GDPR Candidate Agreement

5. THE PURPOSES FOR WHICH YOUR DATA WILL BE PROCESSED:

We use recruitment software to help us match applications to vacancies based on skills and experience. The tools support our recruiters but do not make automated decisions. All recruitment decisions are made by a human recruiter.

We will process your personal data for the following specific purposes (related to the specified legal bases).

We will collect and further process the following categories of your personal data, either submitted by you personally (directly in the online application form or by email; including CV, cover letter, motivation letter or other documents additionally uploaded by you), recorded during personal interviews or collected from external sources (e.g. from your former employers) if we have a legal basis to do so:

1. Personal identification (1a).
2. Evidencing your work qualifications (1a, 1b).
3. Verification of your entitlement to legitimate employment (1a, 1b).
4. Evidencing your work experience and performance (1a, 1b, 1c).
5. Arranging for client’s assessments, interviews, briefings and workshops (1a, 1c).
6. Assess your salary and other benefits expectations prior to your employment (1a).
7. Evidencing your training qualifications and development (1a).
8. Administration of the Group’s information security through management of access rights and monitoring usage of IT infrastructure (1c).
1. Monitoring the security of the office premises (1c).
10. If requested by you, sending you automatic alerts about new vacancies that might be of interest to you (1a).
11. Communicating with you (1a, 1c).
50. Enable us to identify and evaluate customer satisfaction across all areas of our services to improve customer journey and address any customer issues or complaints (1c).

6. RECIPIENTS OF YOUR PERSONAL DATA

Your personal data will be primarily processed by Uniteam Marine (UM), the Human Resources and IT Service Lines. Your data may also be shared with the other members of the Group as and to the extent necessary.

Your personal data will be primarily processed by UM and specifically by its Fleet Personnel Function.

In the case of:

1. Recruitment of the necessary scope of personal data will be disclosed to Uniteam Marine clients.

2. Travelling, the relevant necessary scope of your personal data will be disclosed to travel agents, global reservation systems, hotels, as may be required. 

Your relevant data will also be disclosed to local public authorities during the regular mandatory reporting or upon an official lawful request.  Information about you may be disclosed to the national law enforcement authorities upon the official, lawful request.  Your personal data will be processed with the use of on-premise and cloud-based storage/computing technologies. All respective providers maintain their cloud processing facilities in the European Economic Area (EEA).

7. TRANSFER TO THIRD PARTIES

The Company may transmit your data to third party entities such as, but not limited to, members of the Group and outsourced service providers, clients, manning agents, suppliers, or other interested parties that have contractual or legal relationships with the Company and are contractually bound to observe the same confidentiality and data protection rules that the Company has to follow.

We do not share, sell or transfer any personal information to a third party without your permission or unless required to do so under rules and regulations, and when we believe that disclosure is necessary to protect our rights and/or to comply with a judicial proceeding, court order, or legal process served such as sell, transfer, merger or acquisitions of our business or thereof.

We may also disclose information if we have good faith in believe that disclosure of such information is helpful or reasonably necessary to:

1. comply with any applicable law, regulation, legal process or governmental request.
2. enforce our policies (including our agreements), including investigations of potential violations thereof.
3. investigate, detect, prevent, or take action regarding illegal activities or other wrongdoing.
4. to establish or exercise our rights to defend against legal claims.
5. prevent harm to the rights, property or safety of us, our users, yourself or any third party.
6. or for the purpose of collaborating with law enforcement agencies and/or in case we find it necessary in order to enforce intellectual property or other legal rights or the prosecution of criminal offenses.

As regards all our third-party service providers, they are required to take appropriate security measures to protect your personal data. We only permit them to process your personal data for specified purposes and in accordance with our instructions and they are subject to a duty of confidentiality.

8. CHANGE OF PURPOSE

We only use the personal data for the purposes of which originally collected, unless there is a reason compatible with the original purposes to use them.

9. TRANSFER TO THIRD COUNTRIES

Your data may be transmitted within the Group, Uniteam Corporation Group of Companies and this may involve transferring of your data outside the European Economic Area (EEA). Your data may be transmitted and to our non-European service providers, clients, and/or agents and/or subcontractors and/or other interested parties.

In doing so, we rely on Article 45 which permits transferring personal data to such recipients based on the EU Commission’s adequacy decision or on Article 46(2) (c) of GDPR for the cross-border transfers based on Standard Contractual Clauses adopted by the EU Commission.

For more information for the safeguards, we have in place for cross-border transfers of your personal information, you may contact us.

10. RETENTION

Personal data is processed for as long as necessary to provide our services, fulfil our contractual obligations, and comply with applicable laws, regulations, and professional obligations to which we are subject.

Once the retention period has elapsed, personal data shall be securely erased or anonymized, unless further processing is required for compliance with legal obligations and requirements to which we are subject.

As a standard, we retain the application data for 2 years. If your application is unsuccessful within the said period, we will destroy/erase all information about you upon the expiry of the period. You may be then periodically contacted by our staff to re-confirm your consent and to update your personal data, if appropriate. You may also revoke / withdraw your consent or request the erasure of your data at any time through our communication channel indicated in contact details above.

If your application for employment is successful, personal data gathered during the recruitment process will be used to create the electronic seafarer’s personal record. The periods for which your data will be held will be provided to you in a new privacy notice.

11. MEANS OF COLLECTION OF DATA

The majority of the data shall be acquired directly from you, either via the forms available on our website or via email or via other means of communication you chose to use, and we choose to accept.

12. DATA SECURITY

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

13. YOUR RIGHTS

Unless there is exemption from the data protection regulation, you have the following rights with respect to your personal data:

1. Right to information – You may request to know whether we hold any of your personal data, and, if so, information what type of data we process and why/how we are processing it.
2. Right of access – You have the right to receive a copy of your personal data.
3. Right to rectification – You have the right to request the rectification of incorrect or incomplete data.
4. Right to erase (right to be forgotten) – You may request that your personal data is deleted, provided that you meet the legal criteria for this request.
5. Right to object. Object to processing your personal information – If we are processing your data based on our (or a third party’s) legitimate interest and you are in a particular situation which gives you reason to object to the processing, you may submit this request. You may also object if we are processing your data for direct marketing purposes. If you lodge an objection, we will no longer process your personal data unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms.
6. Object to automated decision-making including profiling – You may object to any automated decisions or profiling taken and performed by us based on your personal data.
7. Right to restriction – You may request the restriction of the processing of your data under some circumstances.
8. Right to data portability – This right only applies to the information that you have given to us. You have the right to ask that we transfer the information you gave us from one organization to another or give it to you.

Where you have consented to the collection, processing and transfer of your personal data for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. Once your consent is withdrawn, the processing of your data will be halted, unless said processing is found on another legitimate basis, for example due to a legal obligation to keep your data.

Please contact the Company’s Data Protection Officer at dpo@uniteammarine.com (for UM legal entities excl. UM Singapore / Philippines), dpoPH@uniteammarine.com (for UM Philippines), zawpewin@uniteammarine.com (for UM Singapore), or submit a privacy request from our website if you wish to exercise your rights. We may apply identification verification measures to you to ensure that no personal data is disclosed to unauthorized persons.

Your enquiries will be addressed as soon as possible, within the 30-day period prescribed by the Data Protection Law.

Some of the rights are subject to certain conditions and their execution may require additional communication, investigation and/or assessment.

We will not charge any fee for responding to the enquiries, including the requests for execution of statutory rights. However, in case requests are clearly unfounded, repetitive or excessive, a reasonable administrative fee may be charged, or we may, alternatively, refuse processing such requests.

If you have received a response to your complaint by the Company which you deem to be unsatisfactory, you may also complain to the Office of the Commissioner for Personal Data Protection.

To assist us in maintaining the accuracy of your personal data, you are kindly required to let us know whenever any of your personal information which we are processing becomes invalid and requires erasure, correction or updating.

14. MARKETING ACTIVITIES

In case you have provided your explicit consent to receive marketing and promotional materials from Uniteam Marine, we may periodically send you information that we believe may be of interest to you.

We may use your data for the purposes listed below, where appropriate and in accordance with laws and requirements to:

• Market our full range of services to you.
• Send you details of reports, promotions, offers, networking and client events, and general information about the industry sectors which we think might be of interest to you; and
• Display promotional excerpts from your details on our website(s) as a success story.

If at any time you would like to withdraw your consent for receiving marketing and promotional materials from UM, you may unsubscribe yourself by using the button on the content of the email you have received, submit a privacy request form from our website or by sending a relevant request to dpo@uniteammarine.com (for UM legal entities excl. UM Singapore / Philippines), dpoPH@uniteammarine.com (for UM Philippines), zawpewin@uniteammarine.com (for UM Singapore).

15. LINK TO OTHER WEBSITES

We will not be liable for misuse or loss of personal information resulting from cookies on the site(s) that we do not have access to or control over. Where we provide links to websites of other organizations, this privacy notice online statement policy does not cover how that organization processes personal information. We encourage you to read the privacy notices on the other websites you visit. We are not liable for unlawful or unauthorized use of your personal information due to the negligent or malicious misuse or misplacement of your passwords.

16. AUTOMATED DECISION-MAKING AND PROFILING

In general, your data is not processed automatically, and no decision is taken based on automated processes.

17. COOKIES

A cookie is a small text file stored on your computer for record-keeping purposes. The Company uses cookies on its site(s). We do not link the information stored in cookies to any personal identifiable information you may submit. We use both session ID and persistent cookies. A session ID cookie expires when you close your browser. A persistent cookie remains on your hard drive for an extended period of time. You can remove persistent cookies by following directions provided in your internet browser’s “Help” file. We may set a persistent cookie for statistical purposes. Persistent cookies also enable us to track and target the location and the interests of users that access our site(s) and to enhance the experience of services offered to you. You may reject our cookies, which could result in a lower quality user experience. Some of our business partners use cookies on their site(s). We have no access or control over these cookies.

For additional information, please refer to our cookie policy.

18. YOUR FEEDBACK

If you find anything unclear or inadequately explained in this notice, please feel free to contact us for clarification at any time. Any opinions or suggestions with respect to the form and content of the notice will also be of great value to us.

19. CHANGES TO THIS PRIVACY NOTICE

We keep our privacy notice online statement policy under regular review to make sure it is up to date and accurate.

This privacy statement was last updated on 22^nd of January 2026.