keep your personal data for as long as your account is open and for as long as we need it to provide SailingCyber to you.
After your account closes, we delete or anonymise your personal data within a reasonable period. Some data is kept longer:
Community posts and comments may remain on SailingCyber so that conversations stay complete. Coaching records, including call recordings, intake answers and working documents, are kept for the length of your program and for a reasonable period afterwards. Payment and transaction records are kept for as long as tax and accounting laws require. Records we need to resolve disputes, prevent fraud or abuse, enforce our terms or meet a legal obligation are kept for as long as that need lasts. Backup copies may hold your data for a limited time after deletion, until they are overwritten. Information that has been anonymised or combined so that it no longer identifies you may be kept without a time limit.
8. Your rights
Depending on where you live, you can ask us to give you a copy of your information, correct it, delete it, restrict or object to how we use it, or send it to another service, and you can withdraw consent at any time.
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Export: Settings, Privacy & Data, Export your data. You may request to export your data, and it is made available for download within 24 hours.
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Delete: You may delete your account and associated data in your account settings. You will be asked to confirm the delete action, and the account is then scheduled for deletion in 30 days rather than removed straight away. During those 30 days you can cancel from the same screen, and nothing is lost. Requesting deletion stops any subscription renewing immediately, but you keep what you have already paid for until that billing period ends; we do not refund the remainder. After the 30 days your account and the content attached to it are erased, including your posts, comments, messages, learning progress, and any files you uploaded, such as your profile photo and resume. Your payment records stay with our payment processor, Stripe, because tax law requires us to keep them, and they are no longer linked to an account here. A few accounts cannot be deleted from this screen on their own; for example, if you coach people who are relying on you, if you administer an institution, or if we hold payment and expense records in your name, in those cases the screen tells you why and support will help you close it.
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Anything else: write to support@sailingcyber.com. We may need to confirm it is you, and we reply within one month.
If you are unhappy with how we handle your information, please tell us first. You can also complain to your local data protection authority.
9. Emails and notifications
Service emails, such as receipts, security codes, reminders you set and policy changes, are part of using SailingCyber. Announcements and reward news can be turned off from the link in each email or in Settings.
10. Children
SailingCyber is not for children under the age of 16. If you believe a child has given us information, tell us and we will delete it.
11. Security
We protect your information with encryption in transit, hashed passwords, optional two-factor authentication and access controls for our staff. No service is perfectly secure; if a breach affects you, we will tell you as the law requires.
12. Changes to this policy
When we change this policy we publish the new version here with its date, and keep earlier versions available. For material changes we tell you by email and in the app before they take effect.