Last updated: 28 September 2026.
This notice supplements our general Privacy Notice. It covers personal information relevant to marine and cargo surveys, vessel inspections, P&I and other claims, casualties, crew matters, Flag State work and reports when Baltic Kontor is instructed.
Responsibility and sources
SIA “BALTIC KONTOR” can be contacted at bkriga@bk.lv. Its role depends on the assignment: BK may determine purposes and means as a controller, or process information for a principal under documented instructions. The instructing insurer, P&I Club, owner, cargo interest or administration may have its own privacy notice. Contact us to identify the responsible party for a particular file.
Information may come from a principal, insurer, P&I Club, shipowner, vessel manager, charterer, master, crew member, cargo interest, broker, correspondent, terminal, claimant, witness, lawyer, expert, laboratory, authority or another party to the matter. Where a controller obtains information indirectly, GDPR Article 14 may require it to inform the individual, subject to a case-specific exception. A public notice alone does not replace that assessment.
Information and purposes
A file may contain names, roles and contact details; vessel and cargo records; transport documents; incident accounts and statements; photographs or video; survey observations and reports; loss, repair and financial details; correspondence; and relevant legal or authority documents. In injury or crew cases, it may also contain necessary health information such as injury, treatment or medical costs. Ordinary cargo or condition surveys do not routinely call for medical records. Please do not upload detailed medical records unless requested.
We use relevant information to assess instructions, arrange attendance, inspect vessel or cargo condition, measure quantities, collect evidence, investigate damage or casualties, coordinate sampling and experts, prepare reports, communicate with authorised parties, handle P&I or claim work within our mandate, meet legal duties and establish, exercise or defend legal claims. Flag State or safety work follows the applicable appointment and reporting requirements.
The GDPR Article 6 ground depends on the role and matter: contractual steps or performance, legitimate interests of BK or a principal, or a legal obligation may apply. Necessary health or other special-category information also requires a separate Article 9 condition; Article 9(2)(f) may apply where needed for legal claims. Consent is not assumed to be the routine ground for professional survey or claim work.
Who may receive a report or file
Only relevant information is disclosed to authorised recipients. Depending on the mandate, these may include the instructing principal, insurer, P&I Club, shipowner, manager, charterer or cargo interest; another party to the claim; surveyors, laboratories, technical experts, lawyers, repairers or translators; an authorised port, Flag State or other competent authority; courts; and the IT, communications and storage providers needed to handle the file. The actual recipients depend on the assignment. We aim to omit unrelated personal details and unnecessary identifiable images from reports.
Retention and international transfers
Active files are kept while the assignment is handled. After closure, we review files against the purpose of the report, the possibility of a relevant claim, applicable law and the terms of the mandate. Only material still needed for a documented claim or obligation should be kept longer; one period does not apply to every survey or claim. If BK acts as processor, the principal's documented instructions apply. Accounting material has separate statutory retention. Private website-upload copies are staging material: incomplete uploads are scheduled for removal after one day and completed intake copies after 30 days; accepted files must be transferred promptly into the protected working system.
Some recipients, including international principals or administrations, may be outside the European Economic Area. The responsible controller checks the recipient and applicable GDPR Chapter V mechanism where required. Contact us for information about a specific transfer and safeguard.
Rights and contact
For a privacy request about an assignment, email bkriga@bk.lv with enough information to identify the matter. We will identify the responsible controller or route the request under the applicable mandate. Rights and the supervisory complaint route are described in our Privacy Notice. Sending an instruction does not itself mean BK has accepted it or agreed a professional scope.