Crew Participation Terms.

Crew Participation Terms — Training / Mile-Building (Cost-Sharing)

Organizer: Archipelago Sailing AB (Sweden)
Nature of trip: Training-first / mile-building passage. Not a paid charter and not carriage for hire/reward. Crew make contributions toward running costs (“crew contributions”). The skipper does not contribute.

I. Participant

1. A Participant is a person accepted for a leg who has concluded these Terms with the Organizer and paid the required advance within the stated time.

II. Agreement & Formation

2. The Agreement is formed when (a) both Parties sign, or (b) the Participant pays the advance towards shared running costs within the deadline specified in the leg offer/confirmation.

3. These Terms are an integral part of the Agreement.

4. Parties: (a) Participant, (b) Organizer (Archipelago Sailing AB).

5. The Participant confirms the accuracy of data provided and will promptly inform the Organizer of any change.

6. Leg timing: A leg begins at the embarkation time/place and ends at the disembarkation time/place stated for that leg.

IIa. Vessel (type, fit & maintenance)

The voyage is conducted on a privately owned Sweden Yachts 34 (monohull sloop, LOA ~10.2 m), Swedish flag (SE), equipped for offshore passage-making. The yacht underwent a major refit in May 2024, including new sails and new standing rigging, with additional preventive maintenance of key systems (engine/service items, navigation & safety equipment). Equipment may be upgraded or replaced like-for-like without notice. 

III. Contributions, What’s Included / Not Included

7. Crew contributions cover running costs only, typically including: food on board, fuel, ports/locks/canals, routine safety consumables, charts/subscriptions, and a pro-rated maintenance & engine-service accrual.

8. Not included: travel to/from the yacht, personal travel/medical insurance (required), shore meals, personal gear/medication, any visas/immigration fees, and optional activities ashore.

9. Daily model (guideline):

Baltic/Atlantic: €65 / crew / day (includes food €15, maintenance & engine-service €12, fuel ~€15, nav/comms €7, marinas ~€10).

Mediterranean: €74 / crew / day (as above, marinas ~€15).
Organizer may publish a per-leg crew estimate and kitty cap derived from these daily levels.

10. Pool management. Crew contributions are pooled for the leg and managed by the skipper to meet the actual running needs of the vessel and voyage. The model is designed to be fair and predictable across all legs; it is not a fare or fixed price for a service.

11. Surplus / shortfall policy. After covering running needs for the leg (and reasonable voyage-level accruals as announced in the offer), any modest surplus may, with crew consent, be used for a shared end-of-leg meal (up to €15/pp). Any remainder may be carried forward to the next leg’s running costs. The skipper may adjust allocations between legs to keep contributions consistent. No automatic partial refunds apply outside the Cancellation section.

IV. Booking & Payments

12. Advance towards shared costs: 50% of the per-crew estimate within 48 h of acceptance secures the berth.

13. Balance: due by T-14 (14 days before leg start). No balance by T-14 → reservation lapses and the berth may be offered to a waitlist; the advance is retained unless the berth is substituted (see §15).

14. Payments are in EUR unless stated otherwise.

V. Cancellations / Substitutions

15. Participant substitution (preferred): Up to T-1, the Participant may nominate a qualified substitute acceptable to the Organizer who assumes the berth; paid amounts transfer to the substitute.

16. Participant cancellation without substitution:

Up to T-30: 50% of the advance is returned.

After T-30: amounts paid are retained unless the berth is re-filled, in which case the Organizer may return up to 100% of the advance at its discretion.
If the skipper postpones or cancels a leg, 100% of amounts paid for that leg are returned.

17. Transferring payments to another leg/date is possible by mutual agreement and subject to availability.

VI. Changes, Weather & Force Majeure

18. The skipper may change route, timing or ports for safety, weather, traffic or operational reasons without changing the nature of the voyage. Ports of embarkation/disembarkation may shift within ~100 NM if reasonably required.

19. The Organizer is not responsible for delays/changes due to weather, port/lock conditions, authority directives, strikes, conflicts, or other events beyond control. Liability for indirect or consequential loss is excluded.

VII. Conduct, Training & Safety

20. Training-first / mile-building. The skipper provides on-passage instruction (watchkeeping, safety, boat handling, planning). Sea-time documentation (on request). After a completed leg/legs, the skipper will issue a sea-time statement/letter, sign the Participant’s logbook, and—where applicable—enter service in a Seaman’s Book in accordance with flag/state or port requirements. These documents record actual sea service (dates, miles, roles/watches) and may be used as supporting evidence when applying for or being assessed for Yachtmaster Offshore/Ocean (miles/experience prerequisites, examiner evidence). 

21. Skipper’s authority: For safety, the skipper’s decisions are final. Night watches, PFD/tethers on deck at night, and other safety rules are mandatory. No alcohol/drugs while underway.

22. The Participant must be fit to sail and carry personal travel insurance covering offshore sailing. Seasickness mitigation plan is expected.

23. The Participant actively participates in: watches, sail handling, mooring, housekeeping, cooking, and end-of-leg tidy-down.

VII.a Vessel upkeep note. The yacht had a major refit in May 2024 (new sails and new standing rigging). For technical details, see §IIa.

VIII. Damage Deposit & Care of the Vessel

24. A refundable damage deposit may be required to cover negligent/misuse damage beyond normal wear (examples: blocked heads from foreign objects; lost safety gear; broken hatches from improper operation).

25. Normal wear and routine maintenance items are running costs and are not charged as damage. Assessed damages may be charged at cost of repair/replacement.

IX. Personal Property

26. The Organizer is not responsible for loss/theft/damage to personal items. Use soft bags; secure electronics and valuables; keep hatches properly closed at sea.

X. Data & Privacy (GDPR)

27. Personal data are processed solely to administer participation and voyage logistics by Archipelago Sailing AB. Contact: info@archipelago-sailing.se. Data may be shared with service providers necessary to run the voyage (ports, insurance, comms) and retained only as required by law.

XI. Governing Law & Disputes

28. Governing law: Swedish law.

29. Jurisdiction: courts competent for the registered office of Archipelago Sailing AB. Parties will attempt amicable resolution before litigation.

Privacy

Privacy Notice (GDPR) — Archipelago Sailing AB

§1. Data Controller

1. The controller (Art. 4(7) GDPR) is Archipelago Sailing AB.

2. Contact: info@archipelago-sailing.se.

3. We apply appropriate technical and organisational measures (Art. 32 GDPR) to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access.

4. Providing personal data is voluntary, but necessary to cooperate with us and/or conclude a participation agreement.

5. We process personal data only to the extent necessary to provide our services or to take steps at your request.

§2. Purposes and Legal Bases

We process your data for the following purposes:
a) Providing services electronically via our website and (if used) mobile app; managing bookings and crew participation — Art. 6(1)(b) GDPR (contract / pre-contract steps).
b) Handling complaints/requests — Art. 6(1)(c) GDPR (legal obligation).
c) Accounting and tax (issuing/receiving invoices, bookkeeping) — Art. 6(1)(c) GDPR (tax and bookkeeping laws).
d) Archiving for the establishment, exercise or defence of legal claims — Art. 6(1)(f) GDPR (legitimate interest).
e) Contact by phone or email in response to your enquiry — Art. 6(1)(f) GDPR (legitimate interest).
f) Service/technical notifications regarding our site or services you use — Art. 6(1)(f) GDPR (legitimate interest).
g) Marketing (e.g., newsletter, remarketing) — Art. 6(1)(f) GDPR (legitimate interest) or Art. 6(1)(a) GDPR (consent), depending on channel/cookies.

§3. Recipients and International Transfers

1. Data may be shared with service providers that help us deliver services (e.g., IT/hosting, email, analytics, payment and communications partners) only as needed to perform the contract or our operations.

2. We may use processors/sub-processors such as hosting/IT companies. We conclude DPAs as required by Art. 28 GDPR.

3. We may disclose data where required by law to competent public authorities.

4. Some providers (e.g., Meta/Facebook Pixel, Google Analytics, Google AdMob) may involve transfers outside the EEA. Where this occurs, we rely on Art. 46 GDPR safeguards (e.g., EU Standard Contractual Clauses) and additional measures as appropriate. You can decline/withdraw consent for marketing cookies at any time (see §7–§8).

§4. Storage Periods

1. Contract data are stored for the term of the agreement and thereafter for limitation periods necessary to establish/exercise/defend claims (legitimate interest), but no longer than required by applicable law.

2. Accounting records (e.g., invoices) are retained in accordance with Swedish bookkeeping law (Bokföringslagen) — generally 7 years from the end of the financial year.

3. Marketing data are kept for up to 10 years or until you withdraw consent or object (whichever occurs first).

4. Data processed for other stated purposes are retained for up to 3 years, unless consent is withdrawn earlier and no other legal basis applies.

§5. Your Rights

You have the following rights under GDPR:
a) Access (Art. 15) — confirmation and access to your data and information on processing.
b) Copy (Art. 15(3)) — first copy free; reasonable fee may apply for additional copies.
c) Rectification (Art. 16).
d) Erasure (Art. 17) where no legal basis remains or data are no longer needed.
e) Restriction (Art. 18) in the situations described in that article.
f) Data portability (Art. 20) where processing is based on consent or contract and carried out by automated means.
g) Objection (Art. 21) to processing based on our legitimate interests, including profiling; we will assess overriding legitimate grounds or stop processing where your interests prevail.
To exercise your rights, contact us at info@archipelago-sailing.se and specify which right you wish to exercise.

Supervisory authority: You may lodge a complaint with Integritetsskyddsmyndigheten (IMY) — the Swedish Authority for Privacy Protection.

§6. Profiling

1. We may process data automatically, including profiling, to analyse preferences and interests and to tailor communications/offers (e.g., remarketing audiences).

2. Such automated processing does not produce legal effects concerning you nor similarly significantly affects you. You can object at any time (see §5(g)).

§7. Meta (Facebook) Pixel

1. We use Meta/Facebook Pixel, an analytics/advertising tool that helps measure the effectiveness of ads by understanding actions on our site.

2. We use it to deliver personalised ads on Facebook/Instagram. This involves cookies placed by Meta. The legal basis is Art. 6(1)(a) GDPR (consent) for marketing cookies, or Art. 6(1)(f) GDPR (legitimate interest) where permitted. You can withdraw consent at any time via your cookie settings or ad preferences in your Meta account.

§7a. Google Analytics

1. We use Google Analytics (Google LLC/Google Ireland). Cookies analyse site use; information generated by cookies may be transmitted to Google servers (including outside the EEA).

2. On our behalf, Google provides aggregated reports and service statistics. We do not use Analytics to identify individual users.

3. You can block cookies in your browser; some features may be limited. You can also install Google’s opt-out add-on: https://tools.google.com/dlpage/gaoptout.

4. Where international transfers occur, we rely on EU Standard Contractual Clauses and applicable additional measures.

§8. Google AdMob (mobile app)

1. Google AdMob enables advertising in our mobile app (if used). Ads are created by advertisers promoting their products.

2. AdMob shares non-personally identifying information with advertisers to measure performance.

3. Data such as app activity, advertising ID and approximate geolocation may be used to deliver personalised ads (subject to your consent where required). Information may be processed by Google AdMob and its trusted partners.

4. Advertisers receive performance stats without personal data. AdMob protects data throughout the ad-delivery process.

5. You can see why a particular ad is shown by using “Why this ad?” in the ad banner and manage ad preferences in your device settings.

6. Learn more in Google AdMob’s privacy resources: https://support.google.com/admob/answer/6128543