MLC 2006 / ISO 9001:2015
DATA PROTECTION
Pursuant to Art. 13 sec. 1 and sec. 2 of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of individuals with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46 / EC (hereinafter referred to as GDPR) , it is hereby informed that:
Krzysztof Grono Agency S.C. with headquarters in Gdynia, ul. Świętojańska 36/1, tel. +48 58 620 10 30, is a licensed Employment Agency (No. 883) and is the administrator of personal data.Contact details of the data protection officer: e-mail: This email address is being protected from spambots. You need JavaScript enabled to view it. / tel. +48 697 054 648.
Personal data will be processed for the purpose of job placement in the maritime sector, based on the consent of the data subject (legal basis: GDPR, art.6 par.1 a)). Personal data such as: name, position, address, telephone number, contact details, previous employment information and qualification documents will be collected and used to contact the job seeker. Failure to do so makes it impossible to use job placement.
The data subject has the right to withdraw consent at any time without affecting the lawfulness of the processing which was carried out on the basis of consent before its withdrawal.
In relation to people who took up work on a ship through Krzysztof Grono Agency SC, personal data contained in the personal questionnaire (application), data of the Seafarer Employment Agreement, name of the shipowner, name and affiliation of the ship on which the work is performed (basis legal: GDPR art.6 par.1 c)).
Personal data will be stored for a period of 5 years from the moment of submitting the application, and the data indicated in point 4 above, for a period of 10 years from the end of the data subject's cooperation with Krzysztof Grono Agency S.C.
The data subject has the right to access their data and the right to rectify, delete, limit processing, and the right to transfer data. The data subject has the right to object at any time - for reasons related to his particular situation - to the processing of his personal data based on the legitimate interest of the data controller.
Krzysztof Grono Agency S.C. discloses personal data to: a) the data subject b) sea companies seeking employees c) entities that process data on its behalf, i.e .:
- suppliers of IT systems used in the recruitment / employment process
- goverment administration
- diplomatic missions
- Courier
- Polish Post
- ship's port agents
- travel agencies providing transport services
- hotels
- health care service companies
- marine training centers
- suppliers of workwear
- institutions for which appropriate certificates are issued at the seafarer's request
Krzysztof Grono Agency S.C. provides personal data of people who took up work on a ship through it to the competent maritime administration authorities and state authorities on the basis of applicable law.
Personal data will be transferred to third countries for which the European Commission has not issued an adequacy decision under Art. 45, 3. Personal data will be transferred on the basis of the consent of the data subject, expressed after information about possible threats to such transfers for the data subject due to the lack of appropriate decisions and appropriate safeguards (GDPR; Article 49, 1. a)).
The data subject has the right to lodge a complaint with the supervisory authority, in particular in the Member State of his habitual residence, place of work or place of the alleged infringement, if he or she believes that the processing of personal data concerning him violates the Regulation.
Krzysztof Grono Agency S.C. does not use automated systems to make decisions with regard to data subjects (including profiling).
RECRUITMENT PROCEDURE
Chapter 1. Scope of the procedure
1. The main scope of the procedure is to regulate the recruitment process of the seamen by the Crewing Agency.
Chapter 2. Responsibility
1. CEO of the KGA is responsible for the approval of the procedure.
2. Employees in the audited cells are responsible for carrying out the recruitment process in accordance with the procedure
3. The Crew Agent is responsible to analyze the candidate profile
· Experience in rank
· Sea service (type of vessels, engines)
· Proper documents
· Experience with foreign crew
· Knowledge of English
Chapter 3. Description
1. The Shipowner informs via e-mail the need for new employment, thereby he starts the recruitment process. He introduces the requirements and gives all the information that will allow to find a suitable candidate for employment.
2. The selection process
2.1 This process aims to select the most suitable person who meets all the guidelines given by the owner.
a) Creating the profile of the candidate in accordance with the requirements of the Shipowner
b) Looking for the candidate among the previously employed seamen
c) If no suitable candidate has been found – looking for a candidate among seamen that informed agency about their readiness to join a vessel
d) If no suitable candidate has been found - looking for a candidate among seamen who lately sent the application to the crewing agency
e) If no suitable candidate has been found – publishing an add on the company's website, the company's Facebook account and polish sea portal.
2.2. Checking the candidate’s application
· Personal details
· Experience in rank (sea service)
· Proper documents
· Experience with foreign crew
· Knowledge of English
2.3 Candidate is required to deliver required documents in order to verify authentication of information included in application.
2.4 An interview is carried out, it’s result documented in the Interview & References Form.
2.5 The Crew Agent asks the seaman for a hard copy/scan of appraisals and at the same time he is checking references with previous employers (creating a note in the Interview & References Form)
2.6 After completing the recruitment process the Crew Agent needs to follow below actions:
a) Sending the application to the Shipowner together with his references (attachment no. 1)
b) If all points of the selection process has been followed the Crewing Agency is waiting for the reply from the Shipowner. The candidate can be approved or rejected. The Shipowner can request additional tests or information
c) Informing the seaman via phone about the Shipowner’s decision
3 Procedures before the embarkation
a) Checking the compliance of all certificates and documents held by a seaman In accordance with STCW 95 and MLC Convention.
b) Adding seaman’s details to owner’s database
c) Creating a paper folder containing copies of documents and all necessary information for embarking seaman such as:
- application containing personal data, all documents requested by the Shipowner,
- check list that allows to check the status of seaman's documents
- sea service
- bank account details
- all of the necessary documents allowing to work (passport, visas, seaman’s book, license, flag endorsements, a health certificate, alcohol-drug test - if required, the dental report - if necessary, vaccinations, Marlin's test, certificates and qualification courses)
- body dimensions
- contract between Shipowner and the seaman
- contract between Crewing Agency and the seaman
- other documents provided by the Shipowner like drug and alcohol declaration, etc.
- an acknowledgment of receipt of working clothes
-an acknowledgment of bank account details where the salary should be sent (attachment no 8)
d) Marlin’s Test, if required by the Shipowner
e) Applying for flag documents (if required)
f) Applying for visa (if required)
g) The final confirmation of readiness / validity of the seaman’s documents by printing checklist (attachment no 2)
h) Arranging the travel to join the vessel (if required by the Shipowner)
i) Ordering the working clothes, and official clothes if required by the Shipowner,
j) Creating ID Cards (if required by the Shipowner)
k) the authorization to process seaman’s and next of keen personal data
4 Procedures performed shortly before departure
a) Informing the seaman via phone and email on a specific date of departure, any changes and the details of the journey to the vessel
b) Providing the seaman with clothes and ID Card (if required by the Shipowner)
c) Providing the seaman with a letter from the agency informing that the seaman is travelling to join the vessel / contact details to the agent in the port / contact details to the Crew Agent available (24h / day), depending on the need , OK to Board or Guarantee Letter
COMPANY POLICY
Krzysztof Grono Agency s.c. is an officially registered employment agency providing recruitment and job placement services for seafarers in Poland. Krzysztof Grono Agency s.c. operates in accordance with the regulations and requirements of the MLC 2006 and the respective provisions applicable in Poland.
Krzysztof Grono Agency s.c. operates in compliance with the MLC 2006 requirements which are the basic but not the only determinants of their business activity:
1. KGA shall conduct their business with a full regard for the seafarer’s rights.
2. KGA shall inform the seafarer of all the terms associated with the offer of employment, the signing of the contract and the rights and obligations attached to the employment.
3. The costs associated with obtaining a passport, seaman's book, health certificate, and necessary STCW certificates shall be the responsibility of the seafarer.
4. KGA only works with reputable shipowners/ship operators who guarantee that seafarers' rights are respected, and the terms of their seafarers' contracts complied with.
5. KGA works together only with clients who meet the MLC 2006 requirements.
6. KGA shall not provide employment brokerage services to seafarers who are under the age of 18.
7. KGA shall treat all seafarers equally, regardless of their age (lawful age), gender or religion.
8. KGA shall not charge seafarers with any fees in connection with the placement and recruitment process.
9. KGA’s priority is full cooperation and communication between the Agency and the seafarer and between the Agency and the seafarer's family as well as providing information to the employed seafarers’ families free of charge and without delay.
10. KGA has in place a mariner complaints procedure which is available on the company’s website as required under the MLC 2006. The Agency shall respond to and fairly deal with any complaints, claims, reminders and queries received from seafarers and their families in relation to their work.
11. KGA’s policy aims at promoting the profession of a seafarer and shall not take any actions which might infringe upon the seafarer's right to employment and to improve his or her professional qualifications.
PROCEDURE FOR DEALING WITH COMPLAINTS
Chapter 1 Scope of the procedure
This procedure regulates the course of action to be taken in the event of a Client's complaint about the conduct of the seafarer recruitment process by KGA employees.
Chapter 2 Responsibility
1. The KGA owner is responsible for approving the procedure.
2. Employees in the units are responsible for providing explanations for the case.
3. The MLC Representative’s responsibility is to review the Complaints Form (Schedule 1), analyse the circumstances, and make suggestions as to how to resolve the matter and respond to the complainant. The Quality Officer shall record the complaint and/or grievance in the Complaints Register.
4. The KGA owner is responsible for responding to the complainant.
Chapter 3 Description of the proceedings
The Employment Agency shall be held liable under the civil law contract signed with the seafarer. The Agency's liability shall commence on the date the contract is signed and shall continue throughout the term of the contract.
All seafarers/clients of the Agency shall have the right to lodge a complaint and/or grievance about the company's performance if it is believed that there is good reason for this.
For formal reasons, the Agency expects complaints, if any, to be received in writing with a description of the particulars of the incident and the statement of the seafarer's expectations.
The Agency enables you to file complaints directly with the Crew Operator and/or via: - email to This email address is being protected from spambots. You need JavaScript enabled to view it.
or
- by mail sent to the company's address:
Krzysztof Grono Agency s.c.
ul. Świętojańska 36/1
81-372 Gdynia
Chapter 4. Complaints about the Ship, the Shipowner/Ship Operator, the Ship Manager.
1. The seafarer shall submit their complaint in writing to the relevant Crew Operator or e-mail it or
post to the company's address.
2. The Crew Operator shall send a message and information about the lodged complaint to the appropriate Shipowner/Ship Operator or Vessel Manager, with a notification to the Agency President.
3. Each complaint shall be recorded in the Complaints Register by the MLC Representative.
4. Complaints will be reviewed and responded to within 14 working days from the day of receipt of the complaint.
5. If a seafarer is not satisfied with the response received, they shall have the right to appeal to the Polish Maritime Administration (Maritime Authority).
Chapter 5 Complaints against the Agency.
1. Complaints about the front desk shall be submitted to the Owner and reviewed within 7 working days.
2. Complaints about the Recruitment Department shall be submitted to the Owner and reviewed within 14 working days.
3. Complaints about the Crew Operators shall be submitted to the Owner and reviewed within 14 working days.
4. Each complaint shall be recorded in the Complaints Register by the MLC Representative.
5. If a seafarer is not satisfied with the response received, they shall have the right to appeal to the Polish Maritime Administration (Maritime Authority).
The Agency will report all unresolved complaints to the relevant maritime administration supervisory body:
Maritime Office in Gdynia
ul. Chrzanowskiego 10
81-338 Gdynia
Poland
Tel. +48 58 355 3220
Fax. +48 58 620 30 39 This email address is being protected from spambots. You need JavaScript enabled to view it.
Chapter 6. Complaints against the Shipowner/Ship Operator while a seafarer is on board
1. While on board, if a seafarer wishes to make a complaint against the shipowner/ship operator, they should submit such a complaint to an authority which is competent for the vessel’s flag or to the Ministry in Warsaw to the below stated address:
Maritime Office in Gdynia
ul. Chrzanowskiego 10
81-338 Gdynia
Poland
Tel. +48 58 355 3220
Fax. +48 58 620 30 39 This email address is being protected from spambots. You need JavaScript enabled to view it.
