How we look after your information

Last updated 9 October 2026

Kos Yacht Agency (“Kos”, “we”) arranges yacht charters for clients and works with crew and suppliers to deliver them. This page explains what personal information we collect, why, who sees it and how to reach us about it. We handle personal information in line with the Australian Privacy Principles.

What we collect

• Enquiries. Your name, email, company, preferred dates, number of guests and anything you tell us in your message.
• Clients. Contact details, the details of your charter, our proposals and agreements with you, and invoices and payments.
• Crew. Contact details, an emergency contact, your ABN, your tickets and licences (with copies you upload), when you're available, your shifts, timesheets and pay, and whether you've agreed to texts or WhatsApp messages.
• Suppliers. Business contact details, ABN and GST status, the area you work in and your public liability insurance.
• Vessel owners. Contact details, who we pay for your vessel, its ABN and GST status, your charters and statements, and whether you use two-step sign-in.
• Bank details of anyone we pay (owners, crew, suppliers and partners): the account name, BSB and account number. The account number is encrypted, and our team sees only the last three digits unless they're checking a change with you; each time it's shown is recorded.
• Changes to your details. When you, or our team, change your contact or payment details, we record who made the change, when, the IP address and browser or device it came from, and roughly where (the country). We keep this to protect you and us from payments being redirected by someone else.
• Website visitors. This site uses no analytics, advertising or tracking cookies. Our hosting provider keeps standard server logs, including IP addresses, for security. To stop abuse of the enquiry form we count recent enquiries per visitor, storing only a one-way code made from the IP address, never the address itself. Those counts are cleared within two days.

How we use it

To answer your enquiry, plan and run your charter, staff it with crew and book suppliers, invoice and pay the people involved, keep everyone safe on board, and meet our legal and tax obligations. We contact you about your charter, or about work you've applied for. We don't send marketing unless you've agreed to it, and we never sell personal information.

Who sees it

• Our team, each with access only to the parts of our system their role needs. Pay rates and costs are seen by administrators only.
• Crew and suppliers on your charter see what they need to do the job: the vessel, the times and the place. They don't see your contact details or what you're paying.
• Service providers who run parts of our system for us:
  • Supabase, our database, hosted in Sydney;
  • Netlify, which hosts this website and our booking system;
  • Resend, which sends our emails;
  • Twilio, for texts and WhatsApp messages, where you've agreed to them;
  • Xero, our accounting software.
  They handle information only to provide their service to us.

Information sent overseas

Our records are stored in Australia. Some of our service providers process information outside Australia (for example in the United States) to deliver email, messages or web pages. We use providers with recognised security practices.

How long we keep it

We keep charter, invoice and pay records for at least five years, as Australian tax law requires. The record of changes to payment details is kept for seven years, and can't be edited or deleted, by us or anyone else. If you ask us to delete your information, your bank details go, but that record stays. Everything else we keep only while it's useful for the reasons above. You can ask us to delete it sooner.

Seeing, correcting or deleting your information

Email hello@legacyyachtco.com to ask what we hold about you, to correct it, or to have it deleted. We'll respond within 30 days. If you ask us to delete it, we remove everything that identifies or contacts you, except the records we must keep by law. Crew can also update most of their details themselves in the crew portal.

Questions and complaints

Contact us at hello@legacyyachtco.com and we'll work with you to put it right. If you're not satisfied with our response, you can contact the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.