Compliance documents

Who this page is for

This page exists so that a superintendent, a procurement officer or a vetting department has one URL to send on, instead of an email thread of attachments. It gathers the standing documents that describe how ShipCertify works and how this website handles what you type into it. Work itself is carried out under the contract or purchase order agreed for that attendance, which prevails over anything published here.

What is published here

Each document below is a single page, written for an expert reader and meant to be quoted from directly in a supplier-qualification questionnaire — what is done, by whom, and what happens when it is not. Where a fact has not been settled the gap is marked in the text and left visible, because a marked gap is of more use to a vetting reviewer than a general assurance. These documents cover this website and the work quoted through it. The customer portal at portal.shipcertify.com is a separate application, with its own database, its own lawful basis and its own consent; a quote request sent from this site does not become a portal record.

Requesting a document that is not published

Not everything a vetting department asks for is published here. Where an authorisation, accreditation or approval applies to a scope we have quoted you, it is identified in the documentation provided on request with that quotation — for that scope and that port — naming the grantor and the public register on which it can be checked. Nothing on this page, or anywhere on this site, states which instruments are held. Document requests tied to a quotation go to compliance@shipcertify.com: give the vessel, the port, the scope of work and the document required. Where the vessel is alongside, a request is answered within four hours, at any hour and on any day; otherwise within one working day. A supplier-qualification questionnaire goes to the same address; tell us the company asking, the vessels it covers, the deadline, and whether it is to be returned as a document or completed in your own portal. A questionnaire is completed in-house by our documentation staff, checked by an operations director before it goes back, and returned within five working days of receipt; where your deadline is shorter than that, say so when you send it and we will work to yours. One request is never settled by email: a change to our bank details. Payment is made only to the account stated on our invoice, and we do not act on a request to route payment to a third party or to a different jurisdiction.

Review and approval

Each document carries a draft notice at its head and a last-updated line at its foot. Until a document has been reviewed by counsel and approved, that line names the gap rather than a date. Each of the compliance statements also names the role accountable for it and the interval at which it is reviewed; none is reviewed less often than once every twelve months, and a change to a stated period or procedure is approved by a second operations director who did not draft it. Review happens out of cycle when the law changes, when a service base opens or closes, when a firm enters or leaves the partner network, when a service line is added, or when a third party that handles data on our behalf changes. An out-of-cycle review is completed within twenty working days of the change that triggered it. The modern slavery statement is reissued for each financial year and published here as supplier information; where the section 54 duty applies to the group, a statement meeting its requirements is approved and signed as that section requires.

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