Privacy Policy Statement
This Privacy Policy explains how Hellenic Classification Society (“HCS”, “we”, “us” or “our”) collects, uses, protects and retains personal data in connection with hellenicclass.com, our public verification tools, service-request functions and restricted client/vessel access facilities.
Privacy, technical integrity and controlled records.
HCS operates in a regulated maritime environment in which technical, survey, certification and compliance activities may require the processing of personal and professional information. We seek to process only information that is relevant to the purpose for which it is received, to protect it with appropriate controls and to retain it only for as long as justified by operational, contractual, regulatory, quality-management or legal requirements.
Who we are
Hellenic Classification Society Ltd
72 Omirou Street, Nea Smyrni 17121, Greece
Email: hellenic@hellenicclass.com
This Policy applies to the HCS public website and the online services operated through hellenicclass.com.
Information collected when you visit
Our website and hosting environment may automatically process technical information required to deliver and protect the service, such as IP address, browser/device information, access time, requested pages, security events and similar server or diagnostic data.
Such information may be used for website operation, cybersecurity, abuse prevention, troubleshooting and aggregated service statistics.
Personal data we may receive
Depending on how you interact with HCS, information may include:
- name, company, professional title and contact details;
- vessel name, IMO number, Flag, port/location and service request details;
- information submitted through survey, PSC/detention, careers or general contact functions;
- account or authentication information used for restricted vessel/client access;
- documents, photographs, reports, certificates and technical material submitted to HCS;
- professional qualifications or CV information voluntarily provided for careers or survey-network purposes.
Technical, survey and certification data
In performing classification, survey, audit, plan-approval, certification and other maritime technical activities, HCS may process personal information contained in vessel files, audit records, survey evidence, correspondence, certificates, reports and supporting documentation.
Processing is limited to what is reasonably required for the relevant assignment, HCS procedures, applicable rules, contractual duties, Flag Administration requirements and other legal or regulatory obligations.
How and why we use personal data
Where applicable, HCS may process personal data for one or more of the following purposes:
- responding to enquiries and preparing quotations, attendance or technical support;
- performing classification, survey, audit, inspection, plan review and certification activities;
- maintaining controlled vessel, certificate, surveyor, authorization and technical records;
- operating public certificate/QR verification and published status functions;
- providing restricted vessel/client portal access;
- supporting PSC, casualty, deficiency or corrective-action cases;
- managing contracts, billing, payments, accounting, quality assurance and internal audits;
- protecting HCS systems, users and records against misuse, fraud or cybersecurity threats;
- complying with applicable law, court orders, competent authorities, Flag Administrations or regulatory obligations.
Depending on the circumstances, the legal basis may include consent, performance of a contract or pre-contractual steps, compliance with legal obligations, legitimate interests, or other lawful bases available under applicable data-protection law.
Certificates and verification records
HCS provides public verification functions intended to support authenticity and status checks. Information displayed is limited to what HCS considers appropriate for public verification and does not grant access to internal management files.
Official vessel names, IMO numbers, certificate identifiers, dates, recorded status and other controlled details are not translated or silently altered by website presentation features.
When information may be shared
HCS may disclose relevant information where necessary to perform a requested service or meet a legal, technical or regulatory obligation, including to competent Flag Administrations, maritime authorities, clients or authorized representatives, professional advisers and service providers supporting HCS operations.
Access should be limited to the information required for the relevant purpose. HCS does not sell personal data.
International maritime operations
Because maritime services may involve vessels, authorities, clients, surveyors or service providers in different countries, personal data may in some circumstances be processed or transferred outside the European Economic Area.
Where required, HCS seeks to apply appropriate legal, contractual and organizational safeguards to such transfers.
How long information is kept
Personal data is retained only for as long as reasonably necessary for the purpose for which it was collected and for applicable contractual, legal, regulatory, classification, certification, quality-management, audit, insurance or claims requirements.
Controlled maritime records may require longer retention than ordinary website enquiries because traceability and evidence may remain relevant after a certificate, survey or assignment has ended.
Protection of information
HCS applies organizational and technical measures intended to protect personal and controlled technical information against unauthorized access, loss, alteration, disclosure or misuse. Access to restricted records is intended to be limited according to operational role and business need.
No online system can provide an absolute guarantee of security, and users should avoid sending unnecessary confidential information through unsecured channels.
Cookies and website technologies
The HCS website uses a consent-management mechanism to control cookies and similar technologies. Essential cookies may be required for security, session handling, preferences and restricted access. Non-essential technologies should be subject to the applicable consent settings.
Certain forms or security functions may use anti-abuse technologies such as reCAPTCHA or comparable services. Such third-party services may process technical information in accordance with their own privacy terms.
Third-party websites
HCS pages may link to external authorities, maritime organizations, news sources, WhatsApp or other third-party services. When you follow an external link, the destination provider’s privacy terms and technical practices apply.
HCS is not responsible for the privacy practices of external websites that it does not control.
Your data-protection rights
Subject to the conditions and limitations of applicable law, individuals may have rights including:
- the right to be informed about processing;
- the right of access to personal data;
- the right to request correction of inaccurate or incomplete information;
- the right to request erasure in circumstances where retention is no longer legally justified;
- the right to request restriction of processing;
- the right to object to processing based on legitimate interests in appropriate circumstances;
- the right to data portability where legally applicable;
- the right to withdraw consent where consent is the legal basis for processing;
- the right to lodge a complaint with the competent data-protection supervisory authority.
These rights do not automatically require deletion or alteration of controlled maritime records where HCS is legally, contractually or regulatorily required to retain them.
How to exercise your rights
Requests relating to personal data may be submitted to hellenic@hellenicclass.com. HCS may request sufficient information to confirm identity, authority and the scope of the request before releasing, amending or deleting information.
Children and website use
The HCS website and online technical services are intended primarily for maritime professionals, companies, authorities and adult users. HCS does not intentionally solicit personal information from children through general website contact or marketing functions.
Changes to this Privacy Policy
HCS may update this Policy to reflect changes in law, website functionality, technical services or internal procedures. The current version will be published on this page with its latest revision date.
Material operational or legal requirements should always be checked against the latest applicable law, competent authority instructions and HCS controlled procedures.
Privacy or data-protection enquiry?
Contact HCS Head Office with a clear description of your request and sufficient information to identify the relevant records.
Contact HCS