Introduction
Greetings from COMPETENCE MANAGEMENT & CONSULTANCY INC. (COMPMAN). This policy statement provides you with information on how COMPMAN deal with the personal data that we collect from you.
We acknowledge the right of individuals to privacy and compliance to Data Privacy Act of 2012 (DPA). With regards to the National Privacy Commission (NPC), COMPMAN shall balance the free flow of information with personal privacy in pursuing its objectives.
Personal Data
a. personal information: information that makes you readily identifiable
b. sensitive personal information: information that leads towards identifying a person, from the data or other information in the possession of or likely to come into possession
c. privileged information: information with legal considerations that constitute privileged communication
Collected and acquired Information
COMPMAN collect, acquire, or process your personal information in many forms; written, scanned and photographic images, they may also consist of video and digital material;
1. Application or enrollment information you filled up on the application form and various forms online or offline as well as submitted photo, scanned images and other documents. (a) name home and temporary addresses, contact numbers and email addresses, (b) your family and next of kin, (c) education background, academic performance, disciplinary records, (d) employment and medical records, (f) information collected during the conduct of background check from the list of personal references you provide.
2. Qualifying exam results, interview information and our assessment/evaluation of your general and professional knowledge, understanding as well as your emotional awareness.
3. General Information we collect or processed after being admitted to the review program and while you are undergoing your review whether onboard ship or ashore.
4. Information related to your performance and behavior during your review, including the reports from Ship Management, Assessors and/or Shipboard Training Officers.
5. Unsolicited information gathered as reported by your colleagues or other parties proven or not, after an investigation or inquiry conducted by us, we will determine if we will legitimately keep such information. If you supply us with names and contact numbers of other persons we should notify in case of emergency, we will ask if you have obtained their consent.
6. Any incidents or accidents that you may be involved in, the results of inquiry and assessments including disciplinary actions.
7. Official or unofficial documentation of activities and other recordings from closed-circuit security television cameras.
8. Your general, professional and competence information collected, gathered and processed during your entire engagement with the COMPMAN as a reviewer.
Use of Information
COMPMAN have objectives to attain and up to the extent provided by law, your data shall be utilized in a legitimate manner by COMPMAN as a review center to different entities concerned. Your data will also be used on competence assessment and improvement, administrative records, research and historical data, statistical purposes and in continuously improving quality management system of COMPMAN.
1. evaluating applications for enrollment to the review program;
2. recording, generating, and maintaining reviewer records of competence, review performance, and extracurricular activities;
3. recording, storing, and evaluating of data related to review performance
4. recording, generating, and maintaining records, whether manually on paper or electronically of assessment records, attendance and participation in classroom instructions
5. investigating incidents that relate to reviewer behavior and implementing disciplinary measures;
6. providing orientation, counseling, assistance or any other services related to health, finance, insurance, information technology, recreation, transportation, mobility, safety and security;
7. Your information shall be shared to persons and institutions in reference to below.
We will process your personal data for the purposes necessary for the performance of COMPMAN obligations in reference to the agreement with you, your school, shipping and manning agencies, training centers, charitable institutions health care organization and insurance companies. It will also be shared with authorities if necessary for our compliance with a legal obligation, to protect your interests, including your life and health, for the performance of review we carry out in the public interest (peace, order and safety), or for the pursuit of the legitimate interests of COMPMAN, and concerned government bodies. We understand that the DPA put stricter rules for the processing of sensitive 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 approach you at the appropriate time.
Sharing, Disclosing, or Transfer of Information
COMPMAN 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 Review center as follows;
1. posting of passers to the MARINA theoretical board examination and awarding of free or discounted review fees in COMPMAN, bulletin boards, social media or other places within the premises of COMPMAN;
2. sharing of your personal data with your parents, guardians, or next of kin, as required by law, or on a need-to-know basis, as determined by COMPMAN in order to promote your best interests, or to protect your health, safety, and security, or that of others;
3. sharing of some information to donors, funders, or benefactors for purposes of free or discounted review fees or training and other forms of assistance;
4. when required by law; reporting and/or disclosure of information to government bodies or agencies (e.g., MARINA, Commission on Higher Education, Department of Education, Bureau of Immigration, Department of Foreign Affairs, Bureau of Internal Revenue, Professional Regulation Commission, Legal Education Board, Supreme Court, etc.);
5. sharing of information with maritime entities or organizations (e.g. maritime schools, training centers, alumni associations, seafarers’ group, maritime assessment centers, health care and wellness, insurance companies, charitable institutions, donors, financial institutions.
6. posting of information regarding your review achievements, passing the licensure examination and other accomplishments and success including awards that can inspire students, reviewers and seafarers in website, social media sites and publications.
7. complying with court orders, subpoenas and/or other legal obligations;
8. conducting internal research or surveys for purposes of institutional development;
9. use of photos, videos, and other information in order to promote COMPMAN including its activities and events, through marketing or advertising materials, such as brochures, newsletter, website posts, newspaper advertisements, physical and electronic bulletin boards, and other media;
10. live streaming of COMPMAN events;
11. publication of communications with journalistic content, such as news information in COMPMAN Newsletter and social media sites;
Storing and Retaining Information
Personal data is kept and handed securely in various format either in hard and/or soft copies including databases that are shared within the COMPMAN. Access to your personal data is limited to COMPMAN personnel who have a legitimate interest in them for the purpose of carrying out their duties and obligations. A system administrator is assigned for COMPMAN and he define who can access your personal data. Each responsible personnel are given a Login ID and Password, rest assured that our use of your personal data will not be excessive.
Unless otherwise provided by law or by appropriate school policies, we will retain your relevant personal data indefinitely for historical, statistical purposes. Where a retention period is provided by law and/or a school policy, all affected records will be securely disposed of after such period.
Rights 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 COMPMAN and data privacy, you may contact the COMPMAN President or Data Protection Officer (DPO).
Other Policies
Other policies of COMPMAN which are not inconsistent with this one, will continue to apply. If any provision of this Policy 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.
Policy Revision
We may, from time to time, make changes to this Policy with approval from your school. On such occasions, we will let you know through our website and bulletin boards. Any modification is effective immediately upon posting.
COMPMAN INC.