Terms of Service (early access)

1. Who you are dealing with

PivotScanner is run by Ryan Hill (“we” or “us”). “You” means the person or company that holds the account. You can reach us at support@pivotscanner.com.

2. Early access

PivotScanner is still being built and tested. Features may change, move or be removed, and some things may not work as expected. When something breaks, please tell us: that is what early access is for. We will tell you before we remove a feature or make a change that deletes or alters records you have entered.

3. Price

PivotScanner is free during early access: we do not ask you to pay for it. During early access there is no trial countdown, and no account is made read-only for not paying. The Billing page still shows a way to subscribe, which you do not need to use. If you pay anyway, we refund the payment.

We will announce the launch date at least 30 days before launch: by email to account holders, in these terms and on the Billing page. From launch day, your account gets a free trial of at least 30 days. After that trial, editing needs a paid plan; your records stay readable and you can still export them. Nobody needs a paid plan before launch, and a plan starts only if you choose one.

4. Not legal or compliance advice

PivotScanner is a tracking tool, not legal or compliance advice: you remain responsible for checking requirements with your flag State and your Designated Person Ashore (DPA), if you have one. It compares the documents and expiry dates you record against expected-document templates and shows what is missing or expiring. Those templates are sensible starting defaults, not a determination of what your vessels, crew or trade actually require. A status of “Up to date” means the expected documents are on file and current in your account. For hours of rest, it means every crew member’s rest record has been checked and the hours recorded raise no rest-rule issue. Neither is a certification that a seafarer may legally sail, that rest hours meet the STCW or MLC rules, or that a vessel will pass a Port State Control inspection.

Do not rely on PivotScanner as the only basis for a safety-critical or regulatory decision. Always confirm the actual requirements with your flag State administration, classification society, DPA or another competent person.

5. Fair use

Please do not:

• use PivotScanner unlawfully, or to store data you have no right to store;
• try to get around its security, reach another account’s data, or probe, scan or overload the service;
• resell PivotScanner or offer it to others as your own;
• upload malware or unlawful content.

We may suspend an account that seriously breaks these rules, after notice where practical.

6. Crew details you enter

When you enter details about your crew or staff, such as names, dates of birth, nationalities, ranks, seaman’s book numbers, certificates (including medical fitness certificates), hours of rest and documents, you decide what goes in and why. Under data protection law (the GDPR) you are the controller of that data and we process it on your behalf while your account is open: we store and organize it, show it to you, keep a copy on your devices so PivotScanner works offline, and send your reminder emails. For that data we:

• use it only to run PivotScanner for you and follow your instructions (using PivotScanner as designed counts as your instructions), unless the law requires us to do otherwise (in which case we tell you first, where the law allows), and tell you if we think an instruction breaks data protection law;
• keep it confidential;
• protect it: each account’s data is kept apart at the database level, and it is encrypted in transit between your devices and our servers, and at rest in our database and file storage;
• use only four service providers, Supabase, Vercel, Resend and Sentry (our Privacy Policy says what each does and where it keeps data), each bound by data protection terms, and tell you before adding or replacing one, so you can object or leave;
• help you answer a crew member who asks to see, correct or delete their data, and help with your other data protection duties, such as security and reporting a breach;
• tell you without undue delay if a data breach affects it;
• delete it when you ask or when your account closes, after giving you the chance to export your records (copies in database backups are overwritten when old backups are replaced, and copies on your own devices stay until you clear them);
• give you the information you need to check that we keep these promises, and allow and help with reasonable checks (audits) by you or an auditor you choose.

Email to us is different: Apple holds email sent to our pivotscanner.com addresses, such as support@pivotscanner.com, under its own iCloud terms, not under data protection terms with us (see our Privacy Policy, section 4). Please do not email us crew details.

7. Your data

Your records are yours. We do not sell them, use them for advertising, or use them to train AI models. You can export your records at any time from the Export data page (under More in the app), as CSV files or a single JSON file; uploaded document files are not included, only their details. To close your account and delete your data, email support@pivotscanner.com from your account’s email address. How we handle personal data is described in our Privacy Policy.

8. No guarantees

During early access PivotScanner is provided as is. We do not promise that it will always be available or free of errors.

9. Liability

To the extent the law allows, we are not liable for indirect or consequential losses, or for regulatory outcomes such as detentions, fines or inspection findings: responsibility for your vessels’ compliance stays with you (section 4). Nothing in these terms limits liability that the law does not allow to be limited, such as liability for fraud, or for death or personal injury caused by negligence.

10. Ending early access

You can stop using PivotScanner at any time. We may end early access, or your access to it, with reasonable notice, or straight away if an account seriously breaks section 5. Unless we suspend an account for such a breach, you will have time to export your records first. We will announce the launch date at least 30 days before launch (section 3). When PivotScanner launches, the full terms replace these: we will ask you to accept them, and if you do not, you can export your records and we will delete your account.

11. Changes to these terms

We may update these terms during early access. We will tell you about an important change before it applies.

12. Contact

Questions about these terms? Email us at support@pivotscanner.com. We reply within 1–2 business days.

Last updated: 2026-10-29