PRIVACY NOTICE
PHILSYNERGY MARITIME INC. (“PSMI”, “we”, “our”, or “us”) values and respects your right to privacy, and is committed to protecting the personal data you entrust to us in accordance with the Data Privacy Act of 2012 (RA 10173) its Implementing Rules and Regulations (IRR), and relevant issuances of the National Privacy Commission (NPC). This Privacy Notice explains how we collect, use, store, share, and safeguard your personal data, and how you can exercise your rights as a data subject.
This Privacy Notice applies to all personal data we collect from seafarer applicants, cadets, interns, employees, and crew pool candidates through any means whether through our website, online application platforms, paper forms, email, or in person as part of our recruitment, employment, and crewing processes.
We collect only the personal data necessary and relevant to your application and/or employment with us, which may include but not limited to:
• Full name, date and place of birth, age, nationality, civil status, gender
• Contact information (eg., address, phone number, email, social media account)
• Family/Dependent and emergency contact details
• Educational background, training certificates, licenses, and work experience
• Medical/Health records, (eg., BMI, medical results) and other Sensitive Personal Information processed with heightened safeguards as required under the Data Privacy Act
• NBI clearances, and other government-issued IDs/documents (e.g., passports, seaman’s book, visa records)
• Employment records and performance evaluations
• Activity information (eg., activity data on email, and other digital tools, face to face calls, trainings/event attendance, Company activities/trainings including photos)
• Other information that may be required to comply with applicable laws, contracts, or regulatory and maritime standards
We operate CCTV systems in selected areas within our office premises for security and safety purposes. These may capture images or footage of visitors, seafarers, applicants, and staff. All CCTV data is stored securely, retained only for a limited time, and deleted unless required for investigations or legal compliance.
We process your personal and sensitive personal information for purposes directly related to your application, employment, or deployment, and other lawful activities necessary to fulfill our responsibilities as your manning agency, including but not limited to:
• Processing your application and placement with our Shipmanagement, Principals and their managed vessels;
• Managing employment records, benefits, and related claims;
• Referring seafarers to company-accredited medical clinics for pre-employment and post-employment medical evaluations;
• Processing visa applications and securing travel documents;
• Completing deployment requirements with DMW, MARINA, and other relevant government agencies or foreign flag authorities;
• Taking and using photos and/or videos during employment, including Company events and activities (e.g., loyalty awards, training, orientations), which may be published for internal and promotional purposes related to the Company’s activities, including on the official website or social media accounts of PSMI;
• Coordination with government agencies, principals, ship managers, port agents, and accredited service providers for pre-departure, embarkation, and repatriation processes
• Internal HR, administrative, and record-keeping purposes
• Administration of health and insurance benefits, including coordination with accredited Health Maintenance Organization (HMO) providers.
• Other purposes required or permitted by law
We process your personal data based on your consent, the performance of a contract, compliance with legal obligations, and the pursuit of our legitimate interests as a manning agency.
We may share your personal data with third parties when necessary for the purposes above, including:
• Our foreign Principals and their ship managers
• Government agencies and regulatory bodies (e.g., POEA, MARINA, OWWA, BI)
• Port agents and service providers assisting in the deployment process
• Accredited medical clinics for pre-employment and post-employment medical evaluations
• Insurance providers and Health Maintenance Organizations (HMOs) for benefits administration and claims processing
• Maritime training centers and certification bodies
Where personal data is transferred to parties outside the Philippines, we ensure such transfer is subject to contractual, organizational, and technical safeguards providing a level of protection comparable to the Data Privacy Act.
Your personal data is stored securely in both electronic and physical formats:
• Electronic data is maintained in our secure Crew Information System, managed by our in-house IT personnel with appropriate access controls, monitoring, and safeguards.
• Physical records (201 files) are kept in locked, access-controlled cabinets within our office premises.
We retain your records for up to ten (10) years after your separation or retirement from the company, or for as long as necessary to fulfill legal, regulatory, or contractual requirements.
After the applicable retention period, your personal data will be securely deleted, anonymized, or destroyed to prevent unauthorized access, disclosure, or misuse.
As provided under the Data Privacy Act, you have the following rights:
• Right to be informed — know how your data is collected and used
• Right to object — withdraw consent or refuse further processing of your data
• Right to access — request a copy of your personal data that we process
• Right to data portability — obtain and reuse your data for your own purposes
• Right to correct (rectification) — correct any inaccuracies in your personal data
• Right to file a complaint — file a complaint with the NPC if you believe your privacy rights have been violated
• Right to damages - to be indemnified for any damages you may sustain due to the misuse or unauthorized processing of your data.
• Right to erasure or blocking — request deletion of your data under certain conditions
• Transmissibility of rights - your rights as a data subject may also be exercised by your lawful heirs or assigns in the event of your death or incapacity.
To exercise your rights, please contact our Data Protection Officer (DPO) through the contact details below.
We implement technical, organizational, and physical safeguards to protect your personal data against unauthorized access, alteration, disclosure, misuse, or loss. These include: • Password-protected systems and encrypted data storage • Controlled access to physical files • Regular reviews of our data protection policies and procedures
For any questions, requests, or concerns about this Privacy Notice or how we handle your personal data, you may contact us through:
Philsynergy Maritime Inc.
Attention: Data Protection Officer
Telephone: +639176511729
Email: dataprotectionofficer@philsynergymaritime.com.ph
Office Address: 5th Floor Common Goal Tower, Finance St., Corner Industry St., Madrigal Business Park, Ayala Alabang Muntinlupa City
We will respond to your concerns in a timely and appropriate manner.
This Privacy Notice may be updated from time to time to reflect changes in our policies or applicable laws. Please check our website periodically for the latest version