- Who are we?
- How do we collect information from you?
- What type of information is collected from you?
- How is your information used?
- Who has access to your information?
- Your choices
- How you can access and update your information
- Security precautions in place to protect the loss, misuse or alteration of your information
- Links to other websites
- 16 years of age or under
- Transferring your information outside of the Philippines and Europe
- Website recording
- Review of this Notice
At Grieg Philippines, we are committed to protecting and respecting your privacy.
This Notice explains when and why we collect personal information about people who visit our office, our website, how we use it, the conditions under which we may disclose it to others and how we keep it secure.
We may change this Notice from time to time so please check this occasionally to ensure that you are content with any changes. By using our website, you are agreeing to be bound by this Notice.
Any questions regarding this Notice and our privacy practices should be sent by email to firstname.lastname@example.org or by writing to Data Protection Officer, Grieg Philippines Inc., 6th Floor, Five E-Com Center, Pacific Drive Extension, Harbor Drive Entrance, Mall of Asia Complex, Pasay City, Metro Manila, Philippines. Alternatively, you can telephone +63 2 8834 5809 loc. 835.
Who are we?
We are Grieg Philippines, the manning arm of Grieg Star. The company was established in 2009 with an objective to enhance the focus on training and competence development of our seafarers and to build a common company culture. Grieg Star has been present in the Philippines for the past three decades, employing Filipino officers and crew for its highly specialized fleet of open-hatch vessels.
Grieg Philippines ensures the supply of highly competent and dedicated Filipino officers and crew to the vessels of Grieg Star. The company aims to provide excellent services to our seafarers, and offers competitive compensation packages and benefits.
How do we collect information from you?
We obtain information about you when you submit your inquiries, application for a sea-based or office job, whether in person at our office, through our website or through the email addresses provided on our website, pre-embarkation seafarer’s declaration form regarding COVID-19 and when you book an online appointment. Electronic and accomplished consent forms are available at these data collection points. If you are an applicant for a sea-based or office job, we ask you to sign a Consent Form for us to process your data.
What type of information is collected from you?
For hired seafarers, we collect the following sensitive personal and privileged information, all of which are mandatory for the provision of manning/crewing services to our Principal: passport details, seafarer’s identification and record book details, seafarer’s registration certificate number, national and flag state competency certificates details, medical history and health certificates, all current visa details, as well as Tax Identification (TIN), Social Security System (SSS), Philhealth and Pag-ibig membership numbers, proceeding of any offense committed or alleged to have been committed, the disposal of such proceedings, the sentence of any court in such proceedings, whether watchlisted by the Philippine Overseas Employment Administration or not, next-of-kin name, address and contact number, your and/or your allottees’ bank account number, results of psychological test on screening, grievance information, discipline information, medical reports from doctors abroad and/or the company-designated doctor, and in case of money claims, legal proceedings from NCMB/NLRC, the Court of Appeals, and the Supreme Court, and any other information that may be provided or required by public authorities.
For hired office employees, the following are collected: name, address, telephone number, email address, certificate/diploma of highest educational attainment, next-of-kin name, address and contact number, names of dependents and beneficiaries, result of psychological test on screening, medical history and health certificates, NBI clearance, police clearance, work permit, TIN and tax returns, SSS, Philhealth, Pag-ibig, solo parent ID, payroll and data room access biometric details, payroll and benefits information, payroll bank account number, and any other information that may be provided or required by public authorities.
The personal data we collect in our sea- and office-based employees’ application forms include name, address, contact number, email address, date and place of birth, gender, marital status, educational attainment, previous sea service. Additionally, for sea-based applicants, information whether watchlisted by the Philippine Overseas Employment Administration or not.
If you submit an inquiry to us through our website, the personal information we collect in our inquiry form include your name, contact number, email address, IP address, and information regarding what pages in our website you have accessed and when. When submitting an inquiry through our website, we prefer that other personal information is omitted and that this is submitted on-site when visiting our office or when filling in the application form.
If you send us an email, the personal information we collect include your name, email address, IP address as well as the information you submit to us in the email, which includes any documents you may attach.
The personal data may be collected both in accomplished forms to be filled-up by the data subject, via courier or ordinary mail service, or electronically as email text or attachment, or through public authorities’ web portal.
During job interviews, you may be asked personal information-related questions, e.g. payroll and benefit information from previous employments, the answer of which might be recorded by the interviewer in your application form, and of which the responsibility to divulge lies on you.
If you are a joining GPI seafarer who is required to fill-up a pre-embarkation declaration form, the personal information we collect include name, address, rank, sign on/off date, date starter with GPI and sign on port.
If you book an online appointment, the personal information we collect include your name(mandatory), email(mandatory), phone number(optional), address(optional), rank(optional), last vessel(optional), date of disembarkation(optional), date of arrival Manila(optional).
Since we are exclusively recruiting Filipino seafarers and office staff, information of non-Filipino applicants received through email is immediately and permanently deleted from our system.
How is your information used?
We may use your information to:
- evaluate your application for a job;
- process your application for a job;
- process any inquiries you have submitted;
- carry out our obligations arising from any contracts entered into by you and us, which includes disclosing or sharing with our accredited third party partners, suppliers or relevant public authorities, both domestically and internationally;
- seek your views or comments on the services we provide;
- notify you of changes in your contract or our services;
- send you communications which you have requested, or which are required or may be of interest for your employment;
- contact your allottee or next of kin for any inquiry or concern relating to your employment
- company’s marketing and promotional materials
- declaration form for COVID-19 for joining seafarers
- scheduling of booking appointment
We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations. We will hold your personal information in our systems for as long as it is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.
Who has access to your information?
We shall not sell or rent your information to third parties, but we do share your relevant personal information with third parties that have necessary roles in pre- and post-processing of your employment, welfare and benefits, and ensuring your embarkation or disembarkation to our vessels.
We shall not share your personal information with third parties for marketing purposes without your written consent.
Third Party Service Providers working on our behalf: We may pass your personal information to our primary third party service providers, agents, subcontractors and other associated organizations, and to relevant public authorities, domestically or internationally, for the purposes of completing tasks and providing services to you on our behalf. This is done to ensure timely and proper processing of your employment ensure your safe embarkation and disembarkation to/from our vessels, payment of allotments and/or welfare and benefits, and to attend to your post-employment concerns.
When we use third party service providers, we disclose only the personal data that are necessary to deliver the service. In all cases, we have contracts in place that require them to keep your information secure and not to use it for their own direct marketing purposes without your written consent.
Third Party Product Providers we work in association with: We work closely with various primary third party service/product providers to bring you a range of quality and reliable services/products (e.g. Grieg Star Philippines, Bank of the Philippine Islands or any other bank, Sycip Gorres Velayo, partner Pre- and Post- Medical Clinics, partner Training and Assessment Centers, partner P&I Correspondents, and the Principal who further outsources/subcontracts other services to parties external to them, e.g. Marine Benefits, G-Travel, ATPI Instone, P&I Clubs, Brightwell Navigator, etc., and who authorizes shipmasters to share personal data further to their partner port agents and public authorities), both locally and abroad. When you inquire about or use these services, the relevant third party provider will use your details to provide you with information and carry out their obligations arising from any contracts you have entered into with us or them. In some cases, they will act as a data controller of your information and therefore we advise you to read their Privacy Notice. The third party providers may share your information with us which we will use in accordance with this Privacy Notice.
To safeguard your personal data, we have, where appropriate, entered into Data-Sharing, Outsourcing/Subcontracting or Cross-Border Transfer Agreements with their primary third party partners.
We may transfer your personal information to a third party as part of a sale of some or all of our business and assets to any third party or as part of any business restructuring or reorganization, or if we are under a duty to disclose or share your personal data in order to comply with any legal obligation. Under all circumstances, we shall take necessary steps with the aim of ensuring that your privacy rights continue to be protected, and that the transfer will be to your benefit.
You have a choice about whether or not you wish to share your personal information with us. If you do not want to share your personal information and/or give consent for further use of it, we will not be able to process your application interest, employment or any other inquiry with us.
By sharing your personal information with us, you may be contacted through ordinary mail, email, phone or text message. We contact you solely for business and/or employment-related purposes (e.g. processing schedule, embarkation or training schedule etc.).
How you can access and update your information
The accuracy of your information is important to us. We are working on ways to make it easier for you to review and correct the information that we hold about you.
You have the right to ask for a copy of the information Grieg Philippines has of you. Upon receipt of your signed written request with photocopies of at least two (2) government-issued IDs with your signature and photo, we shall furnish this with you within five (5) business days. We may charge you the courier cost should you wish to receive the information as hard copies.
If any of the information we hold is inaccurate or out of date (e.g. change of email address or contact number, passport details, competency certificates details, etc.), you may challenge the accuracy and completeness of your information and have it amended as soon as possible. Please email us at: email@example.com or call us at +63 2 834 5809 and talk to the relevant Crewing Coordinator, who shall exhaust efforts to authenticate your email or call. Our Crewing Coordinators shall also go through the information we hold on you when you process at our office and accomplish our pre-determined personal information forms and/or templates.
We are always eager to receive inquiries as part of our service. Should you wish to inquire, please visit our website or come to our office in person.
Security precautions in place to protect the loss, misuse or alteration of your information
When you give us personal information, we take steps to ensure that it is treated securely. All personal data are stored in a physical server with password protected user access and in a restricted crew documentation room with biometric door lock. When transmitting sensitive information, we ensure the email is encrypted when sharing it with a third party required to fulfill the processing of your employment.
Non-sensitive details (name, email address, contact number) are transmitted normally over the Internet if shared with a third party, and this can never be guaranteed to be 100% secure. While we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems. Where we have given (or where you have chosen) a password which enables you to access certain parts of our services, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.
We may analyze your personal information to create a profile of your experience, competence and preference so that we can make efforts to tailor fit your employment and share with you relevant information. We may make use of additional information about you when it is available from external sources to help us do this effectively (e.g. assessment results).
17 years of age or under
We are concerned to protect the privacy of individuals aged 17 or under. If you are aged 17 or under‚ please get your parent/guardian’s permission beforehand whenever you provide us with personal information.
Transferring your information outside of the Philippines and Europe
As part of the services offered to you by Grieg Philippines, the information which you provide to us may be transferred to countries outside of the Philippines (as Grieg Philippines/Manning Agent is a Filipino company) and outside of the European Union (EU) (as Grieg Star/Principal being the employer is a Norwegian company). By way of example, this may happen if any of the Principal’s servers containing your personal data are from time to time located in a country outside of the EU, i.e. the Principal’s vessels which are trading worldwide. By submitting your personal data, you are agreeing to this transfer, storing or processing. If we transfer your information outside of the Philippines or the EU in this way, we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this Notice.
Review of this Notice
We keep this Notice under regular review. This Notice was last updated in June 2020.