This CrewPass Participation Agreement (the Agreement) governs your access to and use of the CrewPass solution (CrewPass) once you have registered an account and accepted these terms. CrewPass is a maritime workforce verification, compliance and crew-management platform operated by CrewPass Limited.
This Agreement applies to organisations that register a Participant account on CrewPass, including:
- Vessel Participants (yachts, captains and onboard vessel teams);
- Management Participants (yacht management and operations companies);
- Recruiter Participants (crew placement and recruitment agencies); and
- Essentials Participants (organisations on the free Essentials tier).
Crew members register and use CrewPass under a separate CrewPass Terms & Conditions for Crew Users.
By completing the CrewPass registration process and indicating your acceptance of this Agreement, you confirm that you have read, understood and agree to be legally bound by this Agreement, the CrewPass Acceptable Use Policy, the CrewPass Privacy Policy and, where applicable, the CrewPass Data Processing Agreement. Your attention is particularly drawn to Section 20 (Warranties), Section 21 (Liability) and Section 22 (Indemnification).
1. About us
1.1 Company details. CrewPass Limited is a limited liability company incorporated in England & Wales with registered number 10842250 and registered office at F1 Adanac North, Adanac Drive, Southampton, Hampshire, England SO16 0BT, United Kingdom (CPL, we, us, our). We operate the website www.crewpass.co.uk and the CrewPass application at dashboard.crewpass.co.uk.
1.2 Contacting us. Operational and contractual notices should be sent to customerservice@crewpass.co.uk. Data-protection notices should be sent to dpa@crewpass.co.uk.
1.3 Contacting you. We contact you at the email address provided during registration. You must keep this email address current.
1.4 Complaints. Please raise complaints in the first instance to customerservice@crewpass.co.uk.
2. Our agreement with you
2.1 Our contract. This Agreement applies to your registration and use of CrewPass and applies to the exclusion of any other terms you seek to impose, or which are implied by trade custom, practice or course of dealing.
2.2 Entire agreement. This Agreement (together with the Acceptable Use Policy, Privacy Policy and, where applicable, the Data Processing Agreement) is the entire agreement between you and us in relation to your participation in CrewPass.
2.3 Language. This Agreement is made only in the English language.
2.4 Governing law, jurisdiction and venue. This Agreement is governed by, and shall be construed in accordance with, the laws of England and Wales. The parties submit all disputes arising from or relating to this Agreement to the exclusive jurisdiction of the courts of England and Wales.
3. Definitions
Confidential Information has the meaning set out in Section 16.1.
Crew Members means the personnel (including prospective personnel) who hold or are seeking to hold positions on a Vessel.
CrewPass means the proprietary maritime crew verification, compliance and management solution offered by CPL, accessed via the CrewPass web application at dashboard.crewpass.co.uk (the Web Platform) and any associated services described in the order or your account.
CrewPass Accreditation means the outcome of background, criminal records and identity checks undertaken by third-party screening providers and the resultant status displayed on a Crew Member's CrewPass profile.
Data Processing Agreement or DPA means the standalone CrewPass Data Processing Agreement, which is incorporated by reference into this Agreement where Personal Data is shared between us in connection with your use of CrewPass.
Effective Date has the meaning set out in Section 4.4.
Fees means the fees and charges payable by you for your CrewPass tier, additional services and per-check verifications, as set out in your order, Order Confirmation, online checkout, or invoice.
Intellectual Property Rights means all patents, copyrights, design rights, trade marks, service marks, trade names, trade secrets, rights in know-how, confidential information, manuals, methodologies and all other intellectual property rights, whether registered or not.
Legacy App means the CrewPass mobile application previously available on the Apple App Store and Google Play Store, which has been withdrawn from new download but may remain installed on devices belonging to existing users. Continuing use of the Legacy App is permitted on a transitional basis only and is subject to this Agreement.
Party means either you or us; Parties means both.
Permitted Purpose means the use of CrewPass for the verification, employment, placement, compliance and management of Crew Members.
Personal Data has the meaning given in the UK GDPR and, in this Agreement, has the further meaning set out in the DPA.
Tier means the CrewPass subscription tier under which your Participant account is registered (Essentials, Vessel, Recruiter or Management).
Term has the meaning set out in Section 5.1.
Vessel means a maritime vessel registered on CrewPass.
4. Placing an order for CrewPass
4.1 Placing your order. You may register for CrewPass through the CrewPass website or through an invitation issued by an existing Participant. Each registration is an offer by you to enter into this Agreement for the Tier selected.
4.2 Correcting input errors. Our registration process allows you to check and amend errors before submitting your order. You are responsible for ensuring that your registration details are complete and accurate.
4.3 Acknowledgement. After you submit your registration, you will receive an email acknowledging receipt. This does not constitute acceptance.
4.4 Acceptance. Our acceptance of your order takes place when we send you an email confirming activation of your CrewPass account (the Order Confirmation). The date of that email is the Effective Date.
4.5 If we cannot accept your order. If we are unable to activate your account for any reason (including, without limitation, sanctions screening, incomplete information or capacity constraints), we will inform you by email and will not process your order.
5. Term
5.1 This Agreement takes effect on the Effective Date and continues until terminated in accordance with Section 6 (the Term).
6. Termination
6.1 Termination by you. You may terminate this Agreement at any time on thirty (30) days' written notice to customerservice@crewpass.co.uk. Where you have paid Fees in advance, refund eligibility is determined in accordance with Section 11 and your Tier terms.
6.2 Termination by CPL. We may terminate this Agreement immediately and without refund or liability in the event of: (a) any default by you in paying Fees when due that is not remedied within fifteen (15) days of written notice; and (b) any material breach by you of this Agreement, the Acceptable Use Policy, the DPA or applicable law that is not remedied within fifteen (15) days of written notice. We may also terminate this Agreement for convenience on ninety (90) days' written notice if we decide to discontinue CrewPass or your Tier.
6.3 Termination by either Party. Either Party may terminate this Agreement immediately by written notice if the other Party becomes insolvent or enters into liquidation proceedings (other than for solvent reconstruction).
6.4 Termination for sanctions. We may suspend and terminate this Agreement immediately, and deny access to CrewPass, if you, your beneficial owners or any of your representatives become subject to economic sanctions, or are directly or indirectly affiliated with sanctioned persons.
6.5 Consequences of termination. On termination, the licence granted under Section 9.1 ceases. You remain liable for Fees properly due up to termination. Sections that by their nature survive termination (including 15, 16, 17 read together with the DPA, 20, 21, 22 and 6.5) survive.
7. The CrewPass solution and services
7.1 The Web Platform. CrewPass is delivered primarily through the Web Platform at dashboard.crewpass.co.uk. Use of the Web Platform requires a modern, supported web browser and an internet connection. We do not warrant operation on browsers or devices we have notified as unsupported.
7.2 Legacy App. The Legacy App has been withdrawn from app store distribution. Where you or your users continue to access CrewPass via the Legacy App, you do so on a transitional basis and acknowledge that functionality may be limited or unavailable, and that features will be retired without notice. We recommend that users transition to the Web Platform.
7.3 Descriptions and illustrations. Any descriptions of CrewPass on our website, in marketing materials or in product communications are intended to give a general indication of features. They do not form part of this Agreement or have contractual effect.
7.4 Changes to specification. We reserve the right to amend the specification of CrewPass where this is required by law, regulation or platform changes, or where the amendment does not materially adversely affect your overall use of CrewPass.
7.5 Reasonable care and skill. We warrant that CrewPass and the related services will be provided using reasonable care and skill.
8. Your obligations
8.1 You are responsible for ensuring that:
(a) the information you provide at registration and during use of CrewPass is true, accurate, current and complete;
(b) you cooperate with us in all reasonable matters relating to your use of CrewPass, including identity, sanctions and compliance checks;
(c) you comply with all laws applicable to your use of CrewPass, including data-protection, employment, immigration, anti-bribery and sanctions laws;
(d) you do not impersonate any person, use a false identity or share account credentials with anyone outside your organisation;
(e) you do not rent, lease, sub-licence, loan, transfer or otherwise make available your CrewPass account to a third party;
(f) you access CrewPass only through your own user account and credentials, and do not attempt unauthorised access; and
(g) you do not publish opinions, commentary or marketing referring to CrewPass on any public forum, including social media, without our prior written consent (not to be unreasonably withheld); and
(h) you comply with the Bribery Act 2010, the Modern Slavery Act 2015, and applicable UK, EU, US and UN economic sanctions and trade-control regimes, and you have appropriate policies and controls in place to ensure compliance.
8.2 Your Default. If our ability to provide CrewPass is prevented or delayed by your failure to comply with this Section 8 (Your Default), we may suspend access until you remedy the default, will not be responsible for any resulting cost or loss, and may pass through to you any costs we incur as a result.
9. Licence
9.1 Licence. Subject to this Agreement (including the payment of Fees), we grant you a worldwide, non-exclusive, non-transferable, non-sublicensable licence to access and use CrewPass during the Term, solely for the Permitted Purpose.
9.2 Licensing restrictions. You shall not, and shall not permit any third party to: (a) reverse engineer, decompile or disassemble CrewPass; (b) resell, sub-licence, share or systematically extract data from CrewPass; (c) sub-licence any rights granted under this Agreement; (d) impair our or our licensors' Intellectual Property Rights; (e) bind us to any third-party contract; (f) commercialise or incorporate CrewPass into any other product or service; (g) remove proprietary notices; (h) transmit malicious code through CrewPass; or (i) give a third party access to CrewPass without our prior written consent.
9.3 Acceptable Use Policy. Use of CrewPass is conditional on you and your users complying with the CrewPass Acceptable Use Policy, which we may amend from time to time.
9.4 Integrations. Where you integrate CrewPass with third-party systems, you are responsible for the integration and for any fees or technical work required.
10. Suspension of CrewPass
10.1 We may suspend CrewPass or your access:
(a) to deal with technical problems or make minor technical changes;
(b) to update CrewPass to reflect changes in law or regulation;
(c) for operational reasons, security reasons or in an emergency;
(d) where we reasonably believe you are in breach of this Agreement, the Acceptable Use Policy, the DPA or any applicable law;
(e) pending the outcome of an investigation following a complaint about your use of CrewPass;
(f) where we are obliged to comply with an order, instruction or request of a government, regulator, court or emergency service; or
(g) to prevent damage to our or our partners' systems.
10.2 We will attempt to notify you in advance of any non-urgent suspension. If we suspend CrewPass for more than sixty (60) days for reasons unrelated to your conduct, you may terminate this Agreement under Section 6.1.
11. Fees, billing and Tiers
11.1 Tiers. CrewPass is offered in the following Tiers, with the entitlements and fees described in your order, the CrewPass website or your Order Confirmation:
(a) Essentials — a free tier providing limited access to crew verification functionality. Per-check verification Fees and any additional product Fees apply separately;
(b) Vessel — a paid Tier for captains, vessel teams and individual yachts;
(c) Recruiter — a paid Tier for crew placement and recruitment agencies;
(d) Management — a paid Tier for yacht management and operations companies, with capacity- or fleet-based pricing as agreed in your order.
11.2 Per-check Fees. Background, criminal records and identity verification Fees are charged on a per-check basis in addition to your Tier subscription. Per-check Fees are recorded against your account at the point of order and invoiced in accordance with Section 11.3.
11.3 Billing.
(a) Tier Fees are billed in advance on the cycle stated in your order (annual or monthly).
(b) Per-check Fees and other transactional charges (including any additional services ordered through your account during the relevant period) are invoiced monthly in arrears. All orders placed in a calendar month are consolidated into a single invoice issued within the first seven (7) days of the following month.
(c) Payment terms. Unless otherwise agreed in writing, all invoices are payable within fourteen (14) days of the invoice date.
(d) Taxes. All Fees are exclusive of VAT and other applicable taxes, which are payable by you in addition to the Fees.
11.4 Payment method and recurring billing. Fees are payable by major credit or debit card, by Direct Debit, or by bank transfer where agreed in writing. By providing payment-card or Direct Debit details, you authorise CrewPass and its payment processor to charge that payment method on a recurring basis for Tier Fees as they fall due in accordance with your billing cycle, and on a transactional basis for per-check Fees and other charges, until you cancel the Agreement under Section 6.1. You may update or revoke your payment authorisation at any time by contacting customerservice@crewpass.co.uk, although doing so does not release you from Fees properly due. If a payment attempt is unsuccessful, we may retry the charge up to two further times within thirty (30) days.
11.5 Late payment. If any Fee is not paid within the payment term set out in Section 11.3(c) and remains unpaid seven (7) days after a payment reminder, we may suspend your access under Section 10. We may also charge statutory interest on overdue amounts under the Late Payment of Commercial Debts (Interest) Act 1998, together with reasonable costs of recovery.
11.6 Price changes. We may change Tier Fees on thirty (30) days' written notice; price changes take effect from your next billing period. Per-check Fees may change without prior notice for orders placed after the change. Existing orders are honoured at the price quoted in the Order Confirmation.
12. Customer support
We provide customer support in accordance with Appendix 1 (Support Service Levels).
13. Updates, errors and availability
13.1 Updates. We may update or modify CrewPass at our discretion, including by adding, modifying or removing features. Where an update materially reduces the functionality on which you rely, we will give reasonable prior notice where practicable.
13.2 Errors. Please report apparent errors to customerservice@crewpass.co.uk. We will use commercially reasonable efforts to investigate and respond.
13.3 Availability. We use commercially reasonable efforts to provide CrewPass with an uptime availability of 99.95% per calendar month, excluding scheduled maintenance, force majeure and circumstances outside our reasonable control. We do not guarantee uninterrupted or error-free access.
14. Uploading content
14.1 When you or your users upload content to CrewPass, you must comply with the Acceptable Use Policy.
14.2 You retain ownership of content you upload, but grant us the rights set out in Section 15.2 to the extent you have the right to grant such a licence.
14.3 Content uploaded by Crew Members under their own CrewPass account is licensed to CrewPass under the CrewPass Terms & Conditions for Crew Users, not under this Agreement. Nothing in this Agreement grants you ownership of or rights to Crew Member content beyond the access rights given to you on the CrewPass platform.
14.4 We may remove content that we reasonably consider breaches the Acceptable Use Policy.
15. Intellectual property
15.1 CrewPass IP. CrewPass is licensed, not sold. We (and our licensors) own all Intellectual Property Rights in CrewPass and all derivative works arising from its development.
15.2 Your data. You grant us a worldwide, royalty-free, non-exclusive licence to use data and content you submit to CrewPass for the purposes of providing CrewPass to you, validating and verifying that data, complying with our legal obligations, and for internal analytics, training and improvement purposes. Where data is aggregated or anonymised, we may use it indefinitely. Personal Data is processed in accordance with the Privacy Policy and DPA.
15.3 Use of CrewPass materials. You may print or download extracts of CrewPass for your internal use only. You may not modify, redistribute or commercialise CrewPass content without our prior written consent.
15.4 Open-source components. Certain open-source components are integrated into CrewPass. We disclaim warranties in respect of those components save to the extent provided in this Agreement. Information on open-source components is available on request.
15.5 Brands and trade marks. CrewPass® and associated logos are our trade marks. You may not use them without our prior written consent except as expressly permitted in this Agreement. Each Party retains rights in its own name, logo and trade marks; you grant us a limited right to use your name and logo to identify you as a Participant.
16. Confidentiality
16.1 Definition. Confidential Information means any information of a confidential or sensitive nature disclosed by one Party to the other, whether marked as confidential or which a reasonable person would treat as confidential. It excludes information that: (a) is or becomes public other than through breach; (b) was already known to the recipient; (c) is independently developed; or (d) is required to be disclosed by law (subject to Section 16.4).
16.2 Non-disclosure. Each Party shall keep the other's Confidential Information confidential and use it only for the purposes of this Agreement.
16.3 Protection. Each Party shall protect the other's Confidential Information using at least a reasonable standard of care.
16.4 Compelled disclosure. If a Party is required by law or process to disclose the other's Confidential Information, it shall (where lawfully possible) notify the other promptly.
17. Data protection
17.1 Each Party shall comply with its obligations under applicable data-protection laws (including the UK GDPR, the Data Protection Act 2018 and the EU GDPR where applicable) in respect of Personal Data processed in connection with this Agreement.
17.2 Where Personal Data is processed in connection with your use of CrewPass, the CrewPass Data Processing Agreement is incorporated into this Agreement by reference and forms an integral part of it. Where you require a signed standalone DPA for your records or procurement, please contact dpa@crewpass.co.uk.
17.3 CrewPass uses certain sub-processors to deliver the service (including, without limitation, identity verification, background screening, payment processing, cloud hosting and communications providers). A current list of categories of sub-processors is set out in the Privacy Policy. A current list of named sub-processors is available on request from dpa@crewpass.co.uk.
17.4 Automated decision-making. Certain CrewPass features use automated processing and AI-assisted tooling to support verification and compliance decisions. These tools support, and do not replace, human review. Where such processing amounts to a significant decision about a data subject that is based solely on automated processing, within the meaning of Articles 22A to 22D of the UK GDPR (as inserted by the Data (Use and Access) Act 2025), the data subject is afforded the safeguards required by those Articles, including the rights to be informed of the decision, to make representations, to obtain human intervention and to contest the decision. The processes by which these rights are exercised are described in the Privacy Policy.
18. User-generated content
CrewPass may include content uploaded by other users. We do not verify or endorse such content, and the views expressed in user-generated content are not ours.
19. Cyber security
19.1 CrewPass controls. CrewPass maintains commercially reasonable administrative, physical and technical safeguards to protect the CrewPass platform, including encryption in transit (TLS / HTTPS), encryption at rest, role-based access controls, network segmentation, logging and monitoring, application-layer protections (including CSRF and XSS mitigations), regular vulnerability testing and personnel training.
19.2 Participant controls. You shall use commercially reasonable administrative, physical and technical safeguards to protect your access to CrewPass, including the use of strong authentication, secure password practices and up-to-date malware protection. You shall keep your credentials confidential, restrict their use to authorised personnel within your organisation, and notify us promptly at customerservice@crewpass.co.uk of any suspected compromise of your account.
20. Warranties
20.1 We warrant that we have the right to provide CrewPass and to grant the licence in Section 9.
20.2 EXCEPT AS EXPRESSLY PROVIDED IN THIS AGREEMENT, CREWPASS IS PROVIDED ON AN "AS IS" AND "AS AVAILABLE" BASIS. TO THE MAXIMUM EXTENT PERMITTED BY LAW, WE DISCLAIM ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NON-INFRINGEMENT.
20.3 We do not warrant that CrewPass will meet your specific requirements, that it will produce particular employment, placement or compliance outcomes, or that any third-party screening provider, governmental authority, agency, vessel owner or manager will accept the results delivered through CrewPass. All hiring, employment, placement and onboarding decisions remain solely with the Participant.
21. Liability
21.1 No exclusion for unlawful matters. Nothing in this Agreement excludes or limits liability that cannot be excluded or limited as a matter of law, including for death or personal injury caused by negligence, fraud or fraudulent misrepresentation.
21.2 SUBJECT TO SECTION 21.1, TO THE MAXIMUM EXTENT PERMITTED BY LAW, OUR TOTAL AGGREGATE LIABILITY ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT, WHETHER IN CONTRACT, TORT (INCLUDING NEGLIGENCE) OR OTHERWISE, IS LIMITED TO ONE HUNDRED POUNDS STERLING (£100).
21.3 SUBJECT TO SECTION 21.1, WE SHALL NOT BE LIABLE FOR ANY INDIRECT, CONSEQUENTIAL, INCIDENTAL, SPECIAL OR PUNITIVE DAMAGES, OR FOR ANY LOSS OF PROFIT, REVENUE, BUSINESS OPPORTUNITY, REPUTATION, DATA, GOODWILL OR ANTICIPATED SAVINGS, WHETHER OR NOT FORESEEABLE.
21.4 You agree that the limitations in this Section reflect a reasonable allocation of risk and that the Fees would be materially higher if a higher limit were agreed.
22. Indemnification
You shall indemnify and hold harmless CPL, its affiliates, officers, employees and representatives against all losses, damages, claims, liabilities, fines and reasonable legal costs arising out of or in connection with: (a) your or your users' use of CrewPass; (b) your breach of this Agreement, the Acceptable Use Policy or the DPA; (c) information or content you upload to CrewPass; or (d) any unauthorised act of any person using credentials issued to you.
23. Insurance
You shall maintain insurance cover appropriate to your business and to your obligations under this Agreement.
24. Viruses and security
We do not warrant that CrewPass will be free from bugs or viruses. You are responsible for configuring your IT environment, including using your own malware protection. You shall not introduce viruses or malicious code into CrewPass, attempt unauthorised access, or attack CrewPass infrastructure (which would constitute a criminal offence under the Computer Misuse Act 1990).
25. No text or data mining or web scraping
You shall not conduct, facilitate or permit any text or data mining or web scraping in relation to CrewPass, including by use of bots, scrapers, spiders or other automated tools, or by automated analytical techniques. This is an express reservation under Article 4(3) of Digital Copyright Directive ((EU) 2019/790) and corresponding provisions of UK law.
26. Miscellaneous
26.1 Press releases. You may not make public statements about CrewPass without our prior written consent (not to be unreasonably withheld). We may identify you as a Participant in our marketing.
26.2 Assignment. You may not assign or transfer this Agreement without our prior written consent. We may assign this Agreement to an affiliate or in connection with a sale, merger or reorganisation.
26.3 Notices. Notices under this Agreement must be in writing and sent by email to the address shown in Section 1.2 (for us) or to the email address you provided during registration (for you).
26.4 Force majeure. Neither Party is liable for delay or failure caused by events outside its reasonable control, including acts of God, war, terrorism, pandemic, regulatory action, infrastructure failure or industrial dispute.
26.5 No partnership. Nothing in this Agreement creates a partnership, joint venture, agency or fiduciary relationship.
26.6 Severability. If any provision is found unenforceable, it shall be modified to the minimum extent required and the remainder shall continue in full force.
26.7 Cumulative remedies. Remedies are cumulative.
26.8 Successors and assigns. This Agreement binds and benefits the Parties' permitted successors and assigns.
26.9 Survival. Sections that by their nature survive expiry or termination shall survive, including Sections 15, 16, 17, 20, 21 and 22.
26.10 Amendments. We may amend this Agreement from time to time. Material changes will be notified to you in advance. Continued use of CrewPass following the effective date of an amendment constitutes acceptance of the amended terms.
APPENDIX 1 — SUPPORT SERVICE LEVELS
Reporting and escalation
It is the Participant's responsibility to identify and categorise the severity of an incident and report it via the channel below.
| Severity | Description | Reporting channel |
|---|---|---|
| Severity 1 — Critical Outage | Production system or critical component is down or unresponsive, materially impacting most users; security or compliance incident; critical vulnerability | Phone: +44 2381800917 and email customerservice@crewpass.co.uk |
| Severity 2 — High Priority | Significant slowness or lag materially affecting users; secondary feature failure; non-critical security vulnerability | Email customerservice@crewpass.co.uk |
| Severity 3 — Medium Priority | Transient or minor production issue with limited user impact | Email customerservice@crewpass.co.uk |
| Severity 4 — Low Priority | Non-production issue; non-functional or aesthetic issue with no operational impact | Email customerservice@crewpass.co.uk |
Response and resolution targets
| Severity | Initial response | Update cadence | Target resolution* |
|---|---|---|---|
| Severity 1 | 1 hour | 2 hours | 4 hours |
| Severity 2 | 1 hour | 24 business hours | 48 business hours |
| Severity 3 | 8 business hours | 2 business days | 5 business days |
| Severity 4 | 12 business hours | 3 business days | 10 business days |
*Where resolution depends on input from a third party, resolution time runs from the point at which the relevant information is received by CrewPass.
Business days are Monday to Friday 08:00–18:00 GMT, excluding public holidays in England and Wales.
A Participant may escalate the severity of an incident at any time by contacting customerservice@crewpass.co.uk or, for Severity 1 matters, by phone.