Verba’s main activity is to offer recruitment and placement of seafarers services in accordance with MLC 2006 and as a provider of such professional services, it will collect, hold and process considerable amount of information which includes personal information/data. Verba is dedicated to protect your privacy and personal data.
COLLECTION AND USE OF PERSONAL INFORMATION/DATA
What data we are storing and how we obtain it
As an intermediary to employment, Verba is obliged to collect personal data and keep records of seafarers in relation to their employment.
Verba obtains the personal information that you provide it with (in soft or hard copy) for a position with or through Verba, by several means such as direct emails that you send us, by publishing your application form, resume or CV at job searching websites or social media (e.g. Linkedin, Facebook), by having applied to associated manning agents or having already been ex Verba seaman.
This information includes your name, address, email telephone number, date of birth, education, working experience, financial details, family details, performance records, personal identification and qualification documents and other information relevant to seeking job opportunities and to recruitment process. We treat all such information as personal data for the purposes of complying with legislation.
It is the nature of our business to collect also” sensitive” personal information in order to arrange employment of a seafarer onboard a vessel. Sensitive information includes for example personal information regarding physical or mental health (medical certificate is mandatory requirement for all seamen to work on a ship) or non-criminal records (such documentation is required in many cases by law or professional standards). By providing sensitive information to Verba, you hereby consent Verba to use, transfer and storage this information for its legitimate business purposes.
Why we are storing that data and how we use it:
We need your details for the purpose of matching your qualifications with available Verba job opportunities and in order to provide you with information about those job applications that you have already made, or might be interested in.
Your information will be stored in a secure database and will only be shared with relevant associated Companies of Verba in order to proceed with job applications and/or to manage your employment, such as Verba’s local manning agents and vessel’s port agents.
Once your employment onboard a vessel with Verba is confirmed, it might be needed that we will require from you some additional data with regards to your forthcoming employment.
In case you do not provide the additional data for the certain activity that necessitates it, you will not be allowed to proceed to the employment.
We will use information about you in the following ways:
This information will be processed through several ways such as via email, through deposition of hard copies of your documents and forms and other online systems.
- Completion of relevant documentation on behalf of you in order to comply with legal and regulatory requirements related to your employment onboard a foreign flag vessel operating worldwide (MLC, STCW, ISM, Flag, Principal’s or any other applicable international and national law requirement)
- Arrange your smooth sign/on and sign/off, to and from the vessel (for example tickets, visas, immigration formalities, arranging hotels and taxi services, Ok to Boards to airlines),
If we do not offer a suitable position for you at the time of your application, and if your profile is of our interest and we just have no current offer in place, you herewith consent that we store your personal data
and we, or any of our associated manning agencies, might contact you for notifying about future employment opportunities. In this case your personal data will be stored and used until you notify us that you no longer wish to receive these services or until we consider it not necessary to continue to hold it, whichever is sooner (in case you wish to withdraw your consent please notify us by email to firstname.lastname@example.org)
Sharing and Transfer of personal
By providing Vebra with your personal data, you agree and accept that we provide it to third parties for uses related to Verba’s business activity such as:
- Potential employers to whom your job application form is submitted
- Verba’s external partners and associated companies for collaboration about your candidature and your preparation for employment (e.g. local manning agents),
- Competent authorities that have legitimate rights related to your employment,
- Port agencies at worldwide area for the purpose of arranging joining formalities.
- Courts, statutory or governmental order, decree, claims, arbitration, search warrant or similar request presented to Verba by any law enforcement or regulatory body.
- Bank institutions for the purpose of the transfer of your salary.
- Organizations and authorities which must be informed in accordance with statutory duties or which arise under the performance of certain duties.
- Any other legitimate business reason as required or permitted by law or professional standards.
By By giving your personal data in your job application you accept that such data is processed and delivered to third parties for the purpose of your employment in accordance with legislation for personal data protection.
Verba will not sell or transfer your personal data to a third party for their direct marketing use.
If Verba is sold or reorganized, change management or get renamed, your personal data may be disclosed in connection with this sale, assignment or other transfer of the business under the same GDPR principles.
In all above mentioned cases, you herewith agree that we store and use your personal data until you withdraw your consent (in case you wish to withdraw your consent please notify Verba by e-mail to email@example.com).
Retention of personal data
We will retain your personal data until such time as it is required for fulfillment of the purposes for which it is processed for a maximum period of 7 years and then we will delete your personal data unless there is a reason to continue to maintain it such as in event of complaint, evidencing an employment in case of disputes, satisfying regulatory or any legal requirement.
Security measures for the protection of personal data
Verba applies reasonable security measures and policies to protect your personal data from unauthorized access, loss, disclosure, or amendment.
The access to your personal data is limited to those who have a need to know.
However, security cannot be 100% guaranteed against all threats and Verba is not liable for actions of any third party to which this data becomes available to.
Because of the nature of your job, your personal data may be transferred to countries all over the world outside of the European Union, that do not have similar data protection legislation. Since you accept employment on a foreign flag vessel operating worldwide via Verba, you consent to these transfers and any transmission of your personal data is at your own risk.
Children: In accordance with national & international laws (such as MLC 2006), it is our policy not to collect or maintain information about any person under the age of 16 years old and in specific cases under the age of 18 years old.
Choices & rights
By accessing or using Verba’s services, you agree to and accept the collection, processing and use of your personal data by Verba according to this Statement.
In case that you do not agree to this Statement please do not access or use Verba’s services.
You also have the following rights:
- to see what data we hold about you. In this case we may ask proof of your identity and will answer your request within 30 calendar days, free of charge.
- to ask us to correct your personal data at any time.
In case you consider your personal data incorrect, incomplete or not updated, you can contact us in order to require the correction or addition of personal data.
- to ask us not to process your personal data or to delete it.
You have the right to object to processing your personal data if we are not entitled to use it or to restrict the processing or to delete it.
Please note that this will not include cases when it exists a legal obligation or other legitimate business reason for us to process the data.
- to request a copy of your personal data in a format that is structured and commonly used and to be
submitted to third parties (data portability).
- To withdraw your consent
To exercise your rights, you must make a request in written, stating the information you require, to: firstname.lastname@example.org
Please send us any questions, comments or complaints about the protection of your personal data to email@example.com
Date of last revision: 16.04.2019