Guidance

Seafarer medical information privacy notice

Updated 4 May 2023

This privacy notice explains how the Maritime and Coastguard Agency (MCA) use any personal information we collect about you when provided on the medical examination of seafarer’s report form (ENG 2), the seafarer medical examination notices of failure/restriction (ENG 3), the certificate of medical fitness (ENG 1), and any seafarer medical report forms (ML5), which are referred to MCA for assessment.

We will use this information to fulfil our duties as stated in the Merchant Shipping (Maritime Labour Convention) (Medical Certification) Regulations 2010 (which implement the UK’s international obligations under Maritime Labour Convention, 2006), the ILO Work in Fishing Convention (C.188) and the International Convention on Standards of Training, Certification and Watchkeeping for Seafarers, 1978, as amended (STCW).

1. What information do we collect about you?

The following personal information will be collected:

• your full name
• your date of birth
• your gender
• your nationality
• your contact details including your address, postcode, telephone number and email address
• your identification document details
• information about your job including: the department you work in, type of vessel you work on and where it operates

The following special category data will be collected by the MCA for reasons of substantial public interest on the basis to fulfil our duties as stated in the Merchant Shipping Labour Convention (Medical Certification) Regulations 2010.

• your previous ENG 1 examination history
• your medical history including relevant family medical history, information regarding any declared medical conditions, medications, height, weight, BMI, blood pressure, pulse rate, urine test results and the outcome of any physical examination

2. How we use the information about you?

The personal information collected will be directly related to your ENG 1 Examination or ML5 Medical Referral.

For ENG medical examinations the MCA approved doctor/s or when necessary, the medical administration team (which is part of the seafarer safety & health branch of the MCA), will process your personal data, including medical information, to enable MCA approved doctors or medical referees to make a decision on your fitness to work at sea.

For ML5 medical referrals the medical administration team (which is part of the seafarer safety & health branch of the MCA), will process your personal data, including medical information, to enable the MCA ML5 assessors to make a decision on your fitness to work.

We will provide medical certificate verification to authorized organizations. The information provided will only verify a medical certificate as being valid or invalid, we will not provide any personal or medical information.

Anonymised data will be collated to support statistical and quality assurance, this information is published on the GOV.UK page ENG1 and ML5 annual medical reports and summaries.

3. Retaining your information

We will keep your personal information for 10 years after the date of your last medical, after which time it will be deleted.

4. Sharing your information

We will not share your personal information with third parties to use for a purpose that is not compatible with the MCA Medical system, unless required or permitted to do so by law.

For ML5 Referrals the information you provide is primarily used to enable processing staff at the MCA to assess your fitness to work at sea and issue a boatmasters licence or certificate. If applying for a Royal Yachting Association (RYA) certificate, the information will be shared with the RYA processing staff.

For ENG 1 Medicals if you attend another approved doctor in the future, that doctor will have access to the previous medical history to support the safety and standards as stated in the Merchant Shipping Regulations (Medical Certification) 2010.

If you apply for an ENG 1 review, your medical information collected by the Approved Doctor/s will be shared with the MCA appointed Referee, to enable them to assess your fitness to work at sea.

5. Storing your information

We will securely store your personal information in the UK. We do not routinely transfer data overseas but when this is necessary, we will ensure that we have the appropriate safeguards in place.

6. Automated decision making

We will not use automated decision making or profiling in using your data.

7. Your rights

The UK GDPR sets out a number of rights which individuals have over their personal data, allowing you to request copies of your personal data and, in certain circumstances, to object to it being used for a certain purpose, or to have it deleted or modified. To find out more please see our Personal information charter.