This Privacy Notice is provided to ensure the persons whose personal information is being processed by the Maritime Security Centre of Excellence (MARSEC COE) are fully informed in a clear and transparent manner, in accordance with the NATO Personal Data Protection Framework Policy and MARSEC COE’s internal procedures.

1. Personal Data Protection Officer (PDPO): Legal Advisor (LEGAD)
2. Address: MARSEC COE, Milli Savunma Üniversitesi Kampüsü, Konaklar Mah. Org. İzzettin Aksalur Cad., 34334 Yenilevent/Beşiktaş/İstanbul, Türkiye.
3. E-Mail: legad@marseccoe.org

Based on your affiliation with us (e.g., as a staff member, trainee, guest speaker, intern, or visitor), MARSEC COE currently collects and processes the following necessary information:

1. Personal Identifiers: Name, surname, rank/title, nationality, gender, date and place of birth, Passport / National ID Card numbers.
2. Contact Details: Phone numbers, e-mail addresses, residential addresses, and emergency contact information (next of kin).
3. Professional Details: Service/Institution, branch/division, job title, and NATO Security Clearance details.
4. Logistical & Support Data: Vehicle license plate numbers, accommodation/hotel reservation needs, transportation requirements, and dietary restrictions (if provided).
5. Academic Background: Curriculum Vitae (CV), education history, and language skills.

Most of the personal information MARSEC COE processes is provided to us directly by you (via In-Processing Forms, Personnel Attendance Forms, or Internship Applications) or received from your national authorities/employers. MARSEC COE uses the information that you have given us in order to:

1. Provide you access to the MARSEC COE and National Defence University (NDU) campus facilities.
2. Administer and manage education, training, and exercise activities (e.g., course registrations, certificates).
3. Manage personnel, internship, and fellowship procedures.
4. Coordinate Host Nation Support (HNS) services, including protocol, hotel accommodations, and airport transfers.

MARSEC COE may share your specific information with:

1. Turkish Host Nation security authorities (for campus access and security clearances).
2. 3rd Party commercial service providers (e.g., hotels, travel agencies, and transportation companies) strictly on a “need-to-know” basis to fulfill your logistical requirements.

The basis MARSEC COE relies on for processing this information includes:

1. Your Consent: Especially for using your images/photos in MARSEC COE public affairs materials or collecting specific dietary/health data. You can withdraw your consent at any time by contacting the PDPO.
2. Contractual/Legal Obligation: To fulfill administrative and legal procedures required by NATO and Host Nation regulations.
3. Vital Security Interest & Task: To ensure the physical and informational security of the headquarters including but not limited to CCTV Security Recording.

Your information is securely stored at MARSEC COE premises, both in locked physical cabinets and on protected cyber networks. MARSEC COE keeps your personal information only for the time period necessary to fulfill the specific purpose for which it was collected. Once the purpose is fulfilled (e.g., the course has concluded, or your assignment has ended), your information will be securely disposed of or archived.

Under data protection rules, you have rights we need to make you aware of. Please note that these rights are not absolute and may be subject to limitations based on MARSEC COE policies and security requirements.

1. Right to Access: You may ask MARSEC COE for copies of your personal information. (Access may be restricted for data processed during security/administrative investigations or if it requires disproportionate resources).
2. Right to Rectification: You may ask MARSEC COE to correct personal information you think is inaccurate or incomplete.
3. Right to Erasure / Restriction: You may ask MARSEC COE to erase or restrict the processing of your personal information in certain circumstances (e.g., if it is no longer necessary for the purpose). However, the right to erasure does not apply to irreversibly anonymized data, physical archives, or records of permanent value concerning individuals acting in an official capacity.

If you wish to make a request regarding your rights or have a complaint about how your data is handled, please contact the MARSEC COE Personal Data Protection Officer (PDPO) via the contact details provided in Section 1.