Privacy Policy
1. General Information
NAESS Shipping Philippines, Inc. is a licensed Philippine manning agency engaged in the recruitment, training, documentation, deployment, and administration of Filipino seafarers.
The Company is committed to protecting personal information in accordance with Republic Act No. 10173, otherwise known as the Data Privacy Act of 2012, its Implementing Rules and Regulations, the issuances of the National Privacy Commission (NPC), and the Company’s Data Privacy Manual.
This Privacy Policy applies to this website and to the Company’s other business activities involving the processing of personal information. It explains, in general terms, what information we collect, how we use it, with whom we may share it, how we protect it, and what rights are available to you as a data subject.
2. Information We Collect and Privacy of Personal Data
Personal information is collected only for legitimate business purposes and in accordance with the Company’s Data Privacy Manual. The information collected varies depending on the nature of your interaction with the Company.
2.1 Generally on this Website
When you visit or interact with this website, we may collect information such as:
- Contact information submitted through inquiry or contact forms
- Information provided through online application forms
- Email addresses submitted for newsletter or update subscriptions, where such a facility is offered
- Information collected through cookies and similar technologies
- Technical information automatically recorded when you access the site, such as IP address, browser information, and website usage data
Submission of information through this website is voluntary. Certain features may not function if required fields are left incomplete.
2.2 During the Recruitment and Employment Process
In connection with recruitment, documentation, training, employment, deployment, and post-employment administration, we may collect personal information from applicants, seafarers, cadets, employees, and other personnel.
Depending on the position applied for or held and on applicable legal, regulatory, and client requirements, this may include categories of information such as:
- Identifying and contact information
- Government-issued identification documents and maritime credentials required for employment at sea
- Educational background, employment history, and sea service records
- Records relating to medical examination and fitness for duty, where required by regulation or by our principals
- Information necessary for payroll, allotment, benefits, and statutory contributions
- Details of beneficiaries, dependents, next of kin, and emergency contacts
- Records generated in the course of employment, training, and deployment
The information collected is necessary to determine qualifications, comply with legal and regulatory requirements, administer employment, and provide maritime crewing services. Where information is required by law or by contract, the Company may be unable to process an application or complete a deployment if it is not provided.
3. Uses of Personal Information
Personal information is processed only for lawful, specified, and legitimate purposes. Depending on the circumstances, these may include:
- Recruitment, applicant evaluation, and selection
- Crew documentation and training coordination
- Deployment and related administration
- Payroll and employee administration
- Communications with principals and clients
- Customer support and supplier management
- Quality management and internal audits
- Compliance with legal and regulatory requirements
- Emergency response
- Information security
- Website administration
Where processing is based on your consent, you may withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing carried out before the withdrawal, and does not extend to processing that the Company is required by law or contract to continue.
4. Sharing and Transfer of Personal Information
Personal information may be shared with authorized recipients only where necessary for legitimate business purposes, to perform contractual obligations, or to comply with applicable laws.
Depending on the circumstances, recipients may include:
- Foreign principals and ship managers
- Accredited medical clinics
- Accredited training centers
- Government agencies, such as the Department of Migrant Workers (DMW), MARINA, OWWA, the Department of Foreign Affairs, and the Bureau of Immigration
- Insurance providers
- Financial institutions
- Auditors and legal advisers
- Other authorized service providers
Because our principals operate internationally, personal information may be transferred outside the Philippines. Whether transfers are domestic or cross-border, the Company implements appropriate safeguards and, where appropriate, enters into Data Sharing Agreements or Data Processing Agreements with the recipient, consistent with the requirements of the Data Privacy Act of 2012.
5. Security and Protection of Personal Information
The Company maintains organizational, physical, and technical security measures to protect personal information against unauthorized access, disclosure, alteration, loss, or destruction, in accordance with its Data Privacy Manual.
These measures may include:
- The appointment of a Data Protection Officer responsible for overseeing compliance with the Data Privacy Act of 2012
- Confidentiality obligations applicable to employees
- Access controls limiting access to personnel whose duties require it
- Secure storage of physical and electronic records
- Cybersecurity measures, including secured information systems, backups, encryption where appropriate, antivirus protection, and firewalls
- Visitor management procedures and CCTV monitoring of Company premises
The Company also maintains procedures for responding to security incidents affecting personal information, in accordance with the Data Privacy Act of 2012, its Implementing Rules and Regulations, and applicable NPC issuances.
While the Company takes these measures seriously, no method of transmission or storage is entirely secure. You are encouraged to safeguard your own login credentials and to notify us promptly of any suspected compromise.
6. Retention and Disposal of Personal Information
Personal information is retained only for as long as necessary to fulfill the purposes for which it was collected, or for as long as required by law, regulation, contractual obligation, or the Company’s Records Retention Schedule.
Records that are no longer in active use are securely archived for the balance of the applicable retention period. Upon expiration of that period, records are disposed of using secure destruction methods, such as shredding of paper records and secure deletion or sanitization of electronic records.
7. Mandatory Disclosure of Information
The Company may disclose personal information where required by law, court order, subpoena, lawful government request, or other legal process. Disclosure may also be made where necessary to protect the rights, property, safety, or legitimate interests of the Company, its employees, seafarers, principals, clients, or the public.
Any such disclosure is limited to the extent required by the applicable law or order, and is subject to appropriate safeguards.
8. Your Rights as a Data Subject
Under the Data Privacy Act of 2012, you have the right to:
- Be informed whether personal information pertaining to you is being or has been processed, and of the details of that processing
- Access the personal information the Company holds about you, together with information on its sources, recipients, and manner of processing
- Object to the processing of your personal information, subject to applicable exceptions
- Rectify personal information that is inaccurate or erroneous
- Erase or block personal information where applicable under the Act
- Data portability, where processing is carried out by electronic means and in a structured and commonly used format
- Damages for inaccurate, incomplete, outdated, false, unlawfully obtained, or unauthorized use of personal information
- Lodge a complaint with the National Privacy Commission
Requests to exercise these rights may be submitted to the Company’s Data Protection Officer using the contact details below. Requests are evaluated and responded to in accordance with the Data Privacy Act of 2012, its Implementing Rules and Regulations, applicable NPC issuances, and the Company’s internal procedures.
The exercise of certain rights may be subject to limitations provided under the Act.
9. Personal Information of Family Members and Minors
The Company may process the personal information of beneficiaries, dependents, emergency contacts, and next of kin where necessary for employment administration, allotments, insurance benefits, medical emergencies, repatriation, or compliance with legal obligations.
Where you provide the personal information of another person, you are expected to have the authority to do so.
Personal information relating to minors is processed only where permitted by law or with the consent of a parent or legal guardian, as applicable.
10. Website Analytics and Automatic Collection of Information
This website automatically collects technical information such as IP addresses, browser type, operating system, device information, referring websites, pages visited, and session activity.
This information is used to monitor website performance, improve user experience, maintain website security, and analyze usage trends. It is generally used in aggregated form and is not intended to directly identify individual users.
11. Cookie Policy
Cookies are small text files placed on your device when you visit a website. They allow the website to recognize your device and to remember certain information about your visit, such as your preferences. Some cookies are deleted when you close your browser; others remain on your device for a period of time or until you delete them. This website may also use similar technologies that function in comparable ways.
This website uses cookies that are necessary for it to operate properly, supporting functions such as navigation, security, form submission, and remembering your preferences. It may also use cookies that help us understand how the website is used, so that we can improve its content and performance. Where information collected through cookies constitutes personal information, it is processed in accordance with this Privacy Policy.
Some pages may include content or services provided by third parties. Such providers may set their own cookies, which are governed by their own privacy and cookie policies and are not controlled by the Company.
You may control cookies through your browser settings, which generally allow you to view, delete, and block cookies. The relevant settings are usually found under Privacy, Security, or Site Settings. Please note that blocking or deleting cookies will affect the functionality of this website, and certain features — including forms and restricted-access areas — may not work correctly.
12. Online Portals and Restricted Access Systems
Certain online systems or portals provided by the Company, such as applicant, seafarer, principal, or client portals, are intended only for authorized users.
Access to these systems is protected by authentication measures. Users are responsible for maintaining the confidentiality of their login credentials and for activity carried out under their accounts.
Please notify the Company promptly if you believe your account has been accessed without authorization or that your credentials have been compromised.
13. Privacy Policy Revision
The Company reserves the right to amend or update this Privacy Policy to reflect changes in applicable laws, regulations, business operations, technologies, or privacy practices.
The latest version of this Privacy Policy is always published on the Company’s official website, together with its effective date. You are encouraged to review this page periodically.
Contact the Data Protection Officer
If you have any questions regarding this Privacy Policy, the processing of your personal information, or if you wish to exercise any of your rights as a data subject under the Data Privacy Act of 2012, you may contact the Company’s Data Protection Officer.
The Data Protection Officer serves as the Company’s primary contact for all privacy-related concerns, requests, complaints, and inquiries. We encourage data subjects to contact the Data Protection Officer first, so that concerns may be promptly reviewed and resolved in accordance with applicable laws and the Company’s Privacy Management Program.
NAESS Shipping Philippines, Inc. Data Protection Officer (DPO)
Email: dpo@naess.com.ph Telephone: (+63) 961 266 5441
Principal Office Address: 2215 4th Floor, NAESS House, Leon Guinto Street, Malate Metro Manila, Philippines
Office Hours: Monday to Friday, 8:00 A.M. – 5:00 P.M. (Philippine Standard Time)
Requests relating to access, correction, updating, deletion, objection, restriction of processing, data portability, withdrawal of consent, or any other concern regarding the processing of personal information may be submitted through the contact details above. The Company shall evaluate and respond to such requests in accordance with the Data Privacy Act of 2012, its Implementing Rules and Regulations, and applicable issuances of the National Privacy Commission.
Complaints to the National Privacy Commission
If you believe that your rights under the Data Privacy Act of 2012 have been violated, or if you are not satisfied with the Company’s response to your privacy concern, you may file a complaint with the National Privacy Commission (NPC).
We encourage data subjects to first coordinate with our Data Protection Officer, to provide an opportunity to address and resolve the concern before elevating the matter to the National Privacy Commission — unless immediate regulatory intervention is warranted.
For information on filing a complaint, or to learn more about your rights under the Data Privacy Act of 2012, you may visit the official website of the National Privacy Commission or contact the Commission through its official communication channels.