I. PRIVACY STATEMENT
Joint Filipino-Norwegian Maritime Unions General Assistance and Information Office, Inc. (FIL-NOR GAIN) is a non-profit organization that provide a service office for the Filipino seafarers serving on Norwegian flagged vessels and vessels under other flags controlled and handled by Norwegian ship owners. We are committed to protect your personal data in compliance with Republic Act No. 10173, otherwise known as the Data Privacy Act of 2012 (DPA).
For FIL-NOR GAIN to provide its services, it is necessary to collect information that may be classified as Personal or Sensitive Personal Information. This Notice describes:
• What data we collect, how we collect it, and why;
• How we use that data and with whom we share it;
• How you can access and update that information; and
• How we protect the information we store about you.
II. DEFINITION OF TERMS
a. Data Subject refers to an individual whose personal, sensitive personal, or privileged information is processed.
b. Personal Data refers either to Personal Information or Sensitive Personal Information as defined in the Data Privacy Act and its Implementing Rules and Regulations.
c. Personal Information refers to any information whether recorded in a material form or not, from which the identity of an individual is apparent or can be reasonably and directly ascertained by the entity holding the information, or when put together with other information would directly and certainly identify an individual.
d. Sensitive Personal Information refers to personal information:
i. About an individual’s race, ethnic origin, marital status, age, color, and religious, philosophical or political affiliations;
ii. About an individual’s health, education, genetic or sexual life of a person, or to any proceeding for any offense committed or alleged to have been committed by such person, the disposal of such proceedings, or the sentence of any court in such proceedings;
iii. Issued by government agencies peculiar to an individual which includes, but not limited to, social security numbers, previous or current health records, licenses or its denials, suspension or revocation, and tax returns; and
iv. Specifically established by an executive order or an act of Congress to be kept classified.
III. WHAT DATA WE MAY COLLECT, WHY WE COLLECT IT, AND HOW WE COLLECT IT
A. WHAT DATA WE MAY COLLECT;
• Full name
• Email Address
B. WHY WE COLLECT IT;
We may collect the above-mentioned information:
• to verify the qualification/membership of the seafarer;
• to assist the seafarer to the service/s he/she is qualified to avail;
• to assist and answer the seafarer’s query;
• for communication purposes;
C. HOW WE COLLECT IT;
Information above may be collected through the following mediums:
• Web forms – through the Contact Us page;
IV. DISCLOSURE, DATA PROTECTION AND SECURITY MEASURES, STORAGE AND RETENTION;
A. DISCLOSURE – WHOM WE SHARE IT;
The information stated in the Paragraph II.A that will be collected is directly sent to FIL-NOR GAIN. We may also share your information to the Storebrand NSA Provident Fund for Statement of Account and related concerns.
Our personnel will contact the seafarer to inform him/her and get the consent to share his/her information outside of FIL-NOR GAIN and Storebrand NSA Provident Fund if there’s a necessity to do so.
B. HOW WE PROTECT THE DATA WE COLLECTED;
We make sure that the personal data collected stays private, secure, and accessible by implementing a combination of organizational, physical, and digital measures that follow widely accepted data protection and security standards. Among the measures we implements are the following:
• Establishing access control policies for both digital and physical systems to prevent unauthorized access to personal information.
• Incorporating security measures to shield against natural disasters, power disruptions, external intrusions, and similar risks.
• Implementing Confidentiality and Non-Disclosure Agreements for our employees and third-party providers.
• Employing technical measures to protect our computers and databases against accidental, unlawful, or unauthorized use, interference, or access.
C. STORAGE AND RETENTION
All collected information is securely stored in a database. In the event that a physical copy of this information is required, it will be placed in a locked cabinet accessible only to our staff.
For general inquiries, personal data stored in a database for three years will be disposed of securely after inquiries and requests are acted upon
In the case of complex queries, we may retain personal data in compliance with our retention policy that corresponds to its specific category.
V. RIGHTS OF MEMBERS AS DATA SUBJECT
As Data Subject you have the following rights:
a. Right to be informed. As a data subject you have the right to be informed how your personal details are being processed by FIL-NOR GAIN.
b. Right to Object. As data subject you have the right to object to the processing of your personal data.
c. Right to Access. As data subject you have the right to access and view the information you have provided.
d. Right to Rectification. As data subject you have the right to correct any inaccuracy regarding your personal data and have the same corrected.
e. Right to Erasure or Blocking. As data subject you have the right to withdraw your consent and have the same destroyed and erased from our filing system.
f. Right to Damages. As data subject you shall be indemnified for any damages sustained due to such inaccurate, incomplete, outdated, false, unlawfully obtained or unauthorized use of personal data, taking into account any violation of his or her rights and freedoms as data subject.
VI. HOW TO CONTACT US
Via Physical Mail to be sent at:
Joint Filipino-Norwegian Maritime Unions General Assistance and Information Office, Inc. (FIL-NOR GAIN, INC), Ground Floor, ECJ Building Real corner Arzobispo Streets Intramuros, Manila; or
Via Electronic Mail to be sent to or call at:
Privacy Office e-mail: firstname.lastname@example.org
Privacy Office contact number: (0632) 8405-0220
Please use the subject: “DPA DATA SUBJECT REQUEST”
VII. FINAL NOTICE
We would like to inform that this Data Privacy Notice may be changed from time to time.