READINESSOS

Policy: Document Verification Policy

Version: 1.0

Effective Date: 06/06/2026

Last Updated: 06/06/2026

Contact: ReadinessOS@proton.me

1. Document Purpose

This Document Verification Policy establishes how ReadinessOS receives, stores, reviews, verifies, and manages documents uploaded to the platform.

The objective of this policy is to maintain platform integrity, improve operational readiness features, protect confidential information, and support future AI-assisted readiness capabilities while respecting document ownership and privacy.

ReadinessOS is not a regulatory authority and does not certify the legal validity of uploaded documents unless explicitly stated.

2. Scope

This policy applies to:

• Vessel accounts
• Professional user profiles
• Future fleet accounts
• Readiness Passport records
• Identity verification documents
• Vessel technical documentation
• Uploaded certificates
• Operational procedures
• General Arrangement plans
• Safety plans
• Equipment manuals
• Supporting attachments
• Future AI document processing

3. Definitions

For the purposes of this policy:

Uploaded Document means any file voluntarily submitted to ReadinessOS.

Verification means an administrative review confirming authenticity, completeness, or ownership to the extent reasonably possible.

Technical Document means vessel-related documentation used to support readiness activities.

Professional Document means identity or qualification documentation associated with an individual user.

4. Types of Documents

ReadinessOS may accept documents including:

• Passport
• Seaman's Book
• Certificate of Competency
• STCW certificates
• ENG1 medical certificate
• National identification
• Vessel registration
• General Arrangement plans
• Fire plans
• Escape plans
• Safety Management procedures
• Equipment manuals
• Emergency procedures
• Risk assessments
• Operational checklists
• Supporting photographs
• Other maritime documentation

Additional document categories may be introduced in future platform versions.

5. Purpose of Verification

Document verification may be performed to:

• Verify user identity
• Verify vessel ownership or authority
• Improve profile integrity
• Support vessel onboarding
• Support Readiness Passport features
• Improve AI-generated recommendations
• Generate vessel-specific scenarios
• Improve operational readiness analytics
• Prevent fraud

Verification does not constitute regulatory certification.

6. Verification Status

Documents may receive one of the following internal statuses:

• Pending Review
• Verified
• Rejected
• Expired
• Requires Additional Information

Verification status reflects administrative review within ReadinessOS only.

7. Vessel Documents

Vessel accounts may upload technical documentation including:

• General Arrangement plans
• Fire control plans
• Escape plans
• Machinery layouts
• Equipment manuals
• Operational procedures
• Emergency response procedures
• Technical drawings

These documents may be used to improve readiness workflows and future vessel-specific scenario generation.

Ownership remains with the lawful owner of the document.

8. Professional Documents

Professional users may upload documents including:

• Passport
• Seaman's Book
• National ID
• Certificate of Competency
• STCW certificates
• Other professional qualifications

ReadinessOS stores these documents for profile management and identity verification purposes only.

Storage does not constitute validation of professional qualifications.

9. AI and Future Scenario Generation

Future versions of ReadinessOS may use uploaded vessel documentation to generate:

• Vessel-specific drills
• Emergency scenarios
• Risk-based recommendations
• Equipment-specific exercises
• Compartment-specific scenarios
• Training suggestions
• Readiness insights

AI-generated outputs remain informational tools and should always be reviewed by qualified personnel before operational use.

10. Confidentiality

Uploaded documents are treated as confidential information.

ReadinessOS will implement reasonable administrative and technical safeguards to protect uploaded files against unauthorized access, disclosure, alteration, or misuse.

Access is limited to authorized users and authorized administrators where necessary.

11. Copyright and Intellectual Property

Ownership of uploaded documents remains with the lawful owner.

Uploading a document grants ReadinessOS a limited, non-exclusive license to:

• Store the document
• Display it to authorized users
• Process it for platform functionality
• Generate readiness-related insights
• Support AI-assisted readiness features
• Improve platform services

Ownership is not transferred to ReadinessOS.

12. Rejected Documents

Documents may be rejected where:

• They are incomplete
• They appear fraudulent
• They cannot be associated with the submitting user
• They violate platform policies
• They contain malicious content
• They are unreadable
• Additional evidence is required

Rejected documents may be retained temporarily for fraud prevention, audit purposes, or appeal review before deletion.

13. Document Deletion

Users may request deletion of uploaded documents where permitted by applicable law.

ReadinessOS may retain documents where necessary for:

• Fraud prevention
• Security investigations
• Legal obligations
• Platform integrity
• Identity verification history
• Backup systems

Deletion requests are governed by the Data Retention and Deletion Policy.

14. Sharing of Documents

ReadinessOS does not publicly share uploaded documents.

Documents may only be accessed:

• By the uploading user
• By authorized vessel administrators where applicable
• By authorized ReadinessOS personnel
• By authorized service providers supporting platform functionality
• Where required by law

Documents are not sold to third parties.

15. Future AI Processing

Future AI services may process uploaded documentation to improve:

• Scenario generation
• Readiness recommendations
• Equipment mapping
• Operational guidance
• Risk analysis
• Educational content

AI processing remains subject to platform privacy controls and applicable law.

AI-generated interpretations should not be considered authoritative operational advice.

16. Relationship to Other Policies

This policy should be interpreted together with:

• Terms of Service
• Privacy Policy
• Identity Verification Policy
• Professional Profile Policy
• Data Ownership Policy
• Data Retention and Deletion Policy
• Appeals and Corrections Policy

Where conflicts exist regarding personal information processing, the Privacy Policy shall govern.

17. Policy Updates

ReadinessOS may revise this policy as document management capabilities, AI functionality, platform architecture, or legal requirements evolve.

Updated versions become effective upon publication unless otherwise specified.

18. Revision History

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