List of active policies

Full policy

1. GENERAL POLICY STATEMENTS

a) SIMS adheres to the principles of transparency, legitimate purpose, and proportionality in the collection, processing, security, retention, and disposal of personal information.
b) Customers, employees, and third parties whose personal data is collected are considered data subjects under this policy.
c) Data subjects will be informed of the purposes for which their personal information is collected and processed.
d) Data subjects have the right to correct inaccurate or outdated data and to object to the collection of their personal information within the bounds of applicable privacy laws.
e) In case of a data breach or unauthorized access, data subjects have the right to file a complaint with the appropriate government agency.
f) SIMS ensures the security of personal information through adequate measures for both physical and digital storage.
g) Personal information is collected and processed only by authorized personnel and for legitimate purposes.
h) Obsolete information will be securely and lawfully disposed of in accordance with [CLIENT]’s privacy and retention procedures.
i) Any suspected or actual data privacy breach must be reported to the Data Privacy Response Team.
j) Data subjects may inquire or request information regarding the processing of their data by contacting the Data Privacy Response Team.

2. WHAT PERSONAL INFORMATION WE PROCESS

Information You Provide

SIMS collects personal data you voluntarily provide, which may include:

• Contact details (e.g., name, job title, address, email, phone number)
• Additional demographic information (e.g., gender, age, nationality)
• Questions, comments, requests, and orders
• Financial information for payment processing
• Login credentials
• Preferences or other voluntary information

Information from Your Device

We collect data from your device through cookies and similar technologies, including:

• Browser and device details
• Usage patterns on our website or application

Information from Business Partners and Third Parties

Personal information may also be obtained from SIMS’s Business Partners or third parties, including publicly available sources, to fulfill contractual obligations.

3. HOW WE USE YOUR PERSONAL INFORMATION

SIMS may use your personal data for the following purposes:

To Fulfill Obligations

• Deliver products and services
• Facilitate transactions
• Maintain accurate records

To Communicate

• Provide updates on products, services, and company activities
• Share relevant training schedules and course details
• Respond to questions, feedback, or requests
• Invite participation in surveys

To Enhance Products and Services

• Customize user preferences
• Develop new offerings

To Comply with Regulations

• Retain required records
• Prevent and address fraud or violations
• Ensure the safety and security of users

With your consent, your personal data may also be used for other compatible purposes.

4. SHARING, DISCLOSURE, OR TRANSFER OF INFORMATION

SIMS does not share, disclose, or transfer personal information to third parties except as necessary for legitimate purposes outlined in this policy.

5. YOUR RIGHTS AS A DATA SUBJECT

Under the Data Privacy Act of 2012 (Republic Act No. 10173), your rights include:

• Being informed whether your personal information is being processed
• Accessing details on how your information is processed
• Correcting inaccurate or outdated data
• Objecting to certain data processing activities
• Filing a complaint regarding unauthorized use or breaches

6. DATA PRIVACY OFFICE

You may contact SIMS’s Data Privacy Office for inquiries, concerns, or requests regarding your personal data, including retrieval and deletion.

Through email:

SIMS Data Privacy Officer

sims_manila@yahoo.com

Full policy

1. Introduction

These Terms of Use (“Terms”) govern the access to and use of Southern Institute of Maritime Studies Inc. online maritime learning platform (the “Platform”) by all users, including enrolled Trainees, Instructors, Assessors, IT Administrators, and other authorized personnel. Southern Institute of Maritime Studies Inc.  is a Maritime Training Institution whose programs comply with the Maritime Industry Authority (MARINA) Circular No. SC-2021-10 (Revised Guidelines on Seafarers’ Distance Learning and E-Learning) Southern Institute of Maritime Studies Inc. also adheres to the Philippines’ Data Privacy Act of 2012 (Republic Act 10173) in handling personal data. By using the Platform, you agree to these Terms and to all referenced policies and laws. Southern Institute of Maritime Studies Inc.  reserves the right to update these Terms at any time; continued use of the Platform after changes are posted constitutes acceptance of the revised Terms.

2. Definitions

• Trainee – an individual officially enrolled in a Southern Institute of Maritime Studies Inc. course, accessing the Platform for learning.
• Instructor – a qualified trainer or educator assigned to teach course material via the Platform.
• Assessor – a qualified person responsible for conducting evaluations, exams, and assessments of Trainees.
• IT Administrator – a person authorized by Southern Institute of Maritime Studies Inc.  to manage, configure, and maintain the Platform and user accounts.

These roles may overlap (e.g. an Instructor may also serve as Assessor), but each user must use only their own assigned account and privileges.

3. Account Registration and Security

Each user must register for an individual account using accurate, truthful personal information. Accounts are for the registered user’s sole use: you may not create or use multiple accounts without permission, nor share your login credentials with anyone. The password and any authentication devices are your personal responsibility. You must keep them confidential and use strong, unique passwords that you change regularly. Under the Data Privacy Act, your account information and activities are considered personal data and will be protected with reasonable organizational, technical, and physical safeguards. You must promptly notify Southern Institute of Maritime Studies Inc. support (or IT Administrator) if you suspect any unauthorized access or security breach involving your account. Southern Institute of Maritime Studies Inc.  may terminate or suspend accounts if registration information is false, if credentials are compromised, or if policies are violated.

4. Permitted and Prohibited Use

Users may use the Platform only to participate in Southern Institute of Maritime Studies Inc. -approved courses and related educational activities, in accordance with these Terms and all applicable laws. Any commercial or unauthorized use of the Platform or its contents is strictly prohibited. 

• Permitted Uses: Access and view course materials, participate in discussions, submit assignments and assessments, communicate with Instructors and peers, and otherwise engage in approved course activities. You may use content (videos, readings, slides) for your personal learning in the course.
• Prohibited Uses: It is forbidden to engage in cheating, plagiarism, or any academic dishonesty. You may not share your account or take assessments for someone else, nor assist others in cheating. Copying, distributing, or publishing course materials outside the Platform without written permission is prohibited. Tampering with course content, hacking, reverse-engineering the Platform, or using bots/automated scripts is forbidden. Do not post or transmit any unlawful, defamatory, or obscene content, or any material that violates intellectual property rights of Southern Institute of Maritime Studies Inc.  or third parties. Instructors and Assessors must not use trainee information or exam materials outside the scope of instruction and assessment. Any violation may result in disciplinary action, including suspension, expulsion from the course, or legal action.

5. Intellectual Property and Licensing

All course content, materials, software, and documentation on the Platform are owned or licensed by Southern Institute of Maritime Studies Inc.  and protected by Philippine and international intellectual property laws. Southern Institute of Maritime Studies Inc.  grants each user a limited, personal, non-exclusive, revocable license to access the Platform and use the content solely for learning or teaching as part of Southern Institute of Maritime Studies Inc.  courses.  This license does not transfer any ownership rights; you acknowledge that you receive no other rights in the content or software. You may not copy, modify, distribute, republish, or create derivative works from the Platform’s proprietary content except as expressly permitted in writing. Trainees retain ownership of content they themselves create (such as forum posts or assignments), but by submitting it to the Platform, they grant Southern Institute of Maritime Studies Inc.  a license to use, reproduce, and distribute that “User Content” for educational purposes. Southern Institute of Maritime Studies Inc.  may remove or disable content that infringes others’ IP rights or violates these Terms.  

6. Confidentiality

Each user must maintain the confidentiality of any sensitive information accessed through the Platform. This includes other users’ personal data, non-public course materials (such as exam questions or instructor notes), and any private communications or data. Southern Institute of Maritime Studies Inc. will keep user personal information confidential and secure as required by law, and we expect all users to do the same. No user may disclose or share confidential data without proper authorization. Any unauthorized disclosure of confidential information – for example, revealing exam answers or private trainee evaluations – is a serious breach of policy and may result in immediate suspension or termination of access and possible legal action.

7. Assessment and Examination Conduct

Assessment rules are strictly enforced to preserve academic integrity. All quizzes, exams, and graded activities must be taken honestly and only with permitted aids. During assessments, no unauthorized resources or collaboration is allowed, and all answers must be your own. Southern Institute of Maritime Studies Inc.  prescribes clear conditions for examinations and implements invigilation procedures to prevent cheating. Instructors and Assessors will use randomized question banks and secure timelines; Trainees must strictly adhere to all instructions (e.g. no sharing of questions or answers). Any instance of cheating, such as copying, using unapproved materials, impersonation, or facilitating another’s dishonesty, may lead to a zero score, course failure, or further sanctions in accordance with Southern Institute of Maritime Studies Inc.'s academic integrity policies.

8. Monitoring and Proctoring Tools

To ensure compliance during online assessments, Southern Institute of Maritime Studies Inc. may employ monitoring and proctoring technologies. For example, the Platform may require a live or automated proctor (webcam, audio monitoring, screen capture) during quizzes and exams. The system may record exam sessions and log activity (such as keystrokes or IP address). MARINA guidelines permit geo-fencing/geolocation during formative assessments to verify that Trainees are taking exams in authorized locations. By using the Platform, you consent to such monitoring. Any attempt to disable or obstruct these monitoring tools is prohibited and may be considered a breach of exam conduct rules.

9. Electronic Transactions and Signatures

The Southern Institute of Maritime Studies Inc. may conduct official transactions (enrollments, exam results, certificates, and consent to policies) electronically through the Platform. In accordance with the Philippines’ Electronic Commerce Act (RA 8792), all electronic records and signatures shall have the same legal effect as paper documents. Thus, clicking “I accept,” entering a PIN, submitting coursework online, or any other electronic act indicating your assent to these Terms or any digital agreement is fully binding. You acknowledge that digital acceptance, notices, and communications are valid and enforceable.

10. Data Processing and Privacy Rights

Southern Institute of Maritime Studies Inc.  is a “Personal Information Controller” under RA 10173. We collect and process personal information (e.g. name, contact, educational records) needed for course delivery and administration. Processing of your personal data is done lawfully (with your consent and for compliance with our contract) and in accordance with principles of RA 10173. Personal data are used only for declared purposes (course enrollment, certification, progress tracking, reporting to authorities, and similar legitimate academic needs). The Southern Institute of Maritime Studies Inc. will implement reasonable and appropriate technical and organizational measures to safeguard your data and shall not disclose it without your consent, except as required by law or MARINA regulations.

You have the rights guaranteed by RA 10173. In particular, you can request information on what personal data we hold and how we use it, and to obtain a copy of your data in a common format. You may request correction of inaccurate or outdated information, or request deletion/withdrawal of data that is unlawfully processed or no longer necessary. Upon such a request, the Southern Institute of Maritime Studies Inc. will act promptly in accordance with applicable legal requirements. If you believe your data privacy rights have been violated, you may file a complaint with the National Privacy Commission or seek legal remedies. Southern Institute of Maritime Studies Inc. full Privacy Notice provides additional detail on data collection, retention, and your rights under the law.

11. Suspension, Deactivation, and Data Retention

Southern Institute of Maritime Studies Inc.  reserves the right to suspend or deactivate any user account or access privileges if the user breaches these Terms or applicable policies. For example, violations of academic or IT policies may result in temporary suspension pending review, or permanent deactivation for serious misconduct. In addition, inactive accounts (e.g. Trainees who have completed or failed to re-enroll) may be automatically terminated after a specified period (commonly 1 year of inactivity) as part of our policy. Upon termination or expiry of an account, Southern Institute of Maritime Studies Inc.  will retain personal and academic records only as long as required by law or legitimate purposes. After the retention period, data will be securely deleted or anonymized. 

12. Limitation of Liability

To the maximum extent permitted by law, Southern Institute of Maritime Studies Inc.  and its officers, employees, affiliates and licensors shall not be liable for any indirect, incidental, special or consequential damages arising out of or related to your use of the Platform. Southern Institute of Maritime Studies Inc.  makes no warranties that the Platform will be error-free or uninterrupted. We are not responsible for third-party content or external links accessed through the Platform. If Southern Institute of Maritime Studies Inc.  is found liable, our total aggregate liability will not exceed any fees paid by you for the affected service. This limitation applies to all causes of action, even if Southern Institute of Maritime Studies Inc.  has been advised of potential damages.

13. Indemnification

You agree to indemnify, defend, and hold harmless Southern Institute of Maritime Studies Inc. , its officers, employees and agents from any claims, losses, liabilities, damages, costs or expenses (including attorneys’ fees) arising from or related to: (a) your violation of these Terms or any law; (b) your violation of any third-party rights (including privacy or intellectual property); or (c) your use or misuse of the Platform. This obligation survives termination of your access.

14. Governing Law and Dispute Resolution

The laws of the Republic of the Philippines govern these Terms. Any dispute arising in connection with these Terms, the Platform or its content shall be subject to the personal and exclusive jurisdiction of the Philippine courts. By agreeing to these Terms, you consent that all claims shall be resolved in the courts located in the Philippines. (Southern Institute of Maritime Studies Inc.  may choose, in its discretion, to invoke arbitration or other dispute resolution mechanisms where permitted by law.)

15. General Provisions

Southern Institute of Maritime Studies Inc.  may amend these Terms at any time by posting a revised version on the Platform. It is your responsibility to review the Terms periodically. Your continued access to or use of the Platform after any changes are posted constitutes acceptance of those changes. If any provision of these Terms is found unenforceable, it will be reformed only to the extent necessary and the remaining provisions will remain in full force. Failure of Southern Institute of Maritime Studies Inc.  to enforce any right or provision in these Terms will not constitute a waiver of such right or provision.

Full policy

1 Purpose & Coverage

By electronically attesting and consenting to this Agreement, you confirm that you have read, understood, and will fully comply with the Academic Integrity & Anti-Cheating Policy of the Training Institution and with all MARINA-mandated regulations cited therein.

 2 Acknowledgement of the Policy 

I acknowledge that the Policy defines:

• Prohibited conduct – plagiarism, contract cheating, impersonation, unauthorized collaboration, use of unapproved materials, falsification of data, sharing assessment content, and any act that distorts a learner’s true mastery.
• Preventive controls – secure-exam browsers, webcam/audio proctoring, IP geofencing, sealed paper exams, randomized question banks.
• Investigation, sanction, and appeal procedures – including warning letters, grade penalties, course failure, certificate revocation, and referral to MARINA or my employer.

3 Cheating Violations & Sanction Matrix

Sanctions may be escalated if intent or recurrence is established during investigation.

 4  Appeals Process

• Filing – Submit a written appeal to the Registrar within five (5) working days of receiving the sanction notice.
• Documentation – Provide supporting evidence (e.g., draft files, originality reports, proctoring logs) and a clear statement of grounds (procedural error, new evidence, disproportionate penalty).
• Review Panel – Comprised of the Training Manager (chair), an independent faculty member, and the Quality Assurance Officer.Decision Timeline – Panel issues a written decision within ten (10) working days of complete submission.
  
• Outcomes –
  • • Uphold – original sanction confirmed.
    • Modify – sanction adjusted (e.g., from course failure to grade reduction).
    • Overturn – sanction voided; record cleared.
• Finality – Panel decision is final within the institution. MARINA-regulated penalties may still apply if mandated externally.

 5 Learning Commitments 

I solemnly agree to:

1. Produce original work and cite sources accurately.
2. Complete all assessments independently, unless group work is expressly authorised.
3. Use only approved materials/devices during assessments.
4. Respect all technical safeguards and not attempt to bypass them.
5. Maintain confidentiality of assessment content.
6. Report suspected academic dishonesty within 24 hours.
7. Accept sanctions per the matrix above if found in violation.

6 Consent to Monitoring and Data Processing  

I understand and consent that:

• Audio-video proctoring, screen-capture, login logs, and IP data may be recorded and retained for up to one (1) year—or longer if an investigation or appeal is pending.
• Personal data are processed solely for academic-integrity enforcement, certification, and regulatory reporting, in line with the Data Privacy Act of 2012 and MARINA requirements.
• Refusal to consent will prevent enrollment or completion of the course.

7 Declaration & Electronic Signature

I, the undersigned trainee, hereby declare that I voluntarily and knowingly agree to abide by every provision of the Academic Integrity & Anti-Cheating Policy. I understand that non-compliance may lead to disciplinary action up to—and including—expulsion and revocation of certificates.

Full policy

Payment and Refund Policy

1. Changes in the Training Schedule

SIMS (“We” or “Us”) reserves the right to modify, cancel, or reschedule a training course when necessary due to the following:

a. Emergencies, natural disasters, or similar unforeseen events; and
b. Insufficient number of enrollees to conduct the course feasibly.

Except for emergency-related cancellations or rescheduling, trainees will be notified at least forty-eight (48) hours before the original training schedule. If applicable, the new training schedule will also be provided.

For cancellations caused by emergencies, trainees will be informed as soon as it is safe and practical to do so.

2. Payment Schedule

a. Trainees must pay at least 50% of the training fee, or the full amount, to reserve a slot in the training course.
b. The remaining balance must be settled no later than the day before the course concludes.

3. Cancellation

a. Cancellation by SIMS
If SIMS cancels or reschedules a training session and the trainee is unable to attend the new schedule (if provided), the trainee may request a full refund.

b. Cancellation by the Trainee

1. Trainees may cancel their training enrollment for valid reasons, such as:

   • Medical emergencies:
     • Doctor’s note or medical report
     • Hospital discharge summary
     • Prescription medications
   • Other emergencies:
     • Police reports for accidents or crimes
     • Fire department reports
     • Official notices related to the incident
   • Company-related circumstances:
     • Official company memos or announcements
     • Earlier embarkation or similar events
     • Travel itineraries or agendas

2. For valid cancellations, the trainee may choose one of the following options:

   • Enroll in a make-up class at no additional cost
   • Transfer the training slot to another individual
   • Request a refund (subject to the refund terms below)

3. Cancellation requests must be submitted via email or other approved communication channels, along with relevant supporting documents. Requests without valid reasons will result in forfeiture of any payments made.

4. Requests for cancellations must be made at least three (3) working days before the training date. Failure to comply will result in forfeiture of any payments made.

5. Refunds will only be issued for cancellations due to valid emergencies when the trainee is unable to reschedule within a month (e.g., due to early embarkation). The refundable amount is determined as follows:

   • For cancellations made three (3) or more days before the training date: 50% of the training fee will be deducted as an administrative fee.
   • For cancellations made during the ongoing training: No refunds will be issued.

4. Issuance of Training Certificate

A training certificate will only be issued to trainees who meet the following requirements:
a. Successful completion of all training requirements, including attendance, assessments, and practical evaluations; and
b. Full payment of the training fees.