Service Description

Version 1.0 · valid from 14 November 2026

This Service Description describes what bitova owes. Descriptions of how to use the Service are in the documentation at https://docs.maridex.app; they are not part of the Agreement.

1. Overview

Maridex is a document system for ship management companies. The office manages its documents, in particular its safety management system under the ISM Code, with full revision history. Maridex distributes them to the vessels, where they can be read and searched without an internet connection. An AI assistant answers questions exclusively from these documents.

2. Components

2.1 Customer system

bitova operates a separate system for each customer: its own server, private network, database, file storage, keys and web address. No data of other customers is stored in it. The system runs in a data centre in the EU, by default in Germany (section 2 of the Order Form).

2.2 Dashboard (office)

A web application for current versions of Microsoft Edge, Google Chrome, Mozilla Firefox and Apple Safari, on desktop, tablet and phone. Functions:

1. Libraries:
   • an Office library that is never sent to vessels;
   • a Fleet library sent to every vessel;
   • one library per vessel, sent to that vessel only.
2. Folders and documents: any folder structure; documents with an optional code (for example P-12); one file per revision in any format.
3. Revisions:
   • each new revision supersedes the previous one and receives a consecutive number and an effective date;
   • revisions are never changed or deleted;
   • documents can be withdrawn and stay in the history;
   • each revision of a document can be retrieved.
4. Preview of PDF files and, after conversion, of Office files.
5. Search across all documents, by full text and by meaning.
6. Fleet overview:
   • for each vessel and onboard workstation: last contact, last successful update, number of documents still missing, app version;
   • for each vessel, which revision of each document is on board.
7. Onboard workstations: approving pairing requests and disconnecting workstations.
8. Import by email (if agreed in the Order Form):
   • emails forwarded to the Customer's import address arrive in an inbox, together with a suggestion where each attachment belongs;
   • a User with editing rights files or rejects each attachment; nothing is filed automatically.
9. Audit log:
   • records sign-ins, changes to documents, workstation approvals and disconnections, updates on board, files saved on board and questions to the assistant;
   • entries cannot be changed, each entry contains the hash of the previous one, and the chain can be verified;
   • the log can be exported as CSV.
10. Users and roles: viewers (read), editors (manage documents, workstations and the inbox) and administrators (in addition, users and settings).

2.3 Maridex Onboard (vessels)

A desktop application for Windows 10 and 11 (64-bit). Functions:

1. Offline:
   • keeps a complete local copy of the current documents of the Fleet library and of the vessel's own library;
   • reading, viewing and full-text search work without an internet connection.
2. Updates:
   • loads new revisions in the background when a connection exists, and removes superseded and withdrawn ones;
   • interrupted downloads resume;
   • each file is checked against its hash before it is used.
3. Read-only:
   • crew cannot change documents or import files;
   • they can save a copy of any file, for example to fill in a form.
4. Pairing:
   • each workstation creates its own key, which never leaves the workstation, and is approved by the office;
   • a disconnected workstation removes its local documents the next time it connects.
5. Assistant on board: available while the workstation is online; it uses only the documents the vessel receives.
6. Automatic updates of the application itself.

2.4 AI assistant

1. Answers questions in the dashboard and on board, exclusively from the Customer's documents. It has no access to the internet.
2. Every answer states its sources (document, revision and passage). An answer without a valid source is not shown.
3. Retrieval uses the current revisions, unless a User expressly asks about earlier ones.
4. Chats in the dashboard are saved per User and can be deleted by that User. Chats on board are not saved.
5. To answer questions and to search by meaning, the system uses the AI service named in the Data Processing Agreement, or the Customer's Own AI Provider (section 6.4 of the Terms).

3. Operation

4. Support

1. Support by email at info@maridex.app, in English and German, on business days (Monday to Friday, except public holidays in North Rhine-Westphalia) from 09:00 to 17:00 Central European Time.
2. Response times: see the Service Level Agreement.
3. Support covers questions on using the Service and the remedy of defects. It does not cover the Customer's IT, networks or identity provider, the content of the documents, or the Setup Service.

5. System requirements

6. Limits

7. Not included

1. Creating, reviewing or approving the content of the Customer's documents.
2. Approval of the Service by a flag state or classification society.
3. The Customer's own hardware, network and identity provider.
4. The Setup Service, training and integrations (section 3.6 of the Terms).