Privacy Notice

PRIVACY NOTICE

HCP Personnel and Land-Based Applicants

 

To our personnel and applicants - 

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 upon application to HCP. When you seek a job in HCP, we ask for personal data through the online Land-Based Application form and AF-HRCDL-002 Application Form-02. We also request for your resume, Transcript of Records, and professional license if it applies to you. Throughout the pre-employment process we may also collect additional data from your interview and declared references. If you’ve previously worked or applied with HCP, we may use information that is already in our possession in order to process your application for a new position.

• Information we collect in the beginning of your employment. Once your job offer has been accepted and finalized, additional information is collected but is not limited to the following: (1) Certificate of Employment; (2) Medical/Fit-to-Work Clearance; (3) NBI or Police Clearance; (4) Philippine Statistics Authority (PSA) Birth Certificate (applicant/dependents); (5) PSA Marriage Contract; (6) SSS ID or E1 or E4; (7) Pag-IBIG Member’s Data Form and/or ID; (8) Pag-IBIG Member’s Change in Information Form (MCIF); (9) PhilHealth MDR or ID; (10) PhilHealth Member Registration Form; (11) tax-related documents, such as your TIN ID or BIR Form 1902 (with stamp) and 2316; and (12) Loan Statement from HDMF or SSS; and (13) bank account details necessary to facilitate the processing of your compensation.

• Information we collect through the course of your employment. After joining HCP, we may collection more information about you such as annual physical examination results, data to process benefits and loan applications, performance evaluation, and disciplinary cases. 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.

For personal and sensitive information of other people sent or received by HCP for purposes such as supplying who to contact in case of emergencies, supplying dependents for claiming of benefits, and other such similar cases, you have the responsibility to obtain the consent of such individuals before providing us with their personal data.

 

How We Use

We use your personal data to pursue our legitimate interests as an employer and 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 applicants and processing applications;
2. Assessing candidates for a position;
3. Verifying provided information;
4. Background checking;
5. Processing compensation, benefits, and standard employment function;s
6. Processing human resource functions such as performance management and disciplinary issues;
7. Communication with personnel in order to distribute relevant news and circulars;
8. Personnel training;
9. Compiling statistics, surveys, and research for internal purposes;
10. Contacting others in case of an emergency; and,
11. Other related or similar tasks.

 

Processing your data for these purposes is necessary in order to fulfill our contractual obligation to you, to comply with legal obligations, and to protect your interests such as life and health or for the pursuit of the legitimate interests of HCP or a third party such as our Principals in the Hartmann Group.

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.  If you do not receive any formal written consent form before your information was processed, kindly contact the HCP Data Privacy Officer through the contact information listed above.

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 an employer and 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, Social Security System, Philippine Health Insurance Corporation, Pag-IBIG, Bureau of Internal Revenue, Department of Labor and Employment) for reporting requirements, accreditation, and the provision of employment benefits dictated by the law;
2. Sharing of information with insurance companies, banks, and other similar organization in relation to your loan applications and insurance claims;
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.);
4. Sharing information with industry entities or organizations (e.g. Philippine Association of Manning Agencies and Ship Managers); and,
5. 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 your employment or our legitimate interests as your employer 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. 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 only up to the following time periods: 

• Employees – Up to ten (10) years from the day you stopped working with HCP or from the start of employment termination. After which, your employment records (e.g. 201 File) shall be securely archived. We retain records for historical and statistical purposes as well as required reporting to government agencies.

• Job Applicants - Up to two (2) years for pooling purposes, after which it is disposed of securely unless used within the two-year period.

 

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/.