Privacy Policy

Humble Bee Institute of Marine Studies ("HBIMS", "we", "our", "us"), registered with the Ministry of Corporate Affairs, Government of India (CIN: ), operating as a Section 8 Organization, is committed to safeguarding the privacy, confidentiality, and security of all personal data belonging to aspirants, parents, guardians, alumni, website visitors, and any other individuals who interact with the HBIMS-NAF&SA (National Admission Framework & Seat Assurance) services.

This Privacy Policy explains how we collect, process, use, store, share, and protect your personal information in full compliance with the Information Technology Act, 2000, the IT (Reasonable Security Practices) Rules, 2011, and all applicable Indian data protection regulations. By accessing https://www.nationaladmission.com/, submitting an application form, or otherwise providing your personal data to HBIMS, you acknowledge that you have read, understood, and agree to the terms of this Privacy Policy.

1. Information We Collect

1.1 Personal Identification

Full legal name (as per Aadhaar), date of birth, age, gender, nationality, religion, category (General/SC/ST/OBC-NCL/EWS), father/mother/guardian name, Aadhaar number, PAN number, passport details, voter ID, and digital photograph. For aspirants under 18, we also collect parent/guardian identification details and a signed Annexure C consent form.

1.2 Contact Information

Primary and alternate mobile numbers, WhatsApp number, email address, permanent and correspondence addresses with PIN codes, and parent/guardian contact details — to enable communication across the 10-stage NAF&SA governance pipeline.

1.3 Academic Records

10th and 12th marksheets, ITI certificates, graduation degrees, transfer certificates, character certificates from previous institutions — including percentage, board name, and year of passing. Required at Stage 2 (Eligibility Pre-Screening) of the NAF&SA framework.

1.4 Medical Information (Sensitive Personal Data)

Eyesight reports, audiometric tests, height/weight/BMI, blood group, pre-existing conditions, surgical history, medications, allergies, mental health history, drug test results, DGMA Form-2 medical examination report, and dental fitness. Collected at Stage 6 (Medical Facilitation). This is classified as Sensitive Personal Data under Indian law and receives the highest protection.

1.5 Financial Information

Bank account details (account number, IFSC, branch, holder name), payment transaction records, Official invoices, education loan details, and refund processing information. All financial transactions are bank-channel only — we never accept cash.

1.6 Technical Data

IP address, browser type, operating system, device type, screen resolution, referring URLs, pages visited, time spent, click patterns, cookies, session IDs, and approximate geographic location (IP-based). Used solely to improve website functionality and user experience.

1.7 Communication Preferences

Consent status for phone calls, SMS, WhatsApp, RCS messages, email newsletters, push notifications, and in-app messages. Timestamped records of consent given, modified, or withdrawn are maintained for auditability.

2. How We Use Your Data

Processing applications, Aptitude Screening Test registrations, and dossier preparation for the 10-stage NAF&SA pipeline. Verifying eligibility (age, education, medical fitness). Facilitating MTI selection, batch allocation, and handover to your chosen DG Shipping approved Maritime Training Institute. Communicating schedules, results, fee reminders, and joining instructions via phone, email, SMS, WhatsApp, and RCS. Coordinating with DGMA-approved MTIs for clean dossier handover at Stage 10. Complying with DGMA, IMO, and flag state regulations. Maintaining audit-ready records for ISO 9001:2015 compliance. Processing payments, refunds, and maintaining financial records. Alumni engagement and career tracking (with explicit consent).

3. Data Sharing

DGMA Approved MTIs: Complete dossier (8 documents) shared with your chosen MTI at Stage 8 (MTI Mapping) with your written acknowledgement.

Maritime Authorities: Data shared with DGMA, flag state administrations for INDOS, CDC, and certification issuance — only with statutory necessity.

Medical Providers: Medical info shared with DGMA-approved examiners for fitness assessment.

Payment Partners: Financial data shared with regulated payment gateways for transaction processing and GST compliance.

Communication Providers: Contact details shared with verified SMS, WhatsApp, RCS, and email service providers.

Legal Authorities: Disclosed when required by law, court order, or regulatory directive.

4. Data Security

Technical Safeguards: 256-bit SSL/TLS encryption, encrypted databases at rest, firewalls, intrusion detection, regular vulnerability testing, automated encrypted backups, two-factor authentication for administrative access.

Administrative Safeguards: Role-based access control, mandatory staff training, confidentiality agreements, regular audits, documented incident response procedures.

Physical Safeguards: Restricted server room access, CCTV surveillance at all 3 listed offices, secure document shredding, lockable file cabinets for physical dossiers awaiting MTI handover.

5. Data Retention

Active Records: Maintained throughout the NAF&SA pipeline + minimum 10 years after MTI handover (DGMA audit requirement).

Certifications & Acknowledgements: Retained indefinitely for lifetime verification.

Financial Records: Minimum 8 years (Income Tax Act and audit regulations).

Rejected/Withdrawn Applications: 2 years, then anonymised or deleted.

Website Analytics: 24 months in identifiable form, then aggregated for statistical reporting.

6. Cookies and Tracking

Essential Cookies: Login sessions, form submissions, security tokens. Cannot be disabled without breaking core functionality.

Analytics Cookies: Google Analytics for anonymous traffic analysis. Can be disabled in browser settings without affecting application processing.

Marketing Cookies: Social media pixels (with prior consent) for advertising campaign measurement. Opt-out available at any time.

7. Messaging Consent (RCS / WhatsApp / SMS)

By submitting your application, you consent to receive RCS, SMS, WhatsApp, email, and phone communications including: NAF ID issuance, stage progression updates, Aptitude Screening Test schedules, fee reminders, MTI options, dossier acknowledgements, and joining instructions.

8. Your Rights

Right of Access: Request a copy of all your personal data we hold (provided within 30 days).

Right of Correction: Request correction of inaccurate data (supporting documents required for academic records).

Right of Deletion: Request deletion of non-mandatory data (processed within 60 days, subject to statutory retention).

Right to Withdraw Consent: Withdraw marketing consent including RCS at any time without affecting service delivery.

Right to Data Portability: Request your data in CSV or JSON format for transfer to another service.

Right to Lodge a Complaint: File with our Grievance Officer (below) or with the relevant regulatory authority.

9. Grievance Officer

Grievances are acknowledged within 48 hours and resolved within 30 days. For unresolved complaints, you may escalate to the relevant adjudicating officer under the IT Act, 2000.

10. Changes to This Policy

HBIMS-NAF&SA may update this Privacy Policy at any time. Material changes will be communicated at least 15 days in advance via email and prominent notice on https://www.nationaladmission.com/. Continued use of our services after the effective date constitutes acceptance of the revised policy.

Last reviewed by HBIMS Board of Directors on 1 March 2026. Reference: HBIMS/NAF&SA/LEGAL/PP/2026/V3.0