Privacy Policy

1. Introduction

Guide Essence ("we," "our," or "us") respects your privacy and is committed to protecting your personal data. This privacy policy explains how we collect, use, disclose, and safeguard your information when you visit our website guide-essence.com, use our services, or interact with us.

2. Information We Collect

2.1 Personal Information

We may collect the following personal information:

• Name and contact information (email address, phone number, postal address)
• Educational and professional background
• Payment information for course enrollment
• Medical certificates and fitness information (for safety training requirements)
• Course progress and assessment results
• Communication preferences

2.2 Technical Information

We automatically collect certain information when you visit our website:

• IP address and browser type
• Device information and operating system
• Website usage data and navigation patterns
• Cookies and similar tracking technologies
• Referral sources and search terms

3. How We Use Your Information

We use your personal information for the following purposes:

• Providing maritime training services and course administration
• Processing enrollment applications and payments
• Communicating about courses, schedules, and important updates
• Issuing certificates and maintaining training records
• Improving our services and website functionality
• Compliance with maritime training regulations and safety requirements
• Marketing communications (with your consent)
• Legal compliance and dispute resolution

4. Information Sharing and Disclosure

We may share your information in the following circumstances:

• Regulatory Bodies: With maritime authorities (AMSA, IMO) for certification and compliance purposes
• Service Providers: With trusted third-party providers who assist in delivering our services
• Educational Partners: With partner institutions for joint programs or credit transfers
• Legal Requirements: When required by law or to protect our rights and safety
• Business Transfers: In connection with business mergers or acquisitions

We do not sell, rent, or trade your personal information to third parties for their marketing purposes.

5. Data Security

We implement appropriate technical and organizational security measures to protect your personal information:

• Encryption of sensitive data in transit and at rest
• Secure servers and network infrastructure
• Regular security audits and vulnerability assessments
• Access controls and staff training on data protection
• Backup and disaster recovery procedures

6. Data Retention

We retain your personal information for the following periods:

• Training Records: 7 years after course completion (regulatory requirement)
• Financial Records: 7 years after final payment
• Marketing Communications: Until you unsubscribe or withdraw consent
• Website Analytics: 26 months maximum

7. Your Rights

Under Australian Privacy Act 1988 and other applicable laws, you have the right to:

• Access: Request access to your personal information
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information (subject to legal obligations)
• Portability: Request transfer of your data to another service provider
• Objection: Object to certain processing activities
• Withdraw Consent: Withdraw consent for marketing communications

8. Cookies and Tracking

Our website uses cookies and similar technologies:

• Essential Cookies: Required for website functionality
• Analytics Cookies: Help us understand website usage
• Marketing Cookies: Used for targeted advertising (with consent)

You can manage cookie preferences through our cookie banner or browser settings.

9. International Data Transfers

Some of our service providers may be located outside Australia. We ensure adequate protection through:

• Adequacy decisions by the Australian Privacy Commissioner
• Standard contractual clauses
• Certification schemes and codes of conduct

10. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies.

11. Children's Privacy

Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children under 18. If we become aware of such collection, we will take appropriate steps to delete the information.

12. Changes to This Privacy Policy

We may update this privacy policy periodically. We will notify you of material changes by:

• Posting a notice on our website
• Sending an email to registered users
• Including updates in our newsletter

13. Contact Information

For questions about this privacy policy or to exercise your rights, contact us:

14. Complaints

If you believe we have not handled your personal information in accordance with this policy, you may lodge a complaint with:

• Our Privacy Officer at [email protected]
• The Office of the Australian Information Commissioner (OAIC) at oaic.gov.au

This privacy policy was last updated on June 24, 2025, and is effective immediately.