Resources
AI Tools Data Policy Guide
For maritime professionals: what AI is doing in the tools you use, and how to manage it
Version 1.0 - April 2026
On this page
Overview
How to use this guide
Every tool below has AI capabilities either built in or added as a feature update. For each tool, we have linked directly to the vendor's data handling and privacy policy documentation - not their homepage. We have also included the specific steps to turn off model training or data sharing where an opt-out exists.
The question to ask of every tool on this list: Is this tool in use in our organisation, and do we know what it does with our data?
Section 1
The Major AI Models
These are the standalone AI assistants your staff may be using personally or for work, often without formal organisational approval or IT visibility.
Anthropic Claude
What it is
:
Anthropic's AI assistant, available via browser, mobile app, and API.
Plans
:
No-cost, Pro, Team, Enterprise, API.
What it does with your data
:
No-cost and Pro accounts may have conversations reviewed for safety and quality. By default, your conversations may be used to improve Claude's models.
Team and Enterprise accounts are not used for model training.
API access is never used for model training.
Team and Enterprise accounts are not used for model training.
API access is never used for model training.
How to turn off model training
:
On No-cost and Pro: go to Settings → Privacy → turn off "Help improve Claude." This applies to your account only and takes effect immediately.
On Team and Enterprise: training is off by default. No action required.
On Team and Enterprise: training is off by default. No action required.
OpenAI ChatGPT
What it is
:
OpenAI's AI assistant, available via browser, mobile app, and API.
Plans
:
No-cost, Plus, Team, Enterprise, API.
What it does with your data
:
No-cost and Plus accounts use your conversations to train OpenAI's models by default.
Team accounts have training off by default. Admins can configure data retention settings.
Enterprise and API access is never used for model training.
Team accounts have training off by default. Admins can configure data retention settings.
Enterprise and API access is never used for model training.
How to turn off model training
:
On No-cost and Plus: go to Settings → Data Controls → turn off "Improve the model for everyone."
Alternatively, use Temporary Chat mode, these conversations are never used for training.
On Team: training is off by default. Confirm in your workspace admin settings.
Alternatively, use Temporary Chat mode, these conversations are never used for training.
On Team: training is off by default. Confirm in your workspace admin settings.
Note: This is one of the few major platforms where model training is on by default for paid individual subscribers. If staff are using ChatGPT Plus for work, check whether this has been turned off.
Google Gemini (consumer)
What it is
:
Google's consumer AI assistant, accessible via browser and Android.
Plans
:
No-cost, Gemini Advanced (Google One AI Premium).
What it does with your data
:
No-cost accounts: conversations are retained for up to three years by default and may be reviewed by human reviewers to improve the product.
Gemini Advanced accounts have stronger controls and the ability to turn off activity retention.
Gemini Advanced accounts have stronger controls and the ability to turn off activity retention.
How to turn off model training
:
Go to myaccount.google.com/activitycontrols → find "Gemini Apps Activity" → turn it off.
This stops conversations being saved and used to improve Google's models.
You can also delete your conversation history from this same settings panel.
This stops conversations being saved and used to improve Google's models.
You can also delete your conversation history from this same settings panel.
Note: The consumer tier includes human review of conversations as a default. If Gemini is being used for work-related tasks on personal Google accounts, this warrants attention.
Policy links
Microsoft Copilot (consumer)
What it is
:
Microsoft's consumer AI assistant, accessible via browser and Windows. This is the consumer version, not the same as Microsoft 365 Copilot for business.
Plans
:
No-cost tier, Copilot Pro.
What it does with your data
:
Microsoft collects conversation data to improve the service. Paid Copilot Pro users have stronger data protections than unpaid users.
How to turn off model training
:
Go to account.microsoft.com/privacy → Privacy Dashboard → manage your data and privacy settings.
Copilot Pro subscribers can also manage settings within the Copilot interface.
Copilot Pro subscribers can also manage settings within the Copilot interface.
Policy links
Perplexity
What it is
:
AI-powered research and search assistant.
Plans
:
No-cost, Pro.
What it does with your data
:
Perplexity may use conversation data to improve its models. There is currently no enterprise data processing agreement available.
How to turn off model training
:
Pro users can disable data retention for training in Settings → Privacy.
Free users have limited opt-out options, if sensitive research is being conducted, use Pro or a different platform with stronger controls.
Free users have limited opt-out options, if sensitive research is being conducted, use Pro or a different platform with stronger controls.
Policy links
Section 2
AI Inside Tools You Were Already Using
These are platforms most organisations already subscribe to. AI features have been added, sometimes by default, sometimes via updates that were rolled out without a formal review. This is the invisible adoption category: AI that arrived inside tools already in use.
Microsoft 365 Copilot
(Word, Excel, PowerPoint, Outlook, Teams)
What it is
:
AI assistant embedded across Microsoft's productivity suite.
AI capability
:
Drafts documents, summarises emails and meetings, generates presentations, analyses spreadsheet data, transcribes Teams calls.
What it does with your data
:
Microsoft states it does not use your Microsoft 365 data to train its foundation AI models. Your data stays within your Microsoft 365 tenant boundary.
Copilot requires a paid Copilot add-on licence and is not active in standard Microsoft 365 plans.
Copilot requires a paid Copilot add-on licence and is not active in standard Microsoft 365 plans.
How to turn off or restrict Copilot
:
Copilot is not on by default, it requires a separately purchased licence. If your organisation has Copilot licences, administrators can control access via the Microsoft 365 Admin Centre → Settings → Copilot.
Individual users can turn off specific Copilot features (such as meeting transcription summaries) within Teams settings.
Individual users can turn off specific Copilot features (such as meeting transcription summaries) within Teams settings.
Google Workspace: Gemini
(Gmail, Docs, Sheets, Slides, Meet)
What it is
:
AI assistant embedded across Google's productivity suite.
AI capability
:
Drafts emails, summarises threads, generates content in Docs and Slides, analyses Sheets data, transcribes and summarises Meet recordings.
What it does with your data
:
For business Workspace accounts, Google states your data is not used to train Gemini models.
Consumer Google accounts (personal Gmail) have different defaults, see the Gemini consumer entry in Section 1.
Consumer Google accounts (personal Gmail) have different defaults, see the Gemini consumer entry in Section 1.
How to turn off Gemini in Workspace
:
Gemini for Workspace requires a paid Gemini add-on licence. Workspace admins can disable Gemini features for their organisation via Admin Console → Apps → Google Workspace → Gemini.
Individual users can turn off Gemini suggestions within Gmail by going to Settings → See all settings → General → Smart features and personalisation.
Individual users can turn off Gemini suggestions within Gmail by going to Settings → See all settings → General → Smart features and personalisation.
Adobe Acrobat AI Assistant
What it is
:
AI layer inside Adobe Acrobat that reads, summarises, and answers questions about PDF content.
AI capability
:
Summarises documents, answers questions about document content, generates highlights.
What it does with your data
:
Document content is sent to Adobe's servers for processing when AI Assistant is activated.
Adobe states that content submitted is not used to train Adobe Firefly models.
Adobe states that content submitted is not used to train Adobe Firefly models.
How to turn off AI Assistant
:
AI Assistant is not active unless a user opens the AI Assistant panel in Acrobat. It does not process documents automatically.
Administrators can disable AI Assistant across a team via Adobe Admin Console → Products → Acrobat → disable AI Assistant.
If your organisation processes sensitive documents through Acrobat (contracts, crew documents, charter agreements), confirm whether any staff have activated AI Assistant on those files.
Administrators can disable AI Assistant across a team via Adobe Admin Console → Products → Acrobat → disable AI Assistant.
If your organisation processes sensitive documents through Acrobat (contracts, crew documents, charter agreements), confirm whether any staff have activated AI Assistant on those files.
Note: This is one of the most significant invisible adoption risks in maritime operations, Acrobat is near-universal and AI Assistant can be activated on any open document by any user with a subscription.
Adobe Creative Cloud: Firefly
(Photoshop, Illustrator, Premiere)
What it is
:
Generative AI image, video, and design tools embedded across Adobe's creative applications.
AI capability
:
Generates images, removes or replaces objects, extends images, creates design variations, generates video content.
What it does with your data
:
Adobe states Firefly is trained on licensed content, not on content submitted by users.
Enterprise agreements include stronger data isolation.
Enterprise agreements include stronger data isolation.
How to turn off Firefly features
:
Firefly features are accessed via specific tool panels in Creative Cloud apps, they are not passive.
Enterprise admins can disable Firefly across a team via Adobe Admin Console.
Enterprise admins can disable Firefly across a team via Adobe Admin Console.
Zoom AI Companion
What it is
:
AI assistant embedded across Zoom meetings, webinars, and Zoom Phone.
AI capability
:
Summarises meetings, generates action items, drafts chat replies, transcribes calls.
What it does with your data
:
Zoom states it does not use customer audio, video, chat, or meeting content to train AI models without consent.
Meeting summaries are stored in the account host's Zoom portal.
Meeting summaries are stored in the account host's Zoom portal.
How to turn off AI Companion
:
Account administrators must enable AI Companion, it is not on by default.
Admins can disable it entirely via Zoom Admin Portal → Account Settings → AI Companion.
Individual hosts can choose not to activate it per meeting.
All participants are notified when AI Companion is active, if you see a notification in a meeting, the host has it enabled.
Admins can disable it entirely via Zoom Admin Portal → Account Settings → AI Companion.
Individual hosts can choose not to activate it per meeting.
All participants are notified when AI Companion is active, if you see a notification in a meeting, the host has it enabled.
Slack AI
What it is
:
AI features embedded within Slack's messaging platform.
AI capability
:
Summarises channels and threads, recaps conversations, searches across message history.
What it does with your data
:
Slack states customer data is not used to train Slack AI models.
Data stays within the Slack customer's environment.
Data stays within the Slack customer's environment.
How to turn off Slack AI
:
Slack AI requires a separately purchased add-on and must be enabled by workspace admins.
Admins can disable it via Settings & Administration → Workspace Settings → Slack AI.
It is not active unless purchased and enabled.
Admins can disable it via Settings & Administration → Workspace Settings → Slack AI.
It is not active unless purchased and enabled.
Policy links
Notion AI
What it is
:
AI writing and summarisation features built into the Notion workspace platform.
AI capability
:
Drafts pages, summarises notes, translates content, fills in templates, answers questions about workspace content.
What it does with your data
:
Notion states it does not train AI models on customer workspace content.
Notion uses third-party AI providers including OpenAI to power features. Content sent to Notion AI is processed by those providers under data processing agreements.
Notion uses third-party AI providers including OpenAI to power features. Content sent to Notion AI is processed by those providers under data processing agreements.
How to turn off Notion AI
:
AI features can be disabled at the workspace level by admins via Settings & Members → Settings → disable AI features.
Individual users can avoid triggering AI by not using the AI commands in their pages, Notion AI does not process content passively.
Individual users can avoid triggering AI by not using the AI commands in their pages, Notion AI does not process content passively.
Policy links
Canva Magic Studio / Magic Write
What it is
:
Suite of AI tools embedded across Canva's design platform.
AI capability
:
Generates text, images, presentations, and video; translates designs; resizes layouts automatically.
What it does with your data
:
Canva states it may use inputs to improve AI models unless you opt out.
Enterprise plans offer stronger data controls and opt-outs.
Enterprise plans offer stronger data controls and opt-outs.
How to turn off AI training
:
Go to Account Settings → Privacy Settings → turn off "Use my data to improve Canva's AI features."
Enterprise admins can configure team-wide AI data settings via the Enterprise admin panel.
Enterprise admins can configure team-wide AI data settings via the Enterprise admin panel.
Policy links
Dropbox Dash / Dropbox AI
What it is
:
AI search and summarisation features added to the Dropbox storage platform.
AI capability
:
Universal search across connected tools, file summarisation, document Q&A.
What it does with your data
:
Dropbox states it does not use customer data to train its AI models.
Third-party AI providers are used under data processing agreements.
Third-party AI providers are used under data processing agreements.
How to turn off AI features
:
Dropbox AI summarisation is available in paid plans and is activated per-file by the user, it does not scan documents automatically.
Dash is a separate subscription product that can be managed or cancelled independently.
Dash is a separate subscription product that can be managed or cancelled independently.
HubSpot Breeze AI
What it is
:
AI features embedded across HubSpot's CRM, marketing, sales, and service platforms.
AI capability
:
Generates email copy, scores leads, summarises contacts, predicts sales outcomes, automates content creation.
What it does with your data
:
HubSpot states customer data is not used to train its AI models without explicit consent.
How to turn off Breeze AI features
:
Individual Breeze AI features can be disabled by account admins via HubSpot Settings → AI Features.
Specific features such as content generation can be turned off independently from predictive scoring features.
Specific features such as content generation can be turned off independently from predictive scoring features.
Salesforce Einstein / Agentforce
What it is
:
AI capabilities embedded across Salesforce's CRM and business automation platform.
AI capability
:
Predicts sales outcomes, generates email drafts, scores leads, automates workflows, powers conversational agents.
What it does with your data
:
Salesforce states it does not train its AI models on customer data without consent.
The Einstein Trust Layer is designed to prevent customer data from being sent to third-party model providers.
The Einstein Trust Layer is designed to prevent customer data from being sent to third-party model providers.
How to turn off Einstein features
:
Salesforce admins can control Einstein features via Setup → Einstein → Einstein Settings.
Features can be turned off at the org level or configured per user profile.
Features can be turned off at the org level or configured per user profile.
LinkedIn AI Features
What it is
:
AI writing and coaching tools embedded across LinkedIn's professional network.
AI capability
:
Drafts connection requests and messages, rewrites profile sections, suggests job postings, generates InMail replies, powers LinkedIn Learning recommendations.
What it does with your data
:
LinkedIn uses member data, including your profile, posts, and activity, to train its AI models by default.
How to turn off AI training
:
Go to Settings & Privacy → Data Privacy → Data for generative AI improvement → turn off.
Direct link: linkedin.com/mypreferences/d/categories/data-for-generative-ai-improvement
Direct link: linkedin.com/mypreferences/d/categories/data-for-generative-ai-improvement
Note: LinkedIn is one of the few major platforms that defaults to using your content for AI model training. If you post regularly, this means your professional writing is being used to train LinkedIn's AI unless you have opted out. Check this setting.
Policy links
Atlassian Intelligence
(Jira, Confluence)
What it is
:
AI features embedded across Atlassian's project management and collaboration tools.
AI capability
:
Summarises pages, generates issue descriptions, answers questions about project content, translates and improves writing.
What it does with your data
:
Atlassian uses Cohere and OpenAI as AI providers under data processing agreements.
Customer data is not used to train the base models.
Customer data is not used to train the base models.
How to turn off Atlassian Intelligence
:
Workspace admins can disable Atlassian Intelligence via Admin Console → Settings → Atlassian Intelligence → disable.
It is not active by default on all plans, it requires a supported cloud plan and admin enablement.
It is not active by default on all plans, it requires a supported cloud plan and admin enablement.
GitHub Copilot
What it is
:
AI coding assistant embedded in GitHub and VS Code, developed by GitHub (Microsoft).
AI capability
:
Suggests code completions, generates functions, answers coding questions in-editor.
What it does with your data
:
GitHub states it does not train Copilot models on private repository code for individual or business accounts.
Telemetry data collection can be disabled separately.
Telemetry data collection can be disabled separately.
How to turn off Copilot or telemetry
:
Copilot requires a paid subscription and is not active unless purchased.
To disable telemetry: go to GitHub Settings → Copilot → disable "Allow GitHub to use my code snippets for product improvements."
Organisations can restrict Copilot access via Organisation Settings → Copilot.
To disable telemetry: go to GitHub Settings → Copilot → disable "Allow GitHub to use my code snippets for product improvements."
Organisations can restrict Copilot access via Organisation Settings → Copilot.
Policy links
Grammarly
What it is
:
AI writing assistant that operates across web browsers, desktop apps, and email clients.
AI capability
:
Corrects grammar and style, generates full text drafts, rewrites passages, suggests tone adjustments, summarises documents.
What it does with your data
:
No-cost and Pro plans: Grammarly processes your text to provide suggestions. It states it does not sell user data.
Enterprise plans: customer data is not used to train AI models.
Enterprise plans: customer data is not used to train AI models.
How to turn off AI features or data use
:
Go to Account Settings → Privacy → review data sharing preferences.
Enterprise admins can manage data retention and AI feature access via the Grammarly Business admin dashboard.
The browser extension can be disabled on specific sites by clicking the Grammarly icon → Settings → add the site to the exceptions list.
Enterprise admins can manage data retention and AI feature access via the Grammarly Business admin dashboard.
The browser extension can be disabled on specific sites by clicking the Grammarly icon → Settings → add the site to the exceptions list.
Policy links
DocuSign AI (IAM)
What it is
:
AI features embedded in DocuSign's contract lifecycle management platform.
AI capability
:
Extracts and analyses contract terms, identifies obligations, flags risks in agreements, suggests edits.
What it does with your data
:
DocuSign states customer document data is not used to train AI models.
IAM uses Azure OpenAI under a data processing agreement.
IAM uses Azure OpenAI under a data processing agreement.
How to turn off AI features
:
DocuSign AI features require the IAM (Intelligent Agreement Management) plan, they are not available in standard eSignature plans.
IAM features can be managed via the DocuSign admin console. Standard eSignature customers are not affected.
IAM features can be managed via the DocuSign admin console. Standard eSignature customers are not affected.
Policy links
Box AI
What it is
:
AI features embedded in Box's cloud content management platform.
AI capability
:
Summarises documents, answers questions about file content, generates text within Box Notes.
What it does with your data
:
Box states it does not use customer content to train AI models.
Box AI uses approved AI providers under data processing agreements.
Box AI uses approved AI providers under data processing agreements.
How to turn off Box AI
:
Box AI is only available in Business Plus and Enterprise plans and must be enabled by admins.
Admins can disable it via Admin Console → Apps → Box AI → disable.
Admins can disable it via Admin Console → Apps → Box AI → disable.
Policy links
Asana AI (Asana Intelligence)
What it is
:
AI features embedded across Asana's project and work management platform.
AI capability
:
Summarises projects, generates task descriptions, identifies project risks, suggests next steps.
What it does with your data
:
Asana states it does not use customer data to train its own AI models.
Third-party AI providers are used under data processing agreements.
Third-party AI providers are used under data processing agreements.
How to turn off Asana AI
:
Asana AI is available in Business and Enterprise plans. Admins can control access via Admin Console → Feature controls.
Policy links
Monday.com AI
What it is
:
AI features embedded across Monday.com's work operating system.
AI capability
:
Generates task summaries, auto-fills fields, drafts content, predicts project timelines.
What it does with your data
:
Monday.com states customer data is not used to train AI models.
Third-party AI providers are used under contractual data protections.
Third-party AI providers are used under contractual data protections.
How to turn off Monday.com AI
:
AI features are available in paid plans and can be disabled by admins via Admin → General → AI features.
Policy links
Meta AI
(WhatsApp Business, Messenger, Instagram)
What it is
:
Meta's AI assistant embedded across WhatsApp, Messenger, and Instagram.
AI capability
:
Answers questions in chat, generates images, assists with business replies on WhatsApp Business.
What it does with your data
:
Meta may use interactions with Meta AI to improve its models.
WhatsApp Business API is subject to separate terms to the consumer app.
WhatsApp Business API is subject to separate terms to the consumer app.
How to turn off Meta AI
:
Meta AI cannot currently be fully disabled in consumer accounts in most regions, it is embedded in the search and chat interface.
For WhatsApp Business API users, data handling is governed by the Business API terms rather than the consumer policy.
Review your WhatsApp Business settings and confirm with your API provider what data is processed.
For WhatsApp Business API users, data handling is governed by the Business API terms rather than the consumer policy.
Review your WhatsApp Business settings and confirm with your API provider what data is processed.
Note: If your organisation uses WhatsApp for client, guest, or crew communication, which is common in yachting and maritime operations, Meta AI features may be active in those conversations. This warrants a specific review of your communications policy.
Apple Intelligence
(iPhone, iPad, Mac)
What it is
:
Apple's system-level AI features across Apple devices.
AI capability
:
Summarises notifications and emails, rewrites text, generates images, powers enhanced Siri, integrates with ChatGPT for complex queries.
What it does with your data
:
Apple processes most AI tasks on-device, without sending data to Apple servers.
Requests requiring cloud processing use Apple's Private Cloud Compute, which Apple states does not store or use data for training.
When ChatGPT integration is invoked for complex Siri requests, that query is subject to OpenAI's terms.
Requests requiring cloud processing use Apple's Private Cloud Compute, which Apple states does not store or use data for training.
When ChatGPT integration is invoked for complex Siri requests, that query is subject to OpenAI's terms.
How to turn off Apple Intelligence or ChatGPT integration
:
Go to Settings → Apple Intelligence & Siri → turn off Apple Intelligence entirely, or leave it on and specifically disable ChatGPT integration under Settings → Apple Intelligence & Siri → ChatGPT → disable.
Policy links
Xero
What it is
:
Cloud accounting software widely used by maritime operators and yacht management companies.
AI capability
:
Automated bank reconciliation suggestions, anomaly detection, cash flow forecasting, and predictive reporting via Xero Analytics Plus.
What it does with your data
:
Xero states it uses aggregated and anonymised data for model improvement, individual business data is not identifiable in training.
Xero does not sell customer data.
Xero does not sell customer data.
How to turn off AI features
:
Reconciliation suggestions are on by default and cannot be fully disabled, they are a core platform feature.
Analytics Plus predictive forecasting requires a separate add-on subscription and can be cancelled independently.
Analytics Plus predictive forecasting requires a separate add-on subscription and can be cancelled independently.
Policy links
QuickBooks (Intuit Assist)
What it is
:
Cloud accounting software with AI features embedded across books, payroll, and tax.
AI capability
:
Auto-categorises transactions, generates financial summaries, predicts cash flow, answers questions via Intuit Assist.
What it does with your data
:
Intuit states it uses aggregated and anonymised data to train AI models, business-specific data is not shared with third parties for training.
How to turn off Intuit Assist
:
Go to Settings within QuickBooks → Intuit Assist → manage preferences.
Auto-categorisation is a core platform feature and cannot be fully disabled, but AI-generated suggestions can be reviewed and overridden before accepting.
Auto-categorisation is a core platform feature and cannot be fully disabled, but AI-generated suggestions can be reviewed and overridden before accepting.
Policy links
Mailchimp (Generative AI)
What it is
:
Email marketing platform used for charter, marina, and maritime industry marketing.
AI capability
:
Generates email subject lines and body copy, predicts optimal send times, segments audiences, creates campaign content.
What it does with your data
:
Mailchimp states it may use campaign data in aggregated form to improve models, individual subscriber data is not sold.
How to turn off AI content generation
:
AI content generation in Mailchimp is user-initiated, it does not generate content passively. Users choose when to invoke the AI writing tools.
Subject line suggestions appear automatically and can be ignored. To disable them, go to Account Settings → AI features → manage preferences.
Subject line suggestions appear automatically and can be ignored. To disable them, go to Account Settings → AI features → manage preferences.
Otter.ai
What it is
:
AI meeting transcription and note-taking tool that connects to Zoom, Teams, and Google Meet.
AI capability
:
Transcribes meetings in real time, generates summaries, identifies action items, answers questions about past conversations.
What it does with your data
:
Otter uses audio recordings and transcripts to improve its speech recognition models unless users opt out.
Business and Enterprise plans offer stronger controls.
Business and Enterprise plans offer stronger controls.
How to turn off model training
:
No-cost and Pro users: go to Account Settings → Privacy → turn off "Help improve Otter."
Business and Enterprise admins: manage data retention and training opt-outs via the admin dashboard.
Business and Enterprise admins: manage data retention and training opt-outs via the admin dashboard.
Note: If Otter is connected to client, owner, or charter meetings, confirm whether recording consent has been obtained from all participants before the meeting begins.
Policy links
Fireflies.ai
What it is
:
AI meeting recorder and transcription tool for video calls.
AI capability
:
Records and transcribes meetings, generates summaries, identifies action items, searches conversation history.
What it does with your data
:
Fireflies states it does not sell user data. Conversation data may be used to improve the platform unless opted out.
How to turn off model training
:
Go to Account Settings → Privacy → disable "Help improve Fireflies."
Enterprise customers have dedicated data controls via admin settings.
Enterprise customers have dedicated data controls via admin settings.
Policy links
Fathom
What it is
:
AI meeting notetaker for Zoom, Teams, and Google Meet.
AI capability
:
Records and transcribes meetings, generates summaries, tags action items.
What it does with your data
:
Fathom states recordings and transcripts are not used to train AI models.
Data is encrypted in transit and at rest.
Data is encrypted in transit and at rest.
How to turn off Fathom
:
Fathom is user-initiated, you connect it to your calendar and choose which meetings to record. It does not join meetings without explicit activation.
It can be disconnected from your calendar at any time via Account Settings.
It can be disconnected from your calendar at any time via Account Settings.
Policy links
Descript
What it is
:
AI-powered video and audio editing platform.
AI capability
:
Transcribes video and audio, edits content by editing the transcript, generates voice clones, removes filler words automatically.
What it does with your data
:
Descript states it does not use customer content to train AI models without consent.
Voice cloning requires explicit consent and can only be used on your own voice or with permission.
Voice cloning requires explicit consent and can only be used on your own voice or with permission.
How to turn off AI features
:
AI features in Descript are user-invoked, they do not process content passively.
Voice cloning can be deleted via Account Settings → Voice Clone → delete.
Voice cloning can be deleted via Account Settings → Voice Clone → delete.
Policy links
ElevenLabs
What it is
:
AI voice synthesis and voice cloning platform.
AI capability
:
Generates realistic speech from text, clones voices, creates AI narration for video and audio content.
What it does with your data
:
ElevenLabs states it does not use customer audio or generated voices to train models without consent.
Voice data uploaded for cloning is subject to explicit consent terms at upload.
Voice data uploaded for cloning is subject to explicit consent terms at upload.
How to manage your voice data
:
Voice clones can be deleted via the ElevenLabs dashboard → Voices → delete voice.
Account data deletion can be requested via their privacy team at [email protected].
Account data deletion can be requested via their privacy team at [email protected].
Policy links
HeyGen
What it is
:
AI video generation platform using digital avatars and voice synthesis.
AI capability
:
Generates video with AI presenters or personal avatar clones, translates video into multiple languages with lip sync.
What it does with your data
:
HeyGen states it does not use customer content to train models.
Avatar likeness data requires explicit consent at upload and is subject to strict use terms.
Avatar likeness data requires explicit consent at upload and is subject to strict use terms.
How to manage your avatar data
:
Avatar data and generated videos can be deleted from your HeyGen account dashboard.
Contact HeyGen support to request full data deletion.
Contact HeyGen support to request full data deletion.
Policy links
Gamma
What it is
:
AI-powered presentation and document creation platform.
AI capability
:
Generates complete slide decks and documents from prompts or outlines.
What it does with your data
:
Gamma states it does not train AI models on customer content.
Third-party AI providers including OpenAI are used under data processing agreements.
Third-party AI providers including OpenAI are used under data processing agreements.
How to turn off data sharing
:
Gamma's data settings can be managed via Account Settings → Privacy.
For team accounts, admins can configure data handling in workspace settings.
For team accounts, admins can configure data handling in workspace settings.
Policy links
Section 3
Maritime-Specific Tools
The tools listed in this section are platforms built specifically for maritime operations. Each tool included here has published AI capabilities, we have only listed tools where the vendor has publicly stated their AI features, not where AI use is rumoured or unconfirmed. Where a vendor's AI data handling documentation is incomplete, this is flagged explicitly.
Yotspot
What it is
:
Superyacht crew recruitment and job board platform.
Published AI capability
:
YotBot automatically generates AI-powered candidate summaries on seafarer profiles, using OpenAI as the underlying model. Job description rewriting via AI.
What it does with your data
:
Yotspot shares seafarer profile data with OpenAI to generate AI-powered candidate summaries. Yotspot's privacy policy states that this data is not used to train or improve OpenAI's models. The data shared includes gender, nationality, languages, availability, location, cover letter, experience, qualifications, verified references, and skills, among other profile fields.
AI-generated summaries appear at the top of selected profiles to assist employers with candidate evaluation. Summaries carry a disclaimer to check for inaccuracies.
AI-generated summaries appear at the top of selected profiles to assist employers with candidate evaluation. Summaries carry a disclaimer to check for inaccuracies.
How to manage data sharing
:
Yotspot states in their privacy policy that users who do not wish their data to be shared with OpenAI should not create or maintain an active profile. Continuing to use the platform constitutes consent to data sharing for summary generation purposes.
Policy links
MariApps OceanAI
(IntelliCrew, FaultSenseAI)
What it is
:
AI suite embedded in the MariApps maritime ERP platform, covering crew management and maintenance operations.
Published AI capability
:
IntelliCrew uses machine learning and natural language processing to recommend crew rotations based on historical hiring patterns, experience scoring, and document verification. FaultSenseAI predicts equipment faults using predictive analytics.
What it does with your data
:
MariApps processes crew personal data including experience history, certificates, and performance records through its AI models.
The privacy page provides a data erasure contact ([email protected]). Public documentation does not specify whether crew personal data is used to train MariApps' AI models.
The privacy page provides a data erasure contact ([email protected]). Public documentation does not specify whether crew personal data is used to train MariApps' AI models.
How to manage data
:
Contact [email protected] to exercise data access or erasure rights.
A data processing agreement is available on request from MariApps and sets out the contractual terms for AI feature use.
A data processing agreement is available on request from MariApps and sets out the contractual terms for AI feature use.
Policy links
Martide
What it is
:
Crew management and maritime recruitment platform for shipping companies.
Published AI capability
:
As of early 2026, Martide has publicly stated it is not currently using AI in its platform. It is included here because it is frequently evaluated alongside AI-enabled crewing platforms.
What it does with your data
:
GDPR compliant, ISO 9001 accredited, MLC 2006 certified. Hosted on Google Cloud with multi-tenant architecture and encryption at rest.
Policy links
Helm CONNECT
What it is
:
Fleet management, compliance, and logistics platform for tugs, workboats, ferries, and harbour operations. Over 4,000 vessels.
Published AI capability
:
AI-enhanced dispatching via API partner integrations (ShipTracks AIS, Carga analytics). Personnel module automates crew scheduling, certifications, and payroll.
What it does with your data
:
ISO 27001 and SOC 2 Type II certified as of early 2025.
Privacy disclosures follow standard SaaS terms. Public documentation does not separately address AI feature data handling.
Privacy disclosures follow standard SaaS terms. Public documentation does not separately address AI feature data handling.
How to manage AI integrations
:
AI dispatching features depend on third-party API integrations configured by the operator. Each integration partner publishes its own data handling terms.
An AI-specific data handling addendum can be requested from Helm for organisations enabling API-based AI integrations.
An AI-specific data handling addendum can be requested from Helm for organisations enabling API-based AI integrations.
Policy links
Veson Nautical / Q88: Shipfix AI
What it is
:
Q88 covers approximately 75% of the global tanker fleet (8,700+ tankers, 11,000+ dry bulk vessels). Veson acquired Shipfix in 2024, adding AI-powered maritime market intelligence.
Published AI capability
:
Shipfix AI analyses maritime market data, translates market signals into commercial intelligence, and automates fixture and cargo tracking.
What it does with your data
:
Veson's unified privacy notice covers all products including Q88, Shipfix, IMOS, Veslink, Oceanbolt, and VesselsValue.
The notice follows GDPR structure. Public documentation does not include AI-specific model training carve-outs.
The notice follows GDPR structure. Public documentation does not include AI-specific model training carve-outs.
How to manage data
:
Data subject rights can be exercised via Veson's privacy notice. Contact details are included in the policy.
Shipfix AI has separate terms covering AI market intelligence features.
Shipfix AI has separate terms covering AI market intelligence features.
DNV Veracity
What it is
:
Maritime data management and verification platform operated by DNV. Verified operational data for over 11,000 vessels, connected to 65,000+ vessels via 80+ partners.
Published AI capability
:
Predictive analytics for vessel performance, carbon intensity, and fuel efficiency. Supports EU MRV, IMO DCS, CII, EU ETS, and FuelEU Maritime compliance reporting.
What it does with your data
:
DNV positions Veracity as a verified data layer rather than an AI consumer, Veracity holds verified data, and third-party applications access it under separate terms.
DNV states it does not use operational vessel data to train commercial AI models.
DNV states it does not use operational vessel data to train commercial AI models.
How to manage data
:
Enterprise engagements include a data processing agreement as standard.
Data sharing with third-party applications via the Veracity marketplace is governed by separate API terms per integration.
Data sharing with third-party applications via the Veracity marketplace is governed by separate API terms per integration.
LR OneOcean
(formerly ChartCo / Marine Press, acquired by Lloyd's Register 2022)
What it is
:
Maritime compliance and voyage intelligence platform. Supports approximately 16,000–22,000 vessels. Integrates Hanseaticsoft, i4 Insight, C-MAP Commercial, and Greensteam.
Published AI capability
:
AI-assisted voyage compliance, environmental monitoring, and port clearance intelligence. Greensteam integration provides AI-based energy efficiency analytics.
What it does with your data
:
Anchored to Lloyd's Register group privacy policies.
Public documentation does not include AI-specific model training carve-outs.
Public documentation does not include AI-specific model training carve-outs.
How to manage data
:
Data subject rights are handled via Lloyd's Register group privacy contact. Details in the privacy policy.
CyberOwl
What it is
:
Maritime cybersecurity monitoring platform for operational technology (OT) and IT systems on vessels.
Published AI capability
:
Machine learning-based anomaly detection across vessel network systems to identify cyber threats.
What it does with your data
:
The platform monitors network behaviour. The data processing agreement with CyberOwl sets out what is retained, for how long, and how it is used.
Policy links
Windward AI
What it is
:
Maritime intelligence platform using AI for vessel tracking, cargo risk, and trade analytics.
Published AI capability
:
Predictive vessel behaviour modelling, sanction screening, cargo risk scoring, dark vessel detection, trade flow analytics.
What it does with your data
:
Windward processes AIS data and commercial shipping records. Client data handling is governed by enterprise agreements.
Policy links
Orca AI
What it is
:
AI-powered maritime safety and situational awareness system for bridge teams.
Published AI capability
:
Real-time object detection and collision avoidance recommendations using computer vision on vessel cameras.
What it does with your data
:
Video data from vessel cameras constitutes operational data. Data residency, retention, and any training use are set out in the vendor's enterprise agreement.
Policy links
StormGeo
What it is
:
Weather routing and voyage optimisation platform for commercial shipping and offshore operations. Subsidiary of Alfa Laval.
Published AI capability
:
AI-enhanced weather routing, route optimisation, and fuel efficiency modelling.
Policy links
Inmarsat Fleet Data / Fleet Xpress
(now part of Viasat, acquired 2023)
What it is
:
Satellite connectivity and fleet data management platform for commercial vessels.
Published AI capability
:
Fleet Performance, EcoSupport, and Health Monitoring use AI analytics on vessel engine performance, fuel consumption, and route efficiency data.
Acquisition note: Inmarsat was acquired by Viasat in 2023. Data handling practices are transitioning to Viasat's framework. The current data processing agreement reflects the Viasat terms.
Policy links
KVH Industries
What it is
:
Satellite VSAT and IoT connectivity provider for vessels.
Published AI capability
:
AgilePlans IoT platform uses machine learning for network optimisation and vessel performance monitoring.
Policy links
Closing
About this guide
This guide is a working reference, not a legal document. Every link directs to the vendor's own published documentation. Policies change. This guide reflects the position as of April 2026. Review the current version of each policy before making procurement or compliance decisions, and re-review annually or whenever a vendor announces a platform update.
If you need help auditing your organisation's current tool stack against these policies, Southern Sky AI's The Blueprint provides a structured assessment process. It starts by mapping what is already in use, including tools that may not have been formally reviewed, before any governance work begins.
Contribute
Suggest a tool or update a listing
For maritime professionals: If you use a tool that carries AI capabilities and it is not listed here, we want to know about it. Send the tool name, the vendor, and a link to their privacy documentation to [email protected] and we will review it for inclusion.
For maritime software vendors: If your platform has published AI capabilities and you would like to be considered for inclusion in this guide, please reach out to [email protected]. Inclusion is editorially assessed and based on published documentation. It is not paid placement. We require a direct link to your AI data handling terms before a listing can be added.
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