+632 8888-4551 [email protected]

PRIVACY NOTICE
EMPLOYEES, SEAFARERS, AND OTHER STAKEHOLDERS

Welcome Note

Welcome to Friendly Maritime Services Inc.

This Privacy Notice informs you of our policy regarding the data that we collect, and how we use, transfer/disclose, and store/retain/dispose or otherwise process your personal data.

We respect your right to privacy and aim to comply with the requirements of all relevant privacy and data protection laws, particularly the Data Privacy Act of 2012 (DPA). As in the case of the National Privacy Commission (NPC), we also seek to strike a balance between your personal privacy, and the free flow of information, especially when pursuing our legitimate interests and when necessary to carry out our responsibilities to manage all activities focused towards the recruitment, selection, training and deploying of experienced, well trained and medically fit seafarers.

In this NOTICE, the terms, “data” and “information” are used interchangeably. When we speak of “personal data”, the term includes the concepts of personal information, sensitive personal information, and privileged information. The first two are typically used to distinctively identify you. For their exact definitions, you may refer to the text of the DPA or you can visit the office of the Friendly Maritime Services Inc.’s Data Protection Officer. You should also note that while we give examples here to explain this Privacy Notice in simple and clear language, such examples do not form an exhaustive list of all the data that we process.

Information We Collect, Acquire, or Generate
We collect, acquire, or generate your personal data in many forms. These may consist of written records, photographic and video images, digital material, and even biometric records. Examples include:

  1. Information you provide us during your registration. When you register with us, we collect, among others:
    a. directory information, (i.e. Name, Address, Gender, Birthdate, Birthplace, Telephone numbers, Email Address, Citizenship, Education, Age, Contact information, SSS, PhiLHealth, HDMF ID, and Color, and Other relevant information in connection with the transactions with the Friendly Maritime Services Inc.);
    b. data about your personal circumstances, such as your family background, history, marital status, Previous Sea Service, Payroll and benefits information, and other relevant circumstances and employment record; and
    c. any or all information obtained through interviews and/or other forms of personal data collection
  2. Information we process or generate after the collection. When applying to Friendly Maritime Services Inc., as an employee or seafarer, we may also collect additional information about you, including:
    • Name
    • Address
    • Gender
    • Birthdate
    • Birthplace
    • Telephone numbers
    • Email Address
    • Citizenship
    • Marital Status/ Details of Beneficiaries/Allottee
    • Previous Sea Service
    • Education
    • Age
    • Payroll and benefits information
    • Bank Account Details (Payee/Allottee’s Name, Bank Name and Account Number)
    • Contact information
    • SSS Number
    • PhiLHealth Number
    • HDMF ID; and
    • Color

    We may obtain these additional personal data when you:
    • Apply for a job in Friendly Maritime Services Inc. through filling out the FMS Application Form for employment;

  3. Unsolicited Information. There may be instances when personal information is sent to or received by us even without our prior request. In such cases, we will determine if we can legitimately keep such information. If it is not related to any of our legitimate interests, we will immediately dispose of the information in a way that will safeguard your privacy. Otherwise, it will be treated in the same manner as information you provide us as confidential and secure.

If you supply us with personal data of other individuals (e.g., legal beneficiaries/ heirs/ allottees), we will request you to certify that you have obtained the consent of such individuals before providing us with their personal data via consent form from the Friendly Maritime Services Inc. Data Protection Officer (DPO).

How We Use Your Information
To the extent permitted or required by law, we use your personal data to pursue our legitimate interests as a private institution, including a variety of administrative, research, historical, and statistical purposes. For example, we may use the information we collect for purposes such as but not limited to:

  1. Job Application
  2. Payroll Processing
  3. Visa Application
  4. Recommendation to Principal
  5. Endorsement to medical clinic/health facilities for medical examination / laboratory test
  6. Referral to Training Center
  7. Arrangement of Ticket (Airline or other modes of transportation) with Travel Agency
  8. Hotel Accommodation
  9. Health Insurance Coverage (from private insurance companies or P & I Club)

We consider the processing of your personal data for these purposes to be necessary for the performance of our contractual obligations to you, for our compliance with a legal obligation, to protect your vitally important interests, including your life and health, for the performance of tasks we carry out in the public interest (e.g., public order, public safety, etc.), or for the pursuit of the legitimate interests of Friendly Maritime Services Inc. or a third party, among others. We understand that the DPA imposes stricter rules for the processing of sensitive personal information and privileged information, and we are fully committed to abiding by those rules.

If we require your consent for any specific use of your personal data, we will collect it at the appropriate time.
Please note further that we will not subject your personal data to any automated decision-making process without your prior consent.

How We Share, Disclose, or Transfer Your Information
To the extent permitted or required by law, we may also share, disclose, or transfer your personal data to other persons or organizations in order to uphold your interests and/or pursue our legitimate interests as a manning agency. For example, we may share, disclose, or transfer your personal data for purposes such as:

  1. Payroll Processing
  2. Visa Application
  3. Recommendation to Principal
  4. Endorsement to medical clinic/health facilities for medical examination / laboratory test
  5. Referral to Training Center
  6. Arrangement of Ticket (Airline or any other modes of transportation) with Travel Agency
  7. Hotel Accommodation
  8. Health Insurance Coverage (from private insurance companies or P & I Club)

How We Store, Retain, and Dispose Your Information
Your personal data is stored and transmitted securely in a variety of paper and electronic formats, including databases that are shared between the Friendly Maritime Services Inc.’s different units or offices. The only people able to access data covered by this policy are those covered under this policy and whose functions necessarily require them to access such data. Rest assured that our use of your personal data will not be excessive. This policy applies to:

  • The office of Friendly Maritime Services Inc.
  • All employees, seafarers, seafarer dependents, and principal of Friendly Maritime Services Inc.
  • All contractors, suppliers and other people working on behalf of Friendly Maritime Services Inc.

General Staff Guidelines
The only people able to access data covered by this policy are those covered under this policy and whose functions necessarily require them to access such data.
Unless otherwise provided by law or by appropriate Friendly Maritime Services Inc. policies, we will retain your relevant personal data indefinitely for historical and statistical purposes. Where a retention period is provided by law and/or Friendly Maritime Services Inc.’s policy, all affected records will be securely disposed of after such period.

Your Rights with Respect to Your Personal Data
We recognize your rights with respect to your personal data, as provided by the DPA. If you wish to exercise any of your rights, or should you have any concern or question regarding them, this Notice, or any matter involving Friendly Maritime Services Inc. and data privacy, you may contact Friendly Maritime Services Inc.’s DPO at: The DPO Office: Tel No.: (02) 8888 4551, and e-mail address:  [email protected].

Changes in the Privacy Notice
We may, from time to time, make changes to this Privacy Notice. On such occasions, we will let you know through our website and, when permissible, other means of communication. Any modification is effective immediately upon posting on the website.

Other Friendly Maritime Services Inc. Policies
Other policies of Friendly Maritime Services Inc., which are not inconsistent with this Privacy Notice, will continue to apply. If any provision of this Notice is found to be unenforceable or invalid by any court having competent jurisdiction, the invalidity of such provision will not affect the validity of the other provisions, which shall remain in full force and effect.