KeelX Analytics Privacy Policy

KeelX Limited (“KeelX,” “we,” “us,” or “our”) is committed to protecting your personal information and your privacy. This Privacy Policy explains how we collect, use, store, process, and share your personal information in accordance with applicable laws, including the General Data Protection Regulation (GDPR).

This Privacy Policy applies to:

• Visitors of the KeelX Analytics website (www.keelxanalytics.ai).

• Customers and Users of KeelX’s Software as a Service (SaaS) platform and related services.

This Privacy Policy supplements any other privacy notices provided in specific contexts (e.g., during account registration or service agreements) and does not override them.

Our website and services are not intended for children, and we do not knowingly collect data relating to children.

1. How to Contact KeelX

If you have questions about this Privacy Policy or how your personal information is processed, you can contact our Data Protection Officer (DPO):

• Email: dpo@keelx.com

• Post: 17-21B Ayias Zonis Str., Eleni Court, CY-3027 Limassol, Cyprus

• Phone: +357 25 107 009

2. Personal Information We Collect

KeelX collects personal information to provide specialized services, including:

• Vessel performance monitoring, AI route optimization, and related analytics via our SaaS platform.

We collect personal information through:

• Direct interactions:
  • Information you provide via our website, email, phone, events, or other communications (e.g., name, email address, contact details).
  • Job applications submitted through our Online Recruitment Process (see our Job Applicant Privacy Notice).
• Automated technologies:
  • Data from cookies and other tracking technologies (e.g., browser type, IP address).
• Third-party sources:
  • Information provided by partners or affiliates related to service delivery.

KeelX does not intentionally collect sensitive personal information and advises against sharing such data unless explicitly requested for specific purposes.

3. Purpose of Processing Personal Information

We collect and process your personal information for the following purposes:

• To provide and enhance the user experience on our platform.
• To process job applications and maintain recruitment records.
• To respond to enquiries and communications.
• To fulfill our contractual obligations under service agreements.
• To maintain our records and comply with legal and regulatory obligations.
• For marketing purposes, including sending newsletters, event invitations, and promotional materials (with your consent).
• To improve website functionality and address security concerns.

All personal information is processed lawfully, fairly, and transparently under GDPR guidelines.

4. Protecting Your Personal Information

KeelX implements appropriate technical and organizational measures to safeguard personal information. These include secure storage systems and restricted access policies.

We will not disclose your personal information outside the European Economic Area (EEA) unless:

• The transfer is necessary for the purposes outlined in this Privacy Policy.

• Appropriate safeguards (e.g., EU Standard Contractual Clauses) are in place to ensure GDPR compliance.

KeelX ensures its service providers also adhere to these standards when processing personal information on our behalf.

5. Marketing Communications

KeelX may use your personal information to send you marketing materials about our services or related events.

• You can opt out of receiving marketing communications at any time by contacting our DPO.

• Once you opt out, your personal information will no longer be processed for marketing purposes.

6. Retention of Personal Information

KeelX retains personal information only for as long as necessary to fulfill the purposes for which it was collected or to comply with legal obligations. Inactive or redundant data is securely deleted or anonymized.

7. Your Rights Under GDPR

As a data subject, you have the following rights:

• Access: Request a copy of your personal information.

• Rectification: Request corrections to inaccurate or incomplete information.

• Erasure: Request deletion of your personal information, subject to legal obligations.

• Restriction: Limit the processing of your personal information in specific circumstances.

• Objection: Object to processing for certain purposes, including direct marketing.

• Withdrawal of consent: Revoke consent where processing is based on consent.

To exercise these rights, contact our DPO using the details provided in Section 1. If you believe your rights are not being respected, you can lodge a complaint with the Cyprus Information Commissioner.

8. Cookies

Cookies are small text files stored on your device to enhance your browsing experience. KeelX uses cookies to:

• Recognize returning users.

• Optimize website functionality.

• Collect analytics data (e.g., via Google Analytics).

You can manage cookie preferences or block cookies via your browser settings:

• Chrome

• Firefox

• Opera

• Safari

• Edge

Blocking cookies may affect the functionality of our website.

9. Third-Party Cookies

KeelX’s website may contain links to third-party services (e.g., LinkedIn, Google Maps, Google Analytics). These third parties may place cookies on your device.

We recommend reviewing their privacy policies:

• LinkedIn Privacy Policy

• Google Maps Privacy Policy

• Google Fonts Privacy Information

• Google Analytics Terms

KeelX is not responsible for third-party privacy practices.

10. AI-Powered and Agentic Features

KeelX may make AI-powered and agentic functionality available to customers as part of its services (“AI Features”). Use of AI Features is optional and depends on customer configuration and user actions within the platform.

Information processed when AI Features are used may include:

• User prompts, instructions, and messages submitted through the platform
• Files or other content submitted to AI Features (where applicable)
• Relevant operational inputs and context provided through the platform to fulfill the request (as configured by the customer)
• AI-generated outputs (e.g., summaries, recommendations, and drafts)
• Feedback provided by users (e.g., ratings, comments, or support tickets)
• Usage and technical data (e.g., timestamps, interaction logs, performance metrics, crash/debug information, and security logs)

Purposes of processing in connection with AI Features may include:

• Providing AI Features and generating requested outputs
• Maintaining and improving AI Features and overall service performance
• Testing and quality assurance
• Security, fraud prevention, and misuse prevention (including monitoring for policy violations and anomalous activity)
• Support, troubleshooting, and responding to customer requests
• Compliance with legal and regulatory obligations

Use of customer-submitted content for improvement
Customer-submitted content may also be used in a limited manner for service improvement, testing, or quality assurance, subject to appropriate technical and organizational safeguards. Where available, customers may control settings related to AI improvement and/or contact KeelX to request restrictions consistent with applicable law and contractual commitments.

Human access and service providers
A limited number of authorized KeelX personnel and trusted service providers may access information processed through AI Features only as necessary for the purposes above (e.g., support, security investigations, legal matters, and quality assurance). Access is restricted on a need-to-know basis and subject to confidentiality and security obligations.

Automated outputs and oversight
AI-generated outputs are intended to support user decision-making. Users and customers should review outputs before relying on them, particularly where outputs may affect operational decisions.

11. Updates to This Privacy Policy

KeelX reserves the right to modify this Privacy Policy as necessary. Updates will be posted on this page, and we encourage you to review it periodically.