Terms of Service

yachtscanr is marine survey software operated by yachtscanr Ltd, a company registered in England & Wales (company number 17349090), with its registered office at Suite E, Astra Business Centre, Preston, PR2 5AP.

It is a tool for marine surveyors — including those in training — to inspect vessels and produce survey reports. It is not a surveying practice, not a professional body, and not endorsed by IIMS, NAMS, SAMS or any other institute. Citing a body in the product (for example on a card or in a membership field) is not a claim that that body approves us.

We pay the UK Information Commissioner's Office data-protection fee. Detail is in our Privacy Policy.

Contact: [email protected].

These terms are a contract between you and yachtscanr Ltd. They apply when you request access, when we invite you, and when you use the product. By creating an account you confirm that you have read them and our Privacy Policy, and that you are using yachtscanr in the course of a business or profession — not as a consumer.

If you do not agree, do not create an account and do not use the product.

Access is by invitation. We may invite you, refuse a request, withdraw an unused invitation, or close the invitation programme. An invitation is not a promise of a paid plan, of remaining free forever, or of any particular feature set.

During this period the product is free of charge. You do not need a card. We may add, change or withdraw features, including ones you have already used, during the invitation period. We will not introduce a charge for the invitation group without telling you first and giving you a chance to export your data and leave.

The software is provided as it stands during the invitation period. We aim for it to be reliable; we do not promise it will be uninterrupted, complete or error-free.

To hold an account you must be a marine surveyor, or in training as one, and you must have been invited. By registering you confirm that. We may ask for a professional body and membership number and may suspend or close an account that does not meet this, or that was not invited.

We own yachtscanr: the software, the yacht catalogue, inspection templates, compliance cards, branding and documentation. You own the survey content you create — reports, photos, notes, voice, invoices and the client details you enter.

We grant you a personal, non-exclusive, non-transferable licence to use yachtscanr for marine survey work on vessels you are engaged to inspect, for as long as your account is open. You may not copy the product for others, resell access, scrape the catalogue, or reverse-engineer the platform except as the law allows.

You grant us a limited licence to host, process and display your content solely to provide the service to you (including backups, sync, sharing links you create, and the AI features you use). We do not claim ownership of your reports. We may use anonymised, aggregated usage metrics (for example how the product is used, not your clients' identities or a named vessel) to run and improve the platform.

yachtscanr is a productivity tool. You remain solely responsible for your survey work, your professional judgement, and the accuracy and delivery of every report you produce. We do not provide surveying services and we do not carry professional indemnity insurance on your behalf. You are responsible for your own PI, qualifications and any licence the job requires.

A report compiled in yachtscanr is your report. You must review it before it goes to a client.

The yacht models, component lists and compliance cards are an aid to inspection. They may be incomplete, out of date, or wrong for the vessel in front of you. Citations of ISO, ABYC, MCA or other instruments are not legal advice and are not a substitute for the official text.

You must apply your own judgement, check the as-installed arrangement, and consult the current standard or statute where it matters. We do not warrant that a card states a requirement the instrument actually contains, or that a vessel in the catalogue matches a particular hull.

Features that draft notes, report prose, valuations or answers use third-party AI (currently Anthropic Claude for text, OpenAI Whisper for voice transcription, and OpenAI embeddings for search), on yachtscanr Ltd commercial API accounts. We have a data-processing agreement with each (OpenAI: executed DPA including the UK Addendum; Anthropic: DPA incorporated in their Commercial Terms, including the UK Addendum). Neither is opted in to train on that content. Output is a starting point. You review, edit and certify it. We accept no liability for errors in AI-generated content.

Content you send to those features — which can include survey findings and client details you have typed — is processed by those providers as described in our Privacy Policy. Do not use an AI feature if you are not willing to send that content to those sub-processors.

You agree not to:

• Share your sign-in with someone else, or use an account that was not invited for you
• Produce fraudulent or misleading survey reports
• Attempt to reverse-engineer, scrape or overload the platform
• Use the product for anything other than marine survey work
• Upload content you do not have the right to process

Survey reports, inspection data, photographs and client details you enter remain yours. We store and process them only to provide the service. We do not sell your data, use it for advertising, or share it except with the sub-processors listed in our Privacy Policy. Where you enter personal data about your own clients, we act as your processor — see Section 16.

You may export your data from the product where that control exists, or by asking [email protected]. Account deletion is described in the Privacy Policy (issued reports are kept for the professional record-keeping period set out there).

We do not use advertising or tracking cookies. We use an essential httpOnly cookie (ys_token) to keep you signed in after you log in, browser local storage for a token copy and preferences, and IndexedDB on the iOS, Android and Windows apps to cache surveys offline. Detail is in the Privacy Policy. The cookie is not set until you sign in.

We are not charging during the invitation period. There is no free-report quota in force, no requirement to buy credits, and no subscription to start.

If we later introduce paid plans, we will show the price in the product, tell invitation users before anyone in that group is charged, and process payments through Stripe. Until that happens, published prices on old pages or in drafts are not an offer. Drafting, inspecting and issuing reports in this period does not create a fee.

A commissioner marketplace (brokers, insurers, P&I clubs posting work to surveyors) is not part of this invitation period. Public pages for brokers, insurers and pricing are disabled.

If we later enable a marketplace, we will be a venue, not a party: we will not employ you, commission the survey, collect the survey fee, or guarantee the other side. Any engagement will be a contract between surveyor and commissioner. We will give notice before turning that on. Until then, marketplace features are not part of the service.

You may close your account at any time by writing to [email protected]. We will then follow the deletion rules in the Privacy Policy.

We may suspend or close an account if you breach these terms, if you were not eligible or not invited, if we reasonably believe the account is being abused, or if we stop offering the invitation service. We will email the address on the account unless doing so would compromise security or a legal duty.

We may also end or pause the invitation programme. We will give you a chance to export your data first where we reasonably can.

Licence ends when the account ends. Your ownership of your survey content does not.

Nothing in these terms limits or excludes our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot lawfully be limited or excluded.

Subject to that: we are not liable — in contract, tort (including negligence), breach of statutory duty or otherwise — for indirect or consequential loss; loss of profit, revenue, business, contracts or anticipated savings; loss of goodwill or reputation; or loss or corruption of data.

Subject to the same, our total aggregate liability to you arising out of these terms and your use of the platform is limited to the greater of (a) the total fees you paid us in the twelve months immediately before the event giving rise to the claim, and (b) £100. During the invitation period, while no fees are payable, that cap is £100.

We provide the service with reasonable care and skill. We do not warrant that it will be uninterrupted or error-free. You are responsible for reviewing and verifying all report content before it is delivered to a client.

This section applies where you enter personal data about third parties into yachtscanr. For that data you are the data controller and yachtscanr Ltd is your data processor. It constitutes the binding data-processing terms required by UK GDPR Article 28(3) and applies whenever you use the platform.

Subject matter and purpose. Providing cloud-based marine survey management: storing and formatting survey records, attaching photos and audio, transcribing voice notes, AI-assisted report composition, generating PDF or Word survey reports, and creating invoices on your behalf.

Duration. The term of your account plus any post-account retention set out in our Privacy Policy.

Categories of data subjects. Vessel owners, vessel buyers, client contacts, brokers, captains and crew members, and other client representatives you enter.

Types of personal data. Names, physical addresses, email addresses, phone numbers, vessel identification linked to individuals, client notes, signatures, and invoicing details — as you choose to enter them.

Documented instructions. We process this data only on your documented instructions — which your configuration and use of the platform constitute — unless UK law requires otherwise, in which case we will tell you unless prohibited.

Confidentiality. Persons authorised to process the personal data have committed themselves to confidentiality or are under an appropriate statutory obligation of confidentiality.

Security. We implement appropriate technical and organisational measures under UK GDPR Article 32, including encryption in transit (HTTPS/TLS) and encrypted cloud storage for our primary database and core infrastructure in the UK/EU region.

Sub-processors. You grant general authorisation for us to engage the sub-processors listed in our Privacy Policy (including Anthropic, OpenAI, our cloud hosting provider, Resend and Sentry). Features you use may send survey content and client details you entered to those providers, including in the United States, under the DPAs and UK transfer terms described there. We will give you reasonable notice of any intended addition or replacement so you can object. Each is bound by written terms offering equivalent protection.

Data-subject rights and assistance. Taking into account the nature of the processing, we will assist you by appropriate technical and organisational measures, so far as possible, so you can respond to requests to exercise data-subject rights, and with your obligations under UK GDPR Articles 32 to 36.

Breaches. We will notify you without undue delay on becoming aware of a personal-data breach affecting this client data.

Deletion or return. At your choice, after the end of the service we will delete or return this personal data, and delete remaining copies, except where UK law requires storage, and except issued survey reports retained for the six-year professional record-keeping period in the Privacy Policy. You may export while the account is open; if you want a copy returned before deletion, ask [email protected] when you close the account.

Audits and information. We will make available the information necessary to demonstrate compliance with Article 28, and allow and contribute to audits or inspections by you or an auditor you mandate — typically remotely, by questionnaire and existing security statements, unless a regulator requires more.

These terms, and any dispute or claim arising out of them (including non-contractual disputes), are governed by the law of England and Wales. The courts of England and Wales have exclusive jurisdiction.

We may update these terms as the product evolves. Significant changes will be emailed to the address on your account. If you continue to use yachtscanr after that notice, the new terms apply. If you do not agree, you may close the account and export your data.

Questions about these terms or your data: [email protected]