Privacy Notice
Version 2026-10-13
Sea Scan Maritime Foundation, Verna, Goa (“we”) is the Data Fiduciary for the personal data described here, under the Digital Personal Data Protection Act, 2023 (“the Act”). This notice explains what we collect, why, who we share it with, how long we keep it, and how you can exercise your rights. For any privacy question, contact us at admin@seascanmaritime.in.
What we collect and why
Online admission application
- Full name, date and place of birth, email, telephone number and permanent address
- Passport photograph and signature
- Present rank, company and academic qualifications
- Passport, CDC and INDOS numbers
- Courses applied for
- Health information: your declarations on medical fitness and communicable disease, and your DG-approved medical certificate
- Copies of your passport, SSC / 10th certificate, CDC, previous FPFF or PST certificates and catering / hospitality certificate, as required for the course
- Your declarations and indemnity acceptance
- For applicants under 18: the parent or guardian's name, relationship, mobile number and consent, and the witness's name and signature
Purpose: To assess your eligibility, process your admission, conduct your training, issue certificates, and maintain training records and report them to the Directorate General of Shipping as the law requires.
Basis: Your consent (or your parent or guardian's consent if you are under 18), and compliance with law.
Pre-sea training admission application
- Full name, date and place of birth, state, academic qualification and subject marks
- Course applied for and passport details
- Caste / reservation category and, for OBC Non-Creamy Layer, SC or ST applicants, a copy of the relevant category certificate
- Applicant photograph, mobile number, permanent address and medical-fitness declaration
- Next-of-kin details and parent or guardian name, mobile number and signature
- Applicant signature, declaration and anti-ragging undertaking
Purpose: To assess and process your pre-sea training admission, review any applicable age-relaxation eligibility from your selected category and certificate, verify declarations, contact you or your emergency contact, and maintain required training records.
Basis: Your consent and the steps you request us to take to process your admission.
Alumni registration and alumni feed
- Name, batch, month and year of passing, SSMF roll number, INDOS number and date of birth
- Email and mobile number
- Employment status, organisation and designation
- Your suggestions, username and password (stored only as a secure hash)
- Posts and comments you publish in the alumni feed
Purpose: To verify that you are an alumnus, run your alumni account, show your name, batch and year of passing with your posts to other signed-in alumni, and contact you about alumni matters.
Basis: Your consent.
Course enquiries and contact messages
- Name, phone number and email
- Course of interest, subject and your message
Purpose: To respond to your enquiry or message.
Basis: Your consent, or the use of details you voluntarily gave us for this purpose (section 7(a) of the Act).
Data rights requests
- Name, email, phone number, application number or alumni username, and the details of your request
Purpose: To verify your identity, act on your request and keep a record of how we responded.
Basis: Compliance with law.
Website analytics (only if you accept)
- Google Analytics cookies and identifiers, pages visited, device and browser information, and approximate location derived from your IP address
Purpose: To understand how visitors use this website and improve it. We do not use this data for advertising.
Basis: Your consent, which you can withdraw at any time from “Cookie settings”.
We collect only what is needed for these purposes and do not sell personal data.
Who we share it with
- The Directorate General of Shipping and other authorities, where the law requires it.
- Service providers that process data on our behalf under contract: Amazon Web Services (storage of application documents), our website hosting and database providers, and Google (analytics, only if you accept).
Some of these providers may store data outside India, as permitted under section 16 of the Act.
How long we keep it
| Course enquiries and contact messages | 24 months after our last response |
|---|---|
| Admission applications that do not lead to enrolment | 12 months after the application is closed |
| Enrolled trainees' applications, documents and training records | As long as DG Shipping rules and other laws require |
| Alumni accounts, posts and comments | Until you ask us to delete your account |
| Data rights requests | 3 years after the request is closed |
| Website analytics | No longer than 14 months (Google Analytics retention setting) |
| Record of your analytics choice | 24 months after you make the choice |
| Admission drafts saved in your browser | Until you submit or discard the draft, or 30 days after it was last saved |
After these periods, we erase the data or make it anonymous.
How we protect it
We use reasonable security safeguards, including encrypted connections (HTTPS), access-controlled document storage, access limited to authorised staff, and hashed alumni passwords. If a personal data breach occurs, we will inform affected people and the Data Protection Board of India as the Act requires.
Children
If an applicant is under 18, we ask for the consent of a parent or lawful guardian and verify it before processing the application. We do not knowingly carry out tracking, behavioural monitoring or targeted advertising directed at children.
Your rights
- Access
- Obtain a summary of the personal data we hold about you, how we process it, and who we have shared it with.
- Correction and erasure
- Have inaccurate or incomplete data corrected, completed or updated, and have data erased once it is no longer needed, unless the law requires us to keep it.
- Withdraw consent
- Withdraw consent at any time, as easily as you gave it. Processing done before withdrawal remains lawful. If you withdraw consent for your application or alumni account, we may be unable to continue with it.
- Grievance redressal
- Raise a grievance with us about how we handle your personal data. We respond within 90 days.
- Nomination
- Nominate another person to exercise your rights if you die or become unable to do so.
If you are not satisfied with our response to a grievance, you may complain to the Data Protection Board of India.
Make a request
Use this form or email admin@seascanmaritime.in to exercise any of these rights. To withdraw analytics consent, use “Cookie settings” above.
Language and changes
To receive this notice in Hindi, Konkani, Marathi or another language listed in the Eighth Schedule to the Constitution of India, email us. If we change this notice materially, we will update the version above and, where consent is needed, ask for it again.