Privacy Policy

1. Who We Are

Insight Nexus is an internal CRM, recruitment, document, logistics, and operations platform operated by Insight Overseas Inc.. The system is used by authorized staff and by applicants, freelancers, contractors, and other portal users who interact with Insight Overseas Inc..

For privacy questions or requests, contact us at [email protected].

2. Information We Collect

Depending on how you use the platform, we may collect and process:

• Account and identity information, such as name, email address, phone number, login credentials, role, permissions, and verification codes.
• CRM and business contact information, such as client, vendor, lead, freelancer, company, job title, address, notes, assignment, and relationship records.
• Applicant and freelancer profile information, such as date of birth, nationality, address, emergency contact, skills, experience, availability, categories, positions, and technical notes.
• Travel, deployment, visa, passport, seaman book, certificate, medical, vaccination, survival, education, and compliance document details needed for recruitment and offshore placement workflows.
• Documents and files uploaded to the platform, such as CVs, photos, identity documents, certificates, signed forms, support attachments, templates, receipts, and related document metadata.
• Financial and contracting information, such as bank details, timesheets, expense claims, invoice references, quote records, purchase order records, and IOPO signing information.
• Communications data, such as email, SMS, WhatsApp, support ticket, notification, message template, campaign shortlist, and message delivery log content and metadata.
• Technical and security data, such as IP address, browser, device, access logs, page visits, timestamps, audit events, import/export activity, error logs, and session state.
• AI-assisted processing inputs and outputs, such as CV parsing, document extraction, validation results, diagnostics, and generated summaries used to help staff complete records.

Some information may be sensitive because it relates to identity documents, health or medical certificates, banking, travel eligibility, immigration status, signatures, or employment-related records. We use this information only for operational, legal, security, and service purposes.

3. How We Collect Information

• Directly from you when you register, log in, complete profile fields, upload documents, sign forms, send messages, submit support tickets, or update portal settings.
• From authorized Insight Overseas Inc. staff when they create or update CRM, applicant, operational, project, logistics, document, or communication records.
• From communications and productivity integrations, including Microsoft 365/Graph email services and Twilio messaging services, when those tools are configured.
• From imported files, forms, spreadsheets, templates, CVs, documents, and other business records provided for operational use.
• Automatically from system logs, cookies, sessions, browser requests, security controls, and audit trails generated when the platform is used.

4. How We Use Information

• To provide and secure the staff application and applicant portal.
• To manage contacts, vendors, leads, tasks, quotes, projects, operations, logistics, applicants, freelancers, documents, and placement workflows.
• To verify identity, authenticate users, reset passwords, enforce role-based access, prevent unauthorized access, and maintain audit logs.
• To communicate by email, SMS, WhatsApp, portal notifications, support tickets, and system-generated messages.
• To prepare CVs, documents, IOPO records, timesheets, expense claims, quotes, reports, exports, and operational records.
• To process availability, deployment, travel, visa, document-expiry, certificate, and compliance workflows.
• To improve data quality, troubleshoot errors, validate imports, maintain system integrity, and perform administrative reporting.
• To comply with contracts, legal obligations, accounting requirements, employment or engagement records, immigration or client requirements, and legitimate business needs.

5. AI-Assisted Features

Insight Nexus may use AI-assisted tools to parse CVs, extract applicant information from documents, normalize records, validate fields, and help staff prepare summaries or formatted documents. AI output is used as an operational aid and should be reviewed by authorized staff.

We do not intend to use AI features to make final hiring, placement, legal, immigration, or financial decisions without appropriate human review.

6. Cookies, Sessions, and Logs

The platform uses cookies and server-side sessions for login, CSRF protection, security, theme preferences, and portal functionality. We also maintain access logs, audit logs, email/SMS logs, message queue logs, and application logs to operate and protect the system.

The platform is not designed to serve third-party behavioral advertising, and we do not use applicant portal activity to build advertising profiles.

7. How We Share Information

We may share information only as needed for the purposes described in this policy, including with:

• Authorized Insight Overseas Inc. staff, administrators, managers, recruiters, operations personnel, finance personnel, and support users.
• Clients, project stakeholders, vendors, subcontractors, vessel or site contacts, insurers, auditors, or other business partners when required for recruitment, placement, operations, travel, compliance, or contracting.
• Service providers that host, secure, support, email, message, store, analyze, or process data for the platform, such as Microsoft 365/Graph, Twilio, OpenAI-enabled AI services, hosting providers, and infrastructure providers.
• Legal, regulatory, government, immigration, tax, accounting, safety, insurance, or dispute-resolution parties when required or appropriate.
• Successors or advisors in connection with a business transaction, restructuring, audit, financing, or similar corporate event.

We do not sell personal information. We also do not share personal information for cross-context behavioral advertising as that term is commonly used under U.S. state privacy laws.

8. Retention

We keep information for as long as needed for the purposes described in this policy, including recruitment, employment or contractor administration, project delivery, client requirements, legal compliance, accounting, audit, safety, dispute resolution, security, backups, and system administration.

Retention periods vary by record type. Some operational, financial, contract, immigration, safety, and audit records may need to be kept longer than ordinary profile or support data.

9. Security

We use administrative, technical, and organizational safeguards intended to protect personal information, including access controls, role-based permissions, authentication, CSRF protection, audit logs, secure session settings, upload controls, and operational monitoring.

No system is completely secure. Users must protect their credentials, use authorized devices, and promptly report suspected unauthorized access or incorrect records.

10. International Processing

Recruitment, crewing, logistics, messaging, cloud, and support workflows may involve processing information in more than one country. Where required, we use contractual, technical, and organizational measures intended to protect information transferred internationally.

11. Your Choices and Rights

Depending on your location and relationship with Insight Overseas Inc., you may have rights to request access, correction, deletion, restriction, portability, objection, or withdrawal of consent for certain processing. Some requests may be limited by legal, contractual, accounting, safety, immigration, dispute, security, or operational obligations.

• Portal users can update many profile, contact, bank, password, availability, and document details directly in the portal where enabled.
• You may ask us to correct inaccurate information or explain how a record is being used.
• You may opt out of non-essential campaign or bulk communications where the platform provides unsubscribe or preference tools.
• You may contact us at [email protected] for privacy requests.

12. Children

Insight Nexus is intended for business, staff, applicant, freelancer, contractor, and operational use. It is not directed to children under 13, and we do not knowingly collect information from children under 13 through the platform.

13. Changes to This Policy

We may update this policy as the platform, integrations, business processes, or legal requirements change. The updated date above indicates when the policy was last revised.