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Privacy Policy – Training & Certification

EMERGENCY CONTROL MARITIME TRAINING B.V. (ECMT)

Version 1.7 – September 2026

1. Purpose and Scope

This privacy policy describes how ECMT processes personal data in connection with classroom-based and hybrid training, from registration through assessment and certification.
Separate privacy policies apply to fully online training via STCW.online and to medical examinations.

2. What Personal Data Do We Collect?

Depending on the training, we may process the following personal data:

  • name and contact details;
  • date of birth and information required for identification. Depending on the training and certification requirements, this may include information necessary to establish the identity of the trainee;
  • information relating to admission, attendance and participation;
  • assessment and training results;
  • information required for certification and registration;

We only process personal data that is necessary for the purpose for which it is used. Providing certain personal data is necessary to participate in a training course and/or to enable a certificate to be issued.

3. Website and Online Registration

When you register through our website or online, we process the information you provide. The website may also process technical and statistical data for the operation and improvement of our services.

4. How Do We Use Your Personal Data?

We use personal data for:

  • registration and course administration — legal basis: performance of the contract;
  • identification and attendance registration — legal basis: performance of the contract and/or legal or certification requirements;
  • assessment and recording of training results — legal basis: performance of the contract and/or legal or certification requirements;
  • issuing and registering certificates — legal basis: performance of the contract and/or legal or certification requirements;
  • complying with legal and certification requirements — legal basis: legal obligation and/or certification requirements;
  • communication relating to the training — legal basis: performance of the contract;

5. Computer Use and Digital Systems

ECMT uses digital systems for registration, planning, communication, assessment and certification, among other purposes. Access to personal data is limited to authorized employees who need this information to perform their duties.
ECMT takes appropriate technical and organizational measures to protect personal data against loss, unauthorized access and unauthorized use. The systems and controls used for this purpose are included in and managed in accordance with ECMT’s Quality Manual.

6. With Whom Do We Share Your Personal Data?

Where necessary for the delivery of training, certification or registration, personal data may be shared with the relevant certification body, registration organization or other competent authority.
ECMT may use external service providers, such as IT, hosting and administrative service providers.
Where personal data are processed outside the European Economic Area, ECMT will ensure an appropriate transfer mechanism and appropriate safeguards in accordance with applicable data protection law.
Personal data will not be shared with other parties unless this is necessary for the provision of our services, required by law, or you have given your consent.

7. Retention and Security

Deletion of data means that the data are permanently removed from the database.
STCW training and certification data: Personal data and data forming part of STCW training, assessment, certification and verification records are retained for 50 years, in accordance with applicable national maritime requirements and ECMT’s certified quality management system.
We do not retain personal data for longer than necessary for the delivery of training and certification and for any applicable legal or other retention requirements. Personal data are retained only for as long as necessary for the purposes for which they are processed, unless applicable laws and regulations, requirements of maritime authorities, flag-state requirements, certification requirements or contractual obligations require a longer retention period.
ECMT takes appropriate technical and organizational measures to protect personal data.

8. Personal Data Breach

In the event of a personal data breach, ECMT will assess the risks to the rights and freedoms of affected individuals and take appropriate measures in accordance with applicable data protection law.
Where notification to the competent supervisory authority is required, ECMT shall notify the supervisory authority without undue delay and, where feasible, within 72 hours after becoming aware of the breach. ECMT will also notify affected individuals where required by applicable data protection law.

9. Your Rights

Within the limits of the GDPR and any applicable legal or certification requirements, you may request access to, correction, restriction or deletion of your personal data. You may also object to certain processing activities.
You also have, within the limits of the GDPR, the right to data portability for personal data that you have provided to ECMT and that are processed by automated means on the basis of your consent or for the performance of a contract.
Where processing is based on consent, you may withdraw your consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.
ECMT will respond to requests concerning your rights without undue delay and in principle within one month. Where necessary, this period may be extended by up to two months in accordance with the GDPR.
Where data must be retained due to a legal or certification requirement, we may not always be able to delete it.

10. Questions or Complaints

Do you have any questions about this privacy policy or about the processing of your personal data? Please contact us at info@ec-mt.com. To submit a complaint, please contact us at complaints@ec-mt.com.
You may also submit a complaint to the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

11. Contact

Emergency Control Maritime Training B.V. (ECMT)

P.O. Box 59008
3008 PA Rotterdam
The Netherlands

E-mail: assistant@ec-mt.com
Privacy Contact Person: C. Verhoeven

For questions, requests or concerns regarding the processing of personal data, individuals may contact ECMT using the contact details above.

12. Document Control

The most recent version of this privacy policy is made available through ECMT’s website. Where relevant changes affect data subjects, they will be informed where required by the GDPR.
This privacy policy forms part of ECMT’s quality management system and is maintained in accordance with the applicable document and data management procedures.