Terms of use
Please read carefully
Admin users of organization will be prompted with latest Terms of use as we update them and it is necessary for them to accept before continuing.
Effective Date: 14.11.2024
1. Introduction
Welcome to DOKK, an online platform owned, developed and operated by Faxaflóahafnir sf. (Icelandic VAT ID: 530269-7529), here in after referred to as "DOKK," "FFH,", "Faxaports", "we," or "our." DOKK is a centralized platform for managing port calls between cruise line agencies and ports. Please read these Terms of Use carefully as they outline the terms and conditions that govern your ("you," "user", "organization", "port", "agency") access to and use of the DOKK platform and related services (the "Service").
Currently, DOKK operates as a platform provided by Faxaflóahafnir sf. (FFH) and does not have a separate legal entity or VAT ID. DOKK is developed and managed by FFH’s Information Technology team, within the Business Department. The primary individuals responsible for the platform are Sindri Dan Garðarsson, IT Specialist (sindrig@faxafloahafnir.is), and Friðrik Þór Hjálmarsson, IT Manager (fridrik@faxafloahafnir.is). Additionally, Gunnar Tryggvason, Port Director (gunnart@faxafloahafnir.is), plays an instrumental role in setting strategic directives and fostering greater alignment and interoperability across ports through the DOKK platform.
As a Software as a Service (SaaS) platform, DOKK provides booking, scheduling, and data management services across all major ports in Iceland and the Faroe Islands, and aims to expand to additional regions. By accessing or using DOKK, users acknowledge that they are engaging with a SaaS platform, which operates on a subscription basis and is centrally hosted and managed by FFH. Please refer to our Payments and Fees (6) for further details.
Please contact us if you encounter any inconsistencies or unclear provisions within these Terms. We are committed to regularly reviewing and updating our Terms to reflect service improvements and ensure clarity. Our priority is to maintain a reliable, high-performance platform with minimal downtime, while delivering exceptional customer support. We are dedicated to implementing features that provide tangible benefits to all users and enhance their experience on the DOKK platform.
By accessing DOKK, you agree to be bound by these Terms. If you do not agree, please discontinue your use of the platform.
2. Purpose and Scope
The DOKK platform is designed to streamline port call processes, provide real-time data, and enhance transparency within the port and cruise industries, with a focus on supporting cruise line agencies and port management. Users of DOKK include ports, cruise line agencies, and associated organizations, while a public calendar is also available to view cruise ship arrivals and departures at registered ports.
DOKK’s platform prioritizes Crowd Management and Sustainable Operations by delivering real-time data that supports strategic planning and efficient resource allocation. Through our API, local businesses and service providers can anticipate cruise arrivals, adjust operations, and mitigate the risk of overcrowding, thereby enhancing the overall visitor experience.
Additionally, DOKK supplies crucial data insights and statistics, valuable not only for operational improvements but also for external reporting and analysis. These data-driven insights allow businesses, municipalities, and other institutions to make informed decisions, plan sustainable growth, and support transparent reporting processes.
3. Jurisdiction and Compliance
DOKK operates primarily under Icelandic law and adheres to the General Data Protection Regulation (GDPR) within the European Union, particularly in the Faroe Islands. As DOKK expands into additional regions, including Canada, Denmark, and Greenland, we will ensure compliance with the relevant laws and regulations specific to each jurisdiction.
4. User Accounts and Roles
4.1 Account Creation and Verification
Only authorized DOKK staff (currently the IT department of FFH) may create user accounts.
Each user account is assigned to an individual within an organization and must be linked to that individual’s official organizational email address. The full name of the account holder should be accurate and clearly visible in the account settings page within the DOKK platform. This ensures proper identification and accountability for actions taken on the platform.
Each account setup involves a verification process to confirm the user’s organizational role and authority.
4.2 Account Termination
User-Initiated: Account termination requests may be made by the organization’s admin user.
DOKK-Initiated: We reserve the right to terminate accounts for breaches of protocol, improper conduct, or data manipulation.
4.3 User Roles
Admin: Authorized to manage all organization-related information and port calls.
Primary: May book (as agents), edit, approve or reject (ports) port calls within their organization. May also cancel port calls (as agents).
Reporter: Limited to viewing port call data, with permission to comment and message within port calls.
4.4 User Types
Port User: This user type applies to all members of an organization classified as a "Port Organization." Port users can manage port calls directed to ports within their organization, including accepting, rejecting, or suggesting modifications. They also have access to communicate with other users through the platform’s port call messaging system. Messages can only be exchanged between users associated with either the organization handling the port or the agency initiating the port call.
Port users with certain roles (such as Admin or Primary) can create new ports and quays (locations) under their organization and update or manage their data. If specific actions, such as port removal or modifications, are not directly available to users, they may request assistance from the DOKK team. These requests must come from users with defined credentials, ideally Admin or Primary users of a Port Organization.
Agency User: This type applies to all users within an "Agency Organization." Agency users can create and manage port calls, registering these calls at designated ports. Authorized users (Admin or Primary) may make specific changes to port calls, including altering the vessel, arrival/departure dates and times, and passenger transfer details. Agencies are responsible for updating their port calls as needed. All members of the organization can engage in the port call messaging system within the bounds of their organization’s activities.
4.5 Organization Types and Guidelines
Port Organization:
Port Organizations provide comprehensive information about their operations and infrastructure within the DOKK platform. This includes registering details for all ports and quays under their management, including critical infrastructure specifics. Each port listing should contain the port’s full name, LOCODE, country, time zone, and maximum passenger capacity to ensure sustainable operations.
Quays, currently termed "Locations" within the platform, represent the specific docking areas where vessels are accommodated. (In the future, the platform aims to establish a hierarchical structure where each port may contain multiple locations, with each location having designated quays.) Port Organizations are expected to keep quay data up-to-date to support accurate planning and optimized berth assignments.
Agency Organization:
(Cruise line or Port) Agency Organizations operate with a focus on scheduling port calls at ports within the same country as their operational base. Exceptions may apply in cases where an agency has operations across borders or represents international cruise lines; however, agencies are required to inform DOKK if they no longer have the rights to place port calls for specific vessels or cruise lines. When an agency’s rights to schedule port calls are transferred to another entity, both agencies must formally notify DOKK.
DOKK will manage the handover process, ensuring that any outstanding port calls are transferred accordingly.
Agencies are not responsible for the fees associated with completed port calls; these fees are billed directly to the receiving port organization.
Agencies are required to verify their operations by providing specific company details and demonstrating active port call placement in their respective country. This can also be done through recommendation from ports who work closely with the agencies. Cruise lines are not permitted to register as agencies unless they operate as legally distinct entities within a country. Any exceptions to this requirement apply only to organizations that were "grandfathered" into the platform under prior terms.
4.6 Organization Setup in the Platform
Establishing an organization and its initial user, the designated admin, follows a straightforward setup process. All information provided to the DOKK team must be accurate and fully reflective of the organization’s operations to ensure proper alignment with platform functionalities.
For port organizations, the admin user, as the first account created within the organization, is automatically assigned as the primary overseer for all ports under the organization. This means the admin will receive notifications for all incoming port calls associated with their ports.
Upon request, an organization may designate specific ports to different users, enabling them to receive notifications and act as the primary operators responsible for berth assignments at the associated quays. Such reassignments are permitted only for users holding the “Primary” role within the organization.
5. Permitted Use and Conduct
5.1 Authorized Use
Users must use the platform in accordance with its intended purpose and avoid any actions that might manipulate data for unauthorized cost advantages or circumvent billing.
5.2 Account Usage
Account sharing is strictly prohibited. Accounts are assigned to individuals and are non-transferable. Organizations may request account deactivation for departing employees, but reallocation is not permitted and yearly cost is non refundable.
Exception for Shift-Based Roles: In certain circumstances, such as pilotage groups or other shift-based teams at ports, DOKK may allow a shared account setup. This exception applies exclusively to users with the Reporter role, who have limited access and cannot make data changes beyond messaging and commenting. This is designed to accommodate frequent shift changes where a single device may be shared among team members.
Important Notes on Shared Accounts:
Primary users are not eligible for this exception due to their greater responsibilities and access in the platform.
As we finalize the implementation of two-factor authentication (2FA) for all users, shared accounts could pose challenges. Therefore, we strongly advise against shared setups whenever possible.
We’re committed to working closely with ports requiring such configurations to ensure we can meet their unique needs while maintaining platform security. If you believe this exception is applicable to your team, please contact us directly.
5.3 Data Integrity and Transparency
Users are required to maintain data integrity. FFH reserves the right to address any data manipulation that goes against set policies or impacts the operations of DOKK and its users.
6. Payments and Fees
6.1 Billing Structure
Port Call Fees: A fee of 1,490 ISK (excluding VAT) is applied to each completed port call, invoiced annually at the end of the calendar year.
DOKK reserves the right to adjust this fee annually based on Iceland’s official Consumer Price Index (CPI), ensuring adjustments remain reasonable and reflective of inflationary trends. Additionally, DOKK may consider regional economic factors, such as GDP, to promote equitable access across different nations associated with the platform. Any such adjustments will prioritize fairness while sustaining platform operations and service quality.
Additional Accounts: Each organization is initially provided with a single, complimentary admin account. For any additional user accounts within the same organization, a fee of 23,000 ISK (excluding VAT) is applied per account, billed upon creation and annually thereafter.
Fees for additional accounts are non-refundable and non-transferable between accounts, applying for the full billing cycle even if accounts are deactivated. However, DOKK is committed to supporting organizational needs by offering special discounts or custom pricing options for organizations requiring a significant number of additional accounts.
For situations where an organization has deactivated an account shortly after creation and needs to add another for a separate user, DOKK may apply prorated discounts. For instance, if an account is deactivated within one month of its creation, the organization may qualify for a replacement account at 11/12ths of the standard cost. Such cases are evaluated individually to ensure flexible support based on organizational requirements.
Development and Data-Related Services DOKK offers optional, custom services for development and data-related needs. These services include but are not limited to:
Custom Development: If requested, DOKK may provide custom development solutions tailored to meet specific organizational requirements. This applies to requests that do not align with DOKK’s development roadmap or benefit the broader platform.
Data Reporting and Analytics: Organizations may request customized data reports or analytics that are not available through the platform’s standard features, such as the built-in data export functionality.
These services are billed at a flat rate of 15,000 ISK per hour (excluding VAT) and are subject to the following conditions:
DOKK reserves the right to decline requests that fall outside the scope of its capabilities or conflict with platform priorities.
Custom development and data services are billed per hour, with no partial-hour billing or bulk discounts.
All invoices are issued in Icelandic Krona (ISK). Fees for additional accounts are non-refundable and apply for the full year, regardless of any suspension or deactivation. Fees are also non-transferable to other accounts within the organization.
6.2 Updates to Billing Terms
DOKK reserves the right to introduce additional billable services in the future. Any adjustments to billing terms or fees will be updated in these Terms, with prior notification provided to affected parties.
6.3 Finance Department and Billing Inquiries
All invoicing and payment matters are managed by the finance department at Faxaflóahafnir (FFH). For billing inquiries, discrepancies, or any questions related to invoices, please contact our finance team at: fjarmal@faxafloahafnir.is.
6.4 Payment Terms, Overdue Invoices, and Flexibility
DOKK values strong partnerships with all clients and aims to ensure that billing and payment processes are straightforward and accommodating. As we are currently handling invoicing manually through our Finance department, we understand the need for flexibility, particularly when coordinating with international partners such as those in the Faroe Islands.
However, if invoices remain unpaid beyond agreed-upon payment terms, or if ongoing billing disputes cannot be resolved through dialogue, DOKK reserves the right to take necessary action to maintain operational efficiency. While disabling organization accounts or restricting login access are measures of last resort, these actions may be taken if absolutely necessary after repeated unsuccessful attempts to reach a resolution. We emphasize that DOKK will always prioritize communication and work towards a fair solution with any organization experiencing payment challenges.
In alignment with our commitment to a seamless user experience, we are actively exploring solutions for introducing automated billing options, such as credit card payments, to streamline the invoicing process. We are in discussions with local and international providers to identify the best approach to meet our clients' needs. Although no final decision has been made, we will keep our clients informed about any upcoming enhancements to our billing system.
7. Intellectual Property
The DOKK platform, including all software, code, features, and functionalities, is owned by Faxaflóahafnir sf. (FFH). As the entity responsible for ongoing development, FFH holds rights to the underlying code and system architecture, which were acquired from a third-party developer in 2022. This ownership extends to the operational framework, user interface, and data processing functionalities embedded within the platform.
FFH also has exclusive rights over the dokk.is and dokk.dev domains. The dokk.is domain serves as the primary access point for the DOKK platform (with portal.dokk.is being the access point towards the inner portal), while dokk.dev is designated for development purposes only.
The dokk.dev domain is strictly used for internal testing and quality assurance, allowing FFH to trial new features and enhancements before they are introduced to the live platform.
FFH retains all rights over both domains to ensure secure and continuous operation and to facilitate the controlled development and improvement of DOKK services.
It is important to note, however, that while FFH maintains ownership over the DOKK platform and its specific implementations, this does not establish exclusive intellectual property rights over the general methods or processes used within DOKK, such as standard booking systems, data handling protocols, or other non-proprietary functionalities that may exist in similar software systems. DOKK’s intellectual property is thus limited to the unique aspects of its codebase and platform design, and it does not imply any proprietary rights over broader industry methodologies.
7.1 Content Ownership
Content, including port call data, is owned by the respective cruise line agencies and receiving ports. DOKK ensures data availability but is not responsible for the misuse of content by users.
7.2 Usage License
Users are granted a limited, non-exclusive license to access and use DOKK in accordance with these Terms. Redistribution of DOKK's proprietary content or internal communications is prohibited.
7.3 Use of DOKK in Media and Advertisement
Organizations with access to the DOKK platform may use the DOKK logo and select imagery for professional purposes, without requiring prior explicit consent. We kindly request, however, that any use of our brand assets be conducted respectfully and without malicious intent to preserve the integrity of our brand.
For media and press inquiries, we invite reporters and media outlets to contact us directly to request any necessary images or resources for publication. We will provide a comprehensive media kit that includes both standard and inverted high-resolution versions of our logo, along with team images and additional media content as needed.
For further assistance, please reach out to Sigurður Jökull Ólafsson, Marketing Director at Faxaflóahafnir, at sigurdur@faxafloahafnir.is.
Organizations and users are strictly prohibited from sharing screenshots of the DOKK platform or any internal data in public forums, including social media or for advertising purposes. Exceptions to this policy apply in cases where screenshots or images are shared for professional purposes, such as to provide clarity or enhance internal communication, resolve disputes, or facilitate communication between relevant parties.
These restrictions are designed to prevent the accidental exposure of sensitive information while still allowing for constructive and secure usage of platform visuals in controlled settings.
However, in the event that sensitive data from the platform is distributed without explicit authorization from DOKK, we reserve the right to take immediate action. This may include issuing formal warnings to the involved parties, temporarily suspending user or organization access, or initiating a full access restriction for the duration of an internal investigation. During this investigation, we will evaluate the circumstances surrounding the unauthorized distribution to determine any corrective measures or sanctions necessary to uphold the platform’s security and confidentiality standards.
8. Limitations of Liability and Disclaimers
8.1 Limitations
DOKK and FFH assume no responsibility for inaccuracies or user-generated content on the platform. We are not liable for downtime due to maintenance or updates, although we strive to inform users of scheduled downtime in advance.
8.2 Indemnification
Users agree to indemnify and hold harmless DOKK, FFH, and its affiliates against claims arising from misuse of the platform or breaches of these Terms.
9. Privacy and Data Handling
9.1 Privacy
DOKK is committed to protecting user privacy and operates in compliance with GDPR and Icelandic privacy laws. We will not share user data without consent unless required by law. Users can request data modification or deletion, subject to applicable laws and regulations.
9.2 Data Protection, Internal Analytics
DOKK and FFH are committed to protecting the data of all organizations within the platform. We will not analyze or perform any data analytics on data specific to ports, agencies, or other organizations without obtaining explicit consent from the relevant parties.
However, DOKK and FFH reserve the right to use aggregated, non-identifiable data to showcase platform usage and growth in general terms. We may also disclose, for marketing and promotional purposes, broad insights and statistics that help demonstrate the platform’s value and impact. Specifically, we may:
Indicate the countries in which our partner organizations operate, on our landing page, in newsletters, marketing materials, and at industry events, conferences, or conventions.
Publish aggregated statistics on platform activity, such as:
Total number of port calls made in each country.
Total number of participating organizations by country.
Lists of ports available on the platform, displayed both on the calendar and in other marketing channels.
Utilize dynamic maps to visually display platform engagement, including the number and location of port calls and registered ports.
Share graphs or data visualizations (without specific port identifiers) that illustrate the benefits of our optimization models, emphasizing efficiency and improvements for ports.
Provide general platform usage statistics, such as success rates, average usage levels, total port calls, and other relevant metrics.
Display the logos of organizations that participate in the DOKK platform to highlight our collaborative network.
All disclosures will prioritize confidentiality and data security, focusing on general insights and statistics that support the platform’s goals of transparency, operational efficiency, and growth.
9.3 DOKK, FFH and our commitment
DOKK will not disclose or transfer data to Faxaflóahafnir (FFH) for any purpose relating to other ports and agencies, ensuring neutrality and preventing any potential perception of monopolistic influence. Given FFH’s status as one of Iceland’s busiest port groups, we recognize the importance of maintaining impartiality; DOKK serves solely as a platform to enrich port communities across all partner countries, rather than as a tool for FFH to derive insights about other ports.
While DOKK is currently a service provided within FFH, we envision its evolution into a separate legal entity to further strengthen its role as an independent platform.
To maintain fairness in data handling, we commit to never using other organizations’ data for FFH’s marketing or competitive purposes.
Any analytical use of data will be strictly limited to fair and beneficial purposes that serve the broader port community, such as creating aggregate insights, delivering educational sessions, and producing content aimed at improving operational knowledge and efficiency across Icelandic and Faroese ports, as well as future partners.
9.4 DOKK Optimization model
We reserve the right to utilize port call data from our database to enhance and refine our booking optimization model. This model aims to improve the efficiency of port operations by managing passenger loads to ensure that port infrastructure is not overstretched and that local communities' tolerances for daily and hourly passenger influxes are respected.
Our data-driven approach focuses on real-time dynamic optimization, which we anticipate making available in the near future as an optional service for ports meeting certain prerequisites.
This service, offered at an additional cost, aims to balance port traffic by reducing days with minimal or no cruise arrivals and distributing passenger arrivals more evenly across days.
Developing this optimization model requires extensive data training to fully support each port's unique operational needs, and it is designed to maximize both efficiency and the sustainability of cruise traffic.
9.5 Third-Party Providers
We work with reputable third-party providers to host and manage our infrastructure, ensuring secure data storage and uptime standards
9.6 Data Security and Access Control
DOKK is committed to safeguarding the security and privacy of user data. We utilize secure, industry-leading infrastructure provided by Microsoft Azure to ensure that all data is stored in a protected environment with multiple layers of security. Our data protection practices include the following key measures:
Encryption: All data transmitted between users and the platform is encrypted using HTTPS, protecting it during transmission. Additionally, data stored in our databases is encrypted at rest, ensuring that sensitive information remains secure within Azure’s managed infrastructure.
Access Control: Access to user data is strictly limited to authorized personnel within the DOKK development team, who require access to perform essential support and operational tasks. Role-based access control (RBAC) policies are enforced to restrict data access to only those who need it, minimizing risk and maintaining the privacy of our users.
Auditing and Monitoring: DOKK conducts regular audits and monitoring of access logs and system alerts to detect and respond to any suspicious activity promptly. Azure's integrated monitoring tools provide real-time insights into the system's security status and enable rapid responses to potential incidents.
While two-factor authentication (2FA) is currently required for developers accessing DOKK’s development and operational environments, we are continuously evaluating additional security measures for user accounts on the platform to enhance security as needed.
DOKK’s commitment to data protection is ongoing, and our practices are regularly reviewed to comply with industry standards and best practices.
10. Governing Law and Dispute Resolution
These Terms are governed by Icelandic law. Disputes will be resolved under the jurisdiction of Icelandic courts.
11. Modifications to Terms
DOKK reserves the right to modify these Terms. Notice of changes will be provided on the platform, and all users must accept the updated Terms to continue using the platform. Admin users will be responsible for confirming acceptance on behalf of their organizations.
12. Contact
Contact Information For questions or assistance regarding these Terms, please contact: Faxaflóahafnir sf.
Email for support and inquiries: dokk@dokk.is
Finance department: fjarmal@faxafloahafnir.is
Sindri Dan Garðarsson, Lead Developer: sindrig@faxafloahafnir.is
Friðrik Þór Hjálmarsson, Product Owner and IT Director (FFH): fridrik@faxafloahafnir.is
Sigurður Jökull Ólafsson, Marketing Director: sigurdur@faxafloahafnir.is
Address: Tryggvagata 17, 101 Reykjavík, Iceland
Phone: +354 525 8900 (Faxaflóahafnir)
Privacy Policy For detailed information on data privacy, please refer to our Privacy Policy.
Please visit info.dokk.is for information about uptime, updates and new features added to the platform. This also includes frequently asked questions and a roadmap of our development.
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