Privacy Notice

Last updated on 14th June 2022.

Introduction
Synergy Group (Hereinafter referred to as “we”, “us”, “our”, “Synergy”) provides end-to-end maritime solutions with precisely and expertly tailored services, where great technical expertise and a diverse product portfolio create optimal efficiency, productivity, and customer experience. This Privacy Notice applies to our Group companies in the UK, EU, and internationally.

What Is the Purpose of this Privacy Notice?
This Privacy Notice describes how Synergy collects, uses, and discloses information, and what choices you have with respect to the information. It applies to all our customers, candidates, seafarers, contractors, as well as visitors.

Services
We at Synergy are committed to your privacy regarding any information that we collect while you use our website, product, platform, and services - collectively called as Products and Services. This Privacy Notice applies when you use our Products and Services.

Information We Collect
The types of personal information we might ask for depending upon the purpose we have identified to process your data. We may process the following types of personal information.

  1. Personal Details: Name, Address, Contact Information, National Identity/Registry/Insurance Numbers, Date Of Birth, Gender, Immigration Status, and Eligibility To Work;
  2. Family Details: Name Of Spouse and/or Dependents, Emergency Contact Details;
  3. Employment Details: CVs, Recruitment Details and Application Forms, Job History and Experience, References, Qualifications, Appraisals and Performance Ratings, Training Records, Disciplinary Actions Records, Investigations Or Grievances, And Workplace Accidents;
  4. Education And Vocational Training, Language, and Other Job-Related Skills;
  5. Medical and Fitness Details;
  6. Financial Details, Including Salary, Bonuses, Expense Reimbursement, and Benefit Information, Bank Details; And
  7. Photograph Of Individual
  8. Online Identifiers and other Technical Data including logs (e.g., IP address, transaction logs, device details)
We may process certain Special Categories of Personal information about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, genetic data, and biometric data) if required under law or to meet with Customer requirements or to implement any Customer process.

Cookies
We may use cookies and other tracking mechanisms on our website to collect data about you.
Cookies are small text files that are placed on your computer by websites that you visit. They are widely used to make websites work, or work more efficiently, as well as to provide information about your actions to the owners of the website.
Most web browsers allow you some control of cookies through browser settings.

Outlined below are the categories of cookies along with a description of what they are used for.

  • Strictly Necessary Cookies - These cookies are needed to run our website, keep it secure, and comply with regulations that apply to us.
  • Performance Cookies – We may use performance cookies on our website. These cookies collect information about how visitors use our website and services, including which pages visitors go to most often and if they receive error messages from certain pages. It is used to improve how our website functions and performs.
  • Functional Cookies – We may use functional cookies on our website. These cookies allow us to remember information you enter or choices you make (such as your username, language, or your region) and provide you with enhanced, more personalized features.
  • Personalization - These cookies may be set through our site by our advertising partners. They may be used by those companies to build a profile of your interests and show you relevant adverts on other sites. They do not store directly personal information but are based on uniquely identifying your browser and internet device.
  • The users have the option of blocking or not allowing cookies, which is provided for by most of the web browsers alerting you every time a cookie is being delivered to your computer system.
    We may also use trackers (such as web beacons, tags, and pixels) on our website and other digital properties to collect data about you.
    We may also collect Personal Data about you via our mobile app(s) via permissions in the app. This is primarily used to enhance the functionality of the app and to analyse it to serve you better.

How We May Use Your Data

Lawful Bases for Processing
We process your personal information only when we have a lawful basis. Presently, we use the Performance of Contract (i.e., to deliver the services to our customers) and consent as the lawful basis for processing. For certain processing, we may also use legitimate interests as provided under the Data Protection Regulations.
In some cases, we may also have a legal obligation to collect personal information from you or may otherwise need the personal information to protect your vital interests or those of another person.
Where you have consented to a particular processing, you have a right to withdraw the consent at any time. You may withdraw consent by contacting us with a request using the details set out in the "Contact Information" section below.

How We Use Your Data
We use the data that we have about you to provide our products and services and provide support to you. In each case, Synergy collects such information only in so far as is necessary or appropriate to fulfil the purpose of the interaction with our products and services.
We use your Personal Data for the following purposes:

  • To authenticate the users. We use your data to authenticate you and authorize access to our services.
  • To deliver our products and services. We process Personal Data to provide our products and services to you.
  • To send administrative emails and other communications. We may send you service, technical, and other administrative emails, messages, and other types of communications. We may contact you to inform you about changes in our Services and our Services offerings.
  • To provide Customer support. If you send us a request (for example via a support email or one of our feedback mechanisms), we respond to your request or help your issues.
  • Security purposes: To investigate, prevent, or take action regarding illegal activities, suspected fraud, and situations involving potential threats to the safety of any person
  • In accordance with or as may be required by law.
When Synergy works as a data processor, we only process Customer Data on behalf of our customers and in accordance with their instructions provided in the applicable Services agreement between us and the Customer, or as otherwise authorized by the Customer.

Where Do We Obtain Your Personal Data From?
Most of the Personal Data we process is provided by you directly to us when you use our products and/or services. This also includes the Personal Data collected automatically and in the background by us when you use our website and application(s).
We may also receive Personal Data about you from third parties and publicly available sources of information.

Your Information Shared with Others
While we aim to limit the sharing of your data, at times, it is necessary to share your data with certain third parties.
We may share Personal information if sharing of such information is necessary:

  • to comply with legal processes or governmental requests;
  • to enforce the Terms of Service and this Privacy Notice;
  • for prevention of fraud;
  • for issues involving information security, or
    • to protect your rights;
    • rights of Synergy; and
    • rights of the general public.

Recipients of Your Data
We may share your information with the following categories of third parties:

  • Third-party vendors and other service providers that perform services on our behalf, as needed to carry out their work for us, which may include data center services, SMTP services, Cloud computing services, web-based collaborative platforms, and analytics services.
    We have appropriate contracts in place with all such service providers. This means that they are not permitted to do anything with your personal information that is outside of the scope specified by us. We share your personal information with such service providers subject to obligations consistent with this Privacy Notice and our contracts with them.
  • Other parties in connection with a company transaction, such as a merger, sale of company assets or shares, reorganization, financing, change of control, or acquisition of all or a portion of our business by another company or third party, or in the event of a bankruptcy or related or similar proceedings.
  • Third parties as required by law or court order, , or if we reasonably believe that such action is necessary to (a) comply with the law and the reasonable requests of law enforcement; (b) to enforce our contract with the Customer or to protect the security or integrity of the Services; and/or (c) to exercise or protect the rights, property, or personal safety of Synergy, our customers, or others.

Children’s Data
We do not collect personal information from children. If we learn we have collected or received Personal Information from a child, we will delete that information. If you are a parent or guardian and are aware that your child has provided us with their Personal Information, please contact us using the details in the ‘Contact us’ section of this notice.

Data Retention Policy
We will retain your personal information for as long as is needed to fulfil the purposes outlined in this Privacy Notice unless a longer retention period is required or permitted by law. We take reasonable steps to delete or permanently de-identify your Personal Data that is no longer needed.

International Data Transfers
Personal information we hold about you may be transferred to other countries outside your residential country for any of the purposes described in this Privacy Notice.
These countries may not have the same standard of data protection laws as your own country. These international transfers of your personal information are made pursuant to the appropriate safeguards (such as the standard data protection clauses adopted by the European Commission). If you wish to enquire further about these safeguards, please contact us using the details set out in the "Contact Information" section below.

Your Rights
You can request to access, update or correct your personal information. You also have the right to object to direct marketing.
You may have additional rights pursuant to your local law applicable to the processing. For example, if the processing of your personal information is subject to the EU General Data Protection Regulation (“GDPR”), and your personal information is processed based on legitimate interests, you have the right to object to the processing on grounds relating to your specific situation. Under GDPR you also have the right to request for deletion or restriction of your personal information and ask for portability of your personal information.

Your Rights to Control Data
Whenever you use our services, we aim to provide you with easy means to access, modify, delete, object to or restrict the use of your personal information
We strive to give you ways to access, update/modify your data quickly, or delete it unless we have to keep that information for legal purposes. These rights can be exercised by contacting us using the details set out in the "Contact Information" section below.

  • Change or Correct Data: You can ask us to change, update or fix your data in certain cases, particularly if it’s inaccurate.
  • Delete Data: You can ask us to erase or delete all or some of your personal information (e.g., if it is no longer necessary to provide Services to you).
  • Object to, or Limit or Restrict, Use of Data: You can ask us to stop using all or some of your personal information (e.g., if we have no legal right to keep using it) or to limit our use of it (e.g., if you think your personal information is inaccurate or unlawfully held).
  • Right to Access and/or Take Your Data: You can ask us for a copy of your personal information and can ask for a copy of the personal information you provided in machine-readable form.
  • Rights related to automated decision-making including profiling
If you are a resident of the European Economic Area and we maintain your Personal Information within the scope of the General Data Protection Regulation (GDPR), you have additional rights. If you are not satisfied with the resolution, you can also lodge a complaint with the Supervisory Authority in the country of your residence.

Security Measures to Protect Your Data
We implement security controls to prevent breaches and unauthorized access to your data.
We maintain reasonable and appropriate security measures to protect personal information from loss, misuse, and unauthorized access, disclosure, alteration, and destruction.
Examples of security measures include physical access controls, HTTPS, restricted access to data, monitoring for threats and vulnerabilities, etc.
Synergy restricts access to the personal information it collects to those who have a valid business need to know that information. We endeavour to use reasonable security safeguards, practices, and procedures, and we commit to the highest level of care to protect the privacy and integrity of personal information, throughout its useful life-cycle, from collection until destruction.

Links to Other Websites
Our website may contain links to websites of other organizations. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. This Privacy Notice does not cover how those organizations process your personal information. We encourage you to read the Privacy Policies on the other websites you visit.

Contact Information
If you have questions or complaints regarding this Notice or you have a request based on the above rights, you may contact our Data Protection Official through sending an email at dpo@synergyship.com or filling the Contact Us form.

Or reach out to us at:
Synergy Maritime Pvt. Ltd
4th Floor, AKDR Tower,
3/381, Rajiv Gandhi Salai (OMR),
Mettukuppam, Chennai – 600097,
India

Privacy Notice change
We reserve the right to modify or amend this Privacy Notice at any time. When we do, we will note the date of the version on the Privacy Notice and post it on this website. You can tell when we last updated this Privacy Notice by checking the “Last Updated” date at the top of this Privacy Notice. We encourage visitors and Customers to frequently check this page for any changes to our Privacy Notice.