Policy DocumentThis Privacy Policy explains how HBIMS-NAF&SA collects, uses, stores, protects and shares personal information of aspirants, parents, guardians, alumni, website visitors, app users and other individuals interacting with our admission-support framework.
This policy is intended to explain our data practices in accordance with applicable Indian data protection, information technology and record-retention requirements.
By accessing www.nationaladmission.com, submitting an application form, using the HBIMS Mobile App, communicating with the Student Desk, or otherwise providing information to HBIMS-NAF&SA, you acknowledge that you have read and understood this Privacy Policy.
1Information We Collect
1.1 Personal Identification
- full legal name
- date of birth
- age
- gender
- nationality
- category, where applicable
- father / mother / guardian name
- photograph
- identity details such as Aadhaar, passport, voter ID, PAN or other ID details, where required, voluntarily submitted or applicable to the stage
For aspirants below 18 years of age, parent / guardian information and consent may be collected.
1.2 Contact Information
- mobile number
- WhatsApp number
- email address
- permanent address
- correspondence address
- parent / guardian contact details
- alternate emergency contact, where applicable
This information is used for admission-stage communication, counselling, reminders, document coordination and official updates.
1.3 Academic Records
- 10th marksheet
- 12th marksheet
- ITI certificate
- diploma record
- graduation degree
- transfer certificate
- character certificate
- board / university details
- percentage and passing year
- course-specific academic documents
These records are used for eligibility screening and candidate profile assessment.
1.4 Medical and Health-Related Information
Merchant Navy admission and training may require medical-readiness awareness and medical documentation. Where applicable, we may collect:
- height
- weight
- BMI
- eyesight details
- colour vision status
- hearing-related information
- blood group
- past medical declaration
- medical reports voluntarily submitted by candidate
- DGMA / DG Shipping-approved medical examiner report, where applicable
Final medical fitness can be decided only by a DGMA / DG Shipping-approved medical examiner / doctor. HBIMS-NAF&SA does not declare final medical fitness.
1.5 Financial Information
- transaction details
- invoice details
- receipt records
- bank account details for refund processing
- IFSC code
- account holder name
- payment gateway confirmation
- GST-related details, where applicable
All official payments should be made only through approved bank-channel or official payment modes. HBIMS-NAF&SA does not authorise cash payments to individuals or personal-account transfers.
1.6 Technical Data
- IP address
- browser type
- device type
- operating system
- referring page
- pages visited
- time spent
- cookie data
- session information
- approximate location based on IP
This information is used to improve website functionality, security, user experience and digital performance.
1.7 Communication Preferences
- phone calls
- WhatsApp messages
- Navya AI WhatsApp support
- SMS
- RCS messages
- app notifications
- admission-stage alerts
Consent records may include date, time, source and status of consent.
2How We Use Your Information
- application processing
- NAF ID or application reference support
- eligibility screening
- aptitude or readiness screening coordination
- counselling
- parent briefing
- medical-readiness awareness
- document checklist support
- dossier preparation
- DGMA / DG Shipping-approved MTI mapping support
- seat-allocation / seat-assurance stage support
- HBIMS Mobile App updates
- Student Desk communication
- payment confirmation
- refund processing
- grievance handling
- compliance records
- audit-ready documentation
- service improvement
- fraud prevention
- legal or regulatory response where required
3Data Sharing
HBIMS-NAF&SA may share information only where required for the admission-support process, statutory requirement, payment processing, communication delivery or legal compliance.
3.1 DGMA / DG Shipping-Approved MTIs
Relevant candidate dossier / required documents may be shared with the selected DGMA / DG Shipping-approved MTI after candidate consent, written acknowledgement or stage-based confirmation.
3.2 Medical Examiners
Medical or medical-readiness information may be shared with DGMA / DG Shipping-approved medical examiners / doctors only where required and applicable.
3.3 Payment Partners
Financial and transaction information may be shared with regulated payment gateway, banking, accounting or GST-processing partners.
3.4 Communication Providers
Contact details may be processed through verified communication service providers for SMS, WhatsApp, RCS, email, app notifications and admission-stage alerts.
3.5 Legal and Regulatory Authorities
Information may be disclosed where required by law, court order, regulatory direction, government authority, statutory requirement or lawful investigation.
3.6 No Sale of Personal Data
HBIMS-NAF&SA does not sell, rent or trade personal information to advertisers or data brokers.
4Data Security
HBIMS-NAF&SA uses reasonable administrative, technical and physical safeguards to protect personal information.
- access control
- role-based internal permissions
- password protection
- secure databases
- encrypted transmission where applicable
- document storage controls
- staff confidentiality obligations
- record audit practices
- secure disposal of physical documents
- review of data-access practices
No digital system can be guaranteed completely risk-free. However, HBIMS-NAF&SA takes reasonable steps to protect candidate and parent information from unauthorised access, misuse, loss or disclosure.
5Data Retention
HBIMS-NAF&SA may retain records depending on the nature of the data, applicable law, audit requirement and admission-stage purpose.
- active candidate records during admission-support process
- financial records as required under applicable tax, audit and accounting laws
- acknowledgement and consent records for auditability
- grievance and refund records for dispute handling
- rejected or withdrawn application data for a limited operational period
- anonymised analytics data for website improvement
Where deletion is requested, non-mandatory data may be deleted or anonymised, subject to statutory, legal, financial, audit and dispute-resolution requirements.
6Cookies and Tracking
- essential website functionality
- form submission support
- security
- analytics
- performance improvement
- user-experience improvement
- campaign measurement, where consented
Users may manage cookies through browser settings. Disabling certain cookies may affect website functionality.
7Messaging Consent: WhatsApp, Navya AI, SMS, RCS and Email
By submitting an application, enquiry, form, consent checkbox or communication request, you may consent to receive admission-stage communication from HBIMS-NAF&SA through phone call, WhatsApp, Navya AI WhatsApp support, SMS, RCS, email and HBIMS Mobile App notification.
- eligibility updates
- NAF ID or application-stage updates
- counselling reminders
- aptitude or readiness screening information
- document checklist
- medical-readiness guidance
- fee reminders
- MTI mapping updates
- admission-stage notices
- refund or grievance communication
Opt-Out / Unsubscribe
To stop receiving informational updates from HBIMS-NAF&SA regarding your NAF ID, you may click Unsubscribe, reply STOP where supported, or email admin@nationaladmission.com with subject "Unsubscribe."
Opting out of promotional communication may not stop mandatory transactional or stage-related communication required for an active application, refund, grievance, document or compliance process.
8Your Rights
- access to your personal information
- correction of inaccurate information
- withdrawal of marketing consent
- deletion of non-mandatory data
- copy of selected records, where available
- grievance review
Certain information may not be deleted immediately if it is required for legal, financial, audit, statutory, dispute-resolution or active-process purposes.
9Current Public Offices and Contact Structure
HBIMS-NAF&SA currently maintains two public communication / counselling offices:
| Office | Address | Line |
|---|---|---|
| Jaipur Office - Regional Office | Plot C-78, Siddharth Nagar, Airport Road, Jaipur, Rajasthan | +91 141 4028734 |
OfficeGurugram Office - Pratibha Tower, Ashok +91 124 4209310 Corporate Office Marg, Silokhera, South City I, Gurugram, Haryana - 122001 ———————————————————————--
Preferred Communication Channels
| Channel | Details | Purpose |
|---|---|---|
| WhatsApp / Navya AI Support | +91 9650819757 | Available 24/7 for basic guidance, quick queries and admission-stage support. |
ChannelDirect Line +91 9205222414 Student Desk and admission support during counselling hours.
Email admin@nationaladmission.com Official records, documents, complaints and refund requests.
Website www.nationaladmission.com Official forms, policies and admission-stage information. —————————————————————————--
10Grievance Officer / Data Contact
For privacy concerns, correction requests, data-access requests, consent withdrawal, unsubscribe requests or grievances, contact:
| Channel | Details | Purpose |
|---|---|---|
| WhatsApp / Navya AI Support | +91 9650819757 | Available 24/7 for basic guidance, quick queries and admission-stage support. |
Direct Line +91 9205222414 Student Desk and admission support during counselling hours.
Email admin@nationaladmission.com Official records, documents, complaints and refund requests.
Website www.nationaladmission.com Official forms, policies and admission-stage information. —————————————————————————--
Grievances are acknowledged within 48 hours and are generally resolved within 30 days, subject to the nature of the request, verification requirements and applicable law.
11Changes to This Policy
HBIMS-NAF&SA may update this Privacy Policy from time to time. Material changes may be communicated through email, website notice, app notification or other official communication channels.
Continued use of our website, app, forms or services after the effective date of a revised policy may be treated as acceptance of the updated policy.
12Final Legal Note
HBIMS-NAF&SA provides admission-support, eligibility screening, counselling, medical-readiness awareness, document guidance and seat-mapping facilitation. HBIMS-NAF&SA does not replace DGMA / DG Shipping, DGMA-approved MTIs, medical examiners, Indian Maritime University, shipping companies, flag-state authorities, port-state authorities or statutory bodies.
13Official HBIMS Mobile Application
HBIMS-NAF&SA operates one official mobile application, published under the name HBIMS. It is available for Android and iOS through the two official listings below, and through no other source.
| Platform | Official Listing | Publisher |
|---|---|---|
| Android | Google Play — HBIMS | Humble Bee Education Foundation |
| iOS | Apple App Store — HBIMS | Humble Bee Education Foundation |
This Privacy Policy applies to the HBIMS mobile application in the same manner as it applies to www.nationaladmission.com. Information submitted by a candidate through the application is handled under the same clauses of this document that govern information submitted through the website, including collection, use, sharing, security, retention, messaging consent and your rights.
Any application, installation file or download link offered outside these two official listings is not authorised by Humble Bee Education Foundation. Candidates and parents should verify the publisher name before installing.