Privacy Notice

PRIVACY NOTICE

SEAFARERS’ FAMILY MEMBERS

 

To the family of seafarers applying through HCP - 

In recognition of your right to privacy and in compliance with the requirements under the Data Privacy Act, its IRR and advisories, please read the following privacy policy explaining how we collect and process your personal information:

 

What We Collect

Your personal data is collected in the form of written records, photographs, video images, digital material, and biometrics:

• Information you provided when you make an inquiry or request.  Family members may ask HCP general inquiries or requests as well as assistance in claiming their benefits. This can be done through our official HCP channels such as phone, e-mail, or FB Messenger. We normally collect information for identification and verification purposes such as (1) Name; (2) Age; (3) Address; (4) Occupation (5) Identification Card (e.g. license); (6) Relationship to seafarer;
  
  Note that your name and contact details may have already been collected if you are declared as a dependent or family contact by an HCP seafarer.
• Information we collect through the course of your inquiry or request. We may collect the following additional information about you depending on your request or inquiry: (1) Bank Account Details; (2) Marriage Certificate; (3) Delivery Address; (4) Contact Number; (5) Medical Concern;
   
• Information collected during events. There will also be cases when we collect your data in the form of pictures and videos as part of documentation of office events or through closed-circuit television cameras located in the office.
   
• Other Information.

For unsolicited information sent or received by HCP without prior request. If this happens, we will determine if there is legitimate grounds for HCP to keep the data. If it has no relation our legitimate interests, then the information will be disposed of in order to protect your privacy. Otherwise, it will be treated in the same way as information you provided us.

 

How We Use

We use your personal data to pursue our legitimate interests as a crewing agency, to be able to comply with laws and regulations, as well as research, historical, and statistical purposes. For example, we may use the information for purposes such as:

1. Identifying dependents and emergency contacts of our seafarers;
2. Verifying provided information;
3. Processing benefits;
4. Identifying relevant programs and workshops suitable to your needs  
5. Establishing and maintaining an accurate crew information system on web, mobile, and, desktop platforms;
6. Communication of relevant news and announcements; 
7. Communicating and sharing promotional materials such as events and workshops;
8. Compiling statistics, surveys, and research for internal purposes;
9. Contacting  in case of an emergency;
10. Sharing your information with persons or institutions mentioned below; and
11. Other related or similar tasks.

 

Legal Compliance on Use, Sharing and Consent

In compliance with the Data Privacy Act which imposes stricter rules on processing of personal and sensitive information, rest assured that we shall independently ask for consent for the specific use and sharing of your personal data.

 

How We Share, Disclose or Transfer

We may also share, disclose, or transfer your personal data to other persons or organization in order to pursue our legitimate interests as crewing agency. For example, we may share, disclose, or transfer your personal data for the following purposes:

 

1. Submission of information to government agencies (e.g. Philippine Overseas Employment Agency, Philippine Health Insurance Corporation, Pag-IBIG) for reporting requirements, accreditation, and the provision of employment benefits dictated by the law;
2. Sharing of information with insurance companies, health service providers, counseling services, banks, and other similar organization in relation to your loan applications, insurance claims, and benefits;
3. Sharing of information with members of the Hartmann Group (e.g. (1) Germany- Hartmann AG, Hartmann Dry Cargo, Hartman Gas Carriers, Gaschem Services, Hartmann Crew Germany (2) Cyprus- Intership Navigation, Donnelly Tanker Management, United Bulk Carriers, Seagiant (3) Poland- Hartmann Crew Consultants (4) Singapore – Hartmann Shipping Asia.) for the purpose of maintaining a crew database inclusive of their dependents such as yourself;
4. To comply with court orders and other legal obligations;
5. Use of photos and videos for promotional purposes and marketing materials such as social media posts, website articles, brochures, physical and electronic bulletins, and other media;
6. Live-streaming of HCP events; and,
7. Any other purpose necessary as permitted or required by the law.

 

Rest assured that HCP will never share your personal data for matters unrelated to our legitimate interests as a crewing agency unless required by law.

How We Protect

HCP exercises due diligence in limiting access to your personal information to its authorized agents, personnel tasked to process your information and Principals from the Hartmann Group. HCP maintains physical and digital methods of protection to avoid security breaches through the deployment of security personnel, use of CCTVs, locks and password protection.

 

How We Store & Retain

Your personal data is stored in paper and electronic formats as well as databases shared between departments in the office and our Principals from the Hartmann Group. Access to your personal data is limited to HCP personnel who have a legitimate interest in them for the purpose of doing their duties. Rest assured that our use of your personal data is limited to only what is needed to achieve the purpose of their collection and/or when permitted by law.

Your personal data is retained in connection to the seafarer who has declared you as a dependent.

It is retained up to ten (10) years from the day the seafarer stopped working with HCP and has removed his physical documents from our offices. After which, the employment records (e.g. Crew Management System Data) shall be securely archived. We indefinitely retain relevant personal data for historical and statistical purposes as well as required reporting to government agencies.

 

Know Your Rights

Pursuant to the Data Privacy Act, its IRRs and advisories, you have the right to — information, access, objection, erasure or blocking, damages, complaint, rectification; and data portability. For more information on the following, visit: https://www.privacy.gov.ph/know-your-rights/