Yachtvara Privacy Policy

Effective Date: July 26, 2026

Company: Scout Platforms LLC

Product: Yachtvara

This Privacy Policy explains how Scout Platforms LLC (“Scout Platforms,” “Yachtvara,” “we,” “us,” or “our”) collects, uses, discloses, and protects personal information in connection with Yachtvara, our website, beta program, software platform, proposal links, and related services.

Yachtvara is software for yacht charter brokers, brokerage firms, and individuals researching or planning yacht charters. Yachtvara is not a yacht charter marketplace, booking agent, or party to a charter transaction.

1. Scope

This Privacy Policy applies to:

  1. visitors to our website;
  2. beta applicants;
  3. brokerage customers and their authorized users;
  4. individual account holders;
  5. users of Yachtvara workspaces;
  6. recipients who open, view, approve, or interact with Yachtvara-hosted proposal links;
  7. individuals whose information is entered into Yachtvara by a brokerage customer, such as broker clients and charter prospects.

This Privacy Policy does not apply to third-party websites, central agents, yacht owners, yacht operators, listing sources, payment processors, or other third parties that we do not control.

2. Our Role: Controller, Processor, Business, and Service Provider

Yachtvara processes different categories of personal information in different roles.

For account, website, beta request, marketing, security, billing, analytics, and product operations data, Scout Platforms generally acts as an independent controller or business.

For client information that a brokerage customer enters into Yachtvara, such as client names, contact details, dietary preferences, travel preferences, proposal details, and internal broker notes, Scout Platforms generally acts as a processor or service provider on behalf of the brokerage customer. The brokerage customer is responsible for determining what client information is collected, why it is collected, how it is used, and whether appropriate notices, consents, or legal bases exist. For information an individual account holder enters for their own planning, Scout Platforms generally acts as an independent controller or business.

If you are a client of a broker and your information was entered into Yachtvara by that broker, please contact the broker directly for requests relating to your personal information. We will assist our customer as required by applicable law and contractual obligations.

3. Information We Collect

A. Account and User Information

We may collect:

  1. name;
  2. email address;
  3. phone number;
  4. company or brokerage name;
  5. role or title;
  6. login credentials or authentication identifiers;
  7. user permissions and workspace membership;
  8. profile information;
  9. account status;
  10. communications with us.

B. Beta Request and Lead Information

When you request beta access or interact with pricing pages, we may collect:

  1. name;
  2. email address;
  3. company;
  4. role;
  5. team size;
  6. primary charter regions;
  7. current workflow tools;
  8. workflow goals;
  9. pricing plan interest;
  10. source page;
  11. submission timestamps;
  12. admin notes and lead status.

C. Workspace Data

Brokerage customers, authorized users, and individual account holders may enter or generate:

  1. client names;
  2. client contact information;
  3. client travel preferences;
  4. dietary restrictions;
  5. accessibility needs;
  6. itinerary preferences;
  7. destination preferences;
  8. budget notes;
  9. internal broker notes;
  10. yacht shortlists;
  11. availability requests;
  12. proposal content;
  13. trip details;
  14. approval status;
  15. communications or feedback.

For brokerage workspaces, this information is controlled by the brokerage customer. For individual workspaces, the account holder controls what information they provide. We process this information to provide the platform.

D. Proposal Engagement Data

When a recipient opens or interacts with a Yachtvara-hosted proposal link, we may collect:

  1. proposal link opened;
  2. pages or sections viewed;
  3. timestamps;
  4. approval, decline, or response activity;
  5. device and browser information;
  6. approximate location derived from IP address;
  7. IP address;
  8. referral information;
  9. other technical interaction data.

We use this information to provide proposal activity analytics to the broker who sent the proposal, secure the platform, troubleshoot issues, and improve functionality.

E. Public Yacht Inventory and Indexed Content

Yachtvara indexes publicly available yacht inventory data from public internet sources. This may include yacht names, specifications, amenities, builder information, charter regions, indicative pricing, imagery, and listing-related data.

Where public yacht inventory data includes personal information, such as names or business contact details associated with yacht listings, we process that information to provide searchable B2B inventory intelligence and related platform functionality.

F. Usage, Device, and Technical Data

We may collect:

  1. IP address;
  2. browser type;
  3. device type;
  4. operating system;
  5. pages viewed;
  6. referring URLs;
  7. session activity;
  8. feature usage;
  9. error logs;
  10. authentication events;
  11. security logs;
  12. product events;
  13. date and time of access.

G. Cookies and Similar Technologies

We use cookies and similar technologies for:

  1. authentication;
  2. session management;
  3. security;
  4. remembering preferences;
  5. product analytics;
  6. proposal engagement analytics;
  7. performance measurement.

Some cookies are necessary for Yachtvara to function. Other cookies or tracking technologies may be used for analytics or product improvement where permitted by law.

H. Connected Email Account Data

If you choose to connect a Google or Microsoft email account, we may receive your mailbox address and profile identifiers, OAuth authorization tokens, and limited email metadata such as sender and recipient names and addresses, dates, message direction, communication frequency, and limited subject-line signals. Yachtvara uses this information to identify potential new client contacts and suggest structured client records.

Yachtvara does not import or store email message bodies or attachments for this feature. OAuth tokens are encrypted at rest. You review suggested contacts before importing them and may disconnect the account or revoke access through your email provider.

I. AI Inputs and Outputs

Yachtvara uses artificial intelligence services to generate listing summaries, proposal and outreach drafts, slideshow plans, and structured contact suggestions. Depending on the feature, inputs may include yacht listing information, trip details, workspace and profile context, user instructions, and the limited connected-email metadata described above. AI-generated outputs and related operational data may also be stored in your workspace.

We do not use connected-email metadata to infer protected or highly sensitive traits. AI outputs may be incomplete or inaccurate and should be reviewed before use.

4. Sensitive Information

Users may enter dietary restrictions, accessibility needs, travel preferences, or other information that may be considered sensitive under certain laws.

We do not require users to enter sensitive information unless necessary for their planning or brokerage workflow. Users are responsible for obtaining any required consent or ensuring another lawful basis before entering another person’s sensitive information into Yachtvara.

We do not knowingly use client sensitive information for advertising or unrelated marketing. We do not sell client information.

5. How We Use Information

We use personal information to:

  1. provide, operate, secure, and maintain Yachtvara;
  2. create and manage accounts;
  3. authenticate users;
  4. provision and manage workspaces;
  5. process beta requests;
  6. manage pricing inquiries and plan interest;
  7. provide inventory search and proposal-generation functionality;
  8. store and display notes, client records, trips, shortlists, and proposals;
  9. connect authorized email accounts, analyze limited email metadata, and suggest contacts for user review;
  10. generate AI-assisted summaries, drafts, classifications, and slideshow plans;
  11. track proposal engagement for the user or organization that sent the proposal;
  12. process feedback;
  13. provide customer support;
  14. troubleshoot and debug;
  15. monitor security and prevent abuse;
  16. improve features and user experience;
  17. analyze product usage;
  18. send administrative communications;
  19. send product updates or marketing where permitted;
  20. comply with legal obligations;
  21. enforce our Terms of Service;
  22. protect rights, safety, security, and integrity.

6. Legal Bases for Processing

Where GDPR or similar laws apply, our legal bases may include:

  1. performance of a contract, such as providing Yachtvara to customers and users;
  2. legitimate interests, such as securing the platform, improving functionality, analyzing business usage, preventing fraud, and responding to inquiries;
  3. consent, such as for certain marketing communications or non-essential cookies where required;
  4. compliance with legal obligations;
  5. processing on behalf of a customer under a data processing relationship.

For client data entered by a brokerage customer, the brokerage customer is responsible for identifying and documenting the applicable legal basis for its collection and use of the data. Individual users are responsible for having authority to provide information about companions or other third parties.

7. How We Disclose Information

A. Workspace Owners and Authorized Users

Information entered into a workspace may be visible to its account holder or to authorized users within the applicable organization, based on permissions and configuration.

Proposal engagement data may be shared with the account holder, broker, or brokerage that created and shared the proposal link.

B. Service Providers and Subprocessors

We may disclose information to service providers that help us operate Yachtvara, such as:

  1. cloud hosting providers;
  2. database providers;
  3. authentication providers;
  4. email delivery and connected-email providers;
  5. artificial intelligence providers;
  6. analytics providers;
  7. security providers;
  8. error monitoring providers;
  9. customer support tools;
  10. payment processors for subscriptions and billing.

These providers are authorized to process information only as needed to provide services to us, subject to appropriate contractual obligations.

C. Legal, Compliance, and Safety

We may disclose information if we believe it is necessary to:

  1. comply with law, subpoena, court order, or legal process;
  2. enforce our Terms of Service;
  3. protect rights, safety, security, and property;
  4. detect or prevent fraud, abuse, or security incidents;
  5. respond to government or regulatory requests;
  6. investigate violations.

D. Business Transfers

We may disclose or transfer information in connection with a merger, acquisition, financing, reorganization, sale of assets, bankruptcy, or similar transaction.

E. With Consent or Direction

We may disclose information when you direct us to do so or consent to the disclosure.

8. No Sale of Workspace Data

We do not sell client or trip data entered by users.

We do not market directly to a broker’s clients using client information stored in Yachtvara.

We do not use broker client data for cross-context behavioral advertising.

If our practices change, we will update this Privacy Policy and provide any required notices or choices.

9. Cookies, Proposal Tracking, and Analytics

Yachtvara uses necessary cookies for login, authentication, security, and session management.

We may use analytics technologies to understand how users interact with our website, pricing page, beta page, dashboard, and proposals.

When a proposal link is opened, viewed, approved, or otherwise interacted with, Yachtvara may record engagement data and make it available to the account holder or organization that sent the proposal.

If you share a proposal, you are responsible for informing recipients that proposal links may include engagement tracking and for obtaining any required consent.

If you are located in a jurisdiction that requires consent for non-essential cookies or tracking technologies, we will provide consent mechanisms where required.

10. Data Security

We use commercially reasonable administrative, technical, and organizational measures designed to protect personal information.

These measures may include:

  1. authentication controls;
  2. role-based access controls;
  3. organization-level data separation;
  4. row-level security;
  5. encrypted connections;
  6. access logging;
  7. least-privilege administrative access;
  8. secure server-side processing;
  9. monitoring and error tracking;
  10. security review of sensitive workflows.

Yachtvara is designed to separate private workspace data so that one account or organization should not be able to access another’s private notes, client records, active proposals, or workspace data.

No system is perfectly secure. We cannot guarantee absolute security.

11. Data Retention

We retain personal information for as long as reasonably necessary to provide Yachtvara, fulfill the purposes described in this Privacy Policy, comply with legal obligations, resolve disputes, enforce agreements, maintain security, and support legitimate business needs.

Retention periods may vary based on the type of information:

  1. account data is generally retained while the account is active;
  2. workspace data is retained according to user or customer instructions, product functionality, or applicable agreements;
  3. connected-email tokens and sync settings are retained while the connection is active and are deleted or disabled when the connection is removed, subject to limited backup and legal retention;
  4. email-derived contact candidates and limited metadata are retained as needed to provide contact review, import, and audit functionality;
  5. proposal engagement data is retained as needed for activity history and analytics;
  6. beta request data is retained for lead management and business records;
  7. security logs may be retained for security, fraud prevention, and compliance;
  8. backup copies may persist for a limited period.

Customers may request deletion or export of workspace data subject to applicable law, technical feasibility, and contractual terms.

12. International Data Transfers

Yachtvara may process and store information in the United States or other countries where we or our service providers operate.

If personal information is transferred from the European Economic Area, United Kingdom, Switzerland, or other jurisdictions with data transfer restrictions, we will use appropriate safeguards where required, such as contractual protections, standard contractual clauses, or other lawful transfer mechanisms.

Brokerage customers are responsible for ensuring that their use of Yachtvara complies with applicable international data transfer requirements for client data they submit.

13. GDPR and International Privacy Rights

Depending on your location and relationship to Yachtvara, you may have rights to:

  1. access personal information;
  2. correct inaccurate personal information;
  3. delete personal information;
  4. restrict processing;
  5. object to processing;
  6. receive a copy of personal information in portable format;
  7. withdraw consent where processing is based on consent;
  8. lodge a complaint with a supervisory authority.

If your information was entered into Yachtvara by a brokerage customer, please contact that brokerage first. We will assist the brokerage in responding where required.

To submit a request to Scout Platforms, contact support@yachtvara.com.

We may need to verify your identity before responding. We may decline or limit requests where permitted by law.

14. California Privacy Notice

This section applies to California residents where the California Consumer Privacy Act, as amended, applies.

Categories of Personal Information We May Collect

We may collect the following categories of personal information:

  1. identifiers, such as name, email address, IP address, and account identifiers;
  2. commercial information, such as plan interest, subscription information, and business inquiries;
  3. internet or network activity, such as pages viewed, proposal engagement, device data, and usage logs;
  4. professional or employment-related information, such as company, role, and brokerage details;
  5. geolocation information, such as approximate location derived from IP address;
  6. inferences, such as plan recommendation or product usage patterns;
  7. sensitive personal information, only where customers enter information such as dietary or accessibility preferences.

Purposes

We collect and use these categories for the purposes described in Section 5.

Disclosure

We may disclose these categories to service providers, authorized brokerage users, legal authorities, business transfer parties, and others described in Section 7.

Sale or Sharing

We do not sell broker client data. We do not knowingly sell or share personal information of individuals under 16. We do not use broker client data for cross-context behavioral advertising.

If we use advertising or analytics technologies that constitute “sharing” under California law, we will provide required notices and opt-out mechanisms.

California Rights

California residents may have the right to:

  1. know what personal information we collect, use, disclose, sell, or share;
  2. access personal information;
  3. delete personal information;
  4. correct inaccurate personal information;
  5. opt out of sale or sharing;
  6. limit use or disclosure of sensitive personal information where applicable;
  7. not be discriminated against for exercising privacy rights.

To exercise rights, contact support@yachtvara.com.

If your information was submitted by a brokerage customer, we may direct your request to that customer or process it in accordance with our contractual obligations as a service provider.

15. Customer Data Processing Terms

For client data entered by brokerage customers, the customer is the controller or business, and Scout Platforms is generally the processor or service provider.

We will process such client data only to:

  1. provide Yachtvara;
  2. follow customer instructions;
  3. maintain, secure, and support the platform;
  4. comply with applicable law;
  5. fulfill obligations described in an applicable agreement.

We will not sell client data or use it for unrelated marketing.

We may engage subprocessors to provide the platform. We will require subprocessors to protect data consistent with our obligations.

Customers are responsible for providing required notices to their clients and obtaining required consents.

Enterprise customers may request a separate Data Processing Addendum.

16. Children’s Privacy

Yachtvara is not intended for children and is not directed to individuals under 18. We do not knowingly collect personal information from children.

Customers may not knowingly submit children’s personal information to Yachtvara without our prior written agreement and appropriate legal basis.

17. Marketing Communications

We may send business communications, product updates, beta updates, onboarding messages, or marketing communications to business contacts where permitted by law.

You may opt out of marketing emails by using the unsubscribe link or contacting us. We may still send transactional or administrative messages.

18. Third-Party Links and Sources

Yachtvara may link to third-party websites, yacht listings, broker sites, central agents, operators, or other external sources. We are not responsible for third-party privacy practices, content, or security.

You should review third-party privacy policies before interacting with those services.

19. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. If changes are material, we will provide notice by posting an updated policy, sending email, displaying in-product notice, or using another reasonable method.

The updated Privacy Policy will be effective as of the stated effective date.

20. Contact Us

For privacy questions or requests, contact:

Scout Platforms LLC
support@yachtvara.com

Yachtvara indexes public yacht inventory to support broker research and proposal workflows. Rates, specifications, imagery, and availability are indicative and must be confirmed with the central agent, owner, operator, or listing source before client commitment.

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