Privacy statement

Twente Personeelsdiensten B.V. is located at Stationsplein 10, Wierden (7641 XZ) and are responsible for processing personal data in the context of the nature of the temporary employment and payroll organisation . In the context of the present declaration from now on referred to as "we" and "us".

What can one expect from Twente Personeelsdiensten B.V.?

Twente Personeelsdiensten B.V. considers privacy to be important. Twente Personeelsdiensten B.V. therefore attaches great importance to the careful and secure handling of data of candidates, flex workers, clients, employees, suppliers and website visitors in accordance with privacy laws and regulations, including the General Data Protection Regulation.

We never sell personal data to third parties. We do, however, use the services of other parties who process data on our behalf. We conclude processing agreements with these parties so that they too handle our personal data carefully. After all, we remain responsible for personal data protection. In addition, we share data with other parties where we are obliged to do so under laws and regulations or on the basis of a contractual provision. For example, with the tax authorities or another government body. It may also be necessary to share personal data with other parties as part of our services. For example, when we introduce a candidate to a client.

We do not retain personal data for longer than is strictly necessary for the purpose for which the data was obtained.

When do we process personal data?

We process personal data from the moment someone:

visit any of our websites;
enter personal data on our website, for example by creating an account;
someone registers at one of our branches;
uses our services.

It may happen that we process data about someone that we have not obtained directly from the person. Even then, we only process this data for a predefined and legitimate purpose.

What do we do with personal data?

It depends on how we know someone. When our website is visited, we process different data than when someone works for us. We have taken this into account in the overview below. Therefore, several categories may apply to someone. We also inform someone how we handle personal data in specific situations.

For certain processing operations, we seek prior personal consent. If someone does not give consent and/or objects to a processing, this may affect the service we can provide to someone.

Visiting the website

As a visitor to our website, we do not initially know someone by name. When someone asks us a question via the contact form, for example, we do process personal data. We also treat the IP address as personal data.

Communications

When someone contacts us, for example via email, social media or by phone, we may ask for contact details. We do this to handle a query or complaint and to contact someone later with additional information if necessary. The relevant data can then only be accessed by those within the organisation involved in handling a query or complaint.
We use various ICT tools, such as e-mail, to communicate among ourselves and with someone. We keep a history of this as long as it is relevant for follow-up, accountability and security. We use (cloud) providers.
To give someone an even better user experience and to better tailor our offer to someone, we use personal data if consent is given. We do this through cookies and similar technology. More on this in our cookie policy.
To operate and protect our IT systems, we process IP address and user data, among other things. We keep this data for 6 months (please check with IT supplier).

A contact from a client, supplier or other relationship

Communications

In order to tailor our services to personal needs and for possible cooperation, we store personal data of.

When people contact us, for example via email, social media or by phone, we may ask for contact details. We do this to handle a query or complaint and to be able to contact someone later with additional information if necessary. The data can only be accessed by those within the organisation dealing with the handling of the question or complaint in question.

We use various ICT tools, such as e-mail, to communicate among ourselves and with someone. We keep a history of this as long as it is relevant for follow-up, accountability and security. We use (cloud) suppliers. To measure how clients experience and use our services, we conduct studies and surveys. In doing so, we sometimes ask to share name and contact details so that we can follow up on the results and people can be informed about them if necessary.

Billing

To invoice and account for our services provided, we process relevant data such as contact names.
For our financial records and for checking and approving invoices, we store relevant data, such as the invoice and the personal data it contains.

Reports and audits

With the help of analyses and reports, we continuously improve our services and business operations. We avoid using personal data as much as possible, but sometimes we are forced to use a limited amount of data. Where possible, we then combine data and make it anonymous, so that people cannot be recognised.
To carry out internal and external audits, for example audits by our auditors or the tax authorities, we may process necessary data from clients, suppliers or other relations. In case of an external audit, involved parties have insight into personal personal data.

General

To operate and protect our IT systems, we process IP address and user data, among other things. We store this data for 6 months.
For legal purposes, the use of personal data may be necessary.

With regard to legal files, it is important to be able to use relevant personal data on an ongoing basis and to retain it to the extent relevant.

Job seeker

As soon as you leave personal data on our website, register at a branch or otherwise enlist our help in finding a job, we process the following data:

Registration

Upon registration, we use this data for another 4 weeks or, if permission has been granted, 1 year to look for a suitable job. We share relevant data with (potential) clients.

Apply

When someone applies for a position, we create a profile for you. This profile stores all relevant data for the application, such as knowledge and skills. This allows us to assess the application. We save this data until the procedure is completed. After that, if permission is granted, we use this data for another year to look for a suitable job.
As part of the application procedure, we request references from the contacts provided by the person concerned. With personal consent, we keep the data from the application procedure for 1 year after the application procedure has been completed.
To give someone an even better user experience and to better tailor our offer to someone, we use personal data if consent is given. We do this through cookies and similar technology. More on this in our cookie policy.

General

To learn and make improvements, we ask you to complete internal surveys. In doing so, we sometimes also ask you to share your name and contact details so that we can follow up the results and inform you about them if necessary.
Using analysis and reporting, we continuously improve our services. We report on this to clients. We avoid using personal data as much as possible, but sometimes we are forced to use a limited amount of data. Where possible, we then combine data and make them anonymous, so that you cannot be recognised.
If you contact us, for example via e-mail, social media or telephone, we may ask for your contact details. We do this to handle your question or complaint and to contact you later with additional information if necessary. Your details can only be accessed by those within the organisation who are dealing with your question or complaint.
We use various ICT tools, such as e-mail, to communicate among ourselves and with you. We keep a history of this as long as it is relevant for follow-up, accountability and security. We use (cloud) suppliers outside the EU for this purpose.
To operate and protect our IT systems, we process IP address and user data, among other things. We store this data for 6 months.
For legal purposes, the use of personal data may be necessary. With regard to legal records, it is important to be able to use relevant personal data on an ongoing basis and to retain it to the extent relevant.

Work through Twente Personeelsdiensten B.V.

In the overview below, we describe what we do with personal data. If we share data with other parties, please refer to the privacy statements of the parties concerned. Our occupational health and safety service or insurer may have a different statutory retention period.

Communications

To maintain our working relationship, to inform someone about development opportunities and to fulfil other legal obligations, we process personal data where necessary.

Employment contract and salary

We create a personnel file on the employee/employee, including, for example, a copy of the passport. We do this in order to fulfil contractual agreements. If we are required to do so by law, we share this data with government agencies and implementing bodies. We apply a statutory retention period of 5 years after the end of employment.
We are contractually obliged to insure an employee/ temporary worker. We share personal data with our insurance company/companies. In doing so, we apply a statutory retention period of 7 years after the end of employment.
To provide a pension, we are contractually obliged to share personal data with our pension provider. In doing so, we apply a statutory retention period of 7 years after the end of employment.
If we apply for a work permit so that someone can work in the Netherlands, we share personal data with government agencies and implementing bodies. We have a statutory retention period of 7 years after the end of your employment.
In order to apply for and account for grants and payroll subsidies, we use personal data. We share this data with grant providers and any third parties who help us arrange the grant. We keep the data for 7 years. If special personal data is necessary for the application, we may only use it with permission. Special personal data are data on religion or belief, race, political affiliation, health, sexual life, trade union membership and criminal record.
When an employee calls in sick, we pass this on to our occupational health and safety service. We ourselves store the minimum data necessary for contact with the employee concerned, the agreements made, whether there has been an industrial accident or a traffic accident with the possibility of recourse and information on recovery and any necessary adjustments that we receive feedback from the occupational health and safety service or company doctor. We keep this data for up to 7 years after leaving employment.
To pay the salary, we process personal contact and bank details. We use a legal retention period of 7 years under tax law.
To handle business claims, we also need contact and bank details and supporting documents of the claim. We have a statutory retention period of 7 years after the end of employment.
If a salary is garnished, we are required by laws and regulations to share personal data with bailiffs and creditors. We keep this data until the garnishment is withdrawn.

Career development and assessment

To track development and performance within our organisation, we create a personnel file. Any tests and assessments made are part of this. We keep this personnel file for a maximum of two years after the employment has ended or for as long as it is relevant to your current performance.

Services

If the assignment requires the possession of (official) documents, such as a Certificate of Good Conduct (VOG), we support in the administrative process. For this purpose, it is necessary to process personal data. We apply a legal retention period of 5 years.
To justify our invoices to our clients and to comply with contractual obligations, we keep (time) records. We use personal data for this purpose. We have a statutory retention period of 7 years.
Using analysis and reporting, we continuously improve our services. We report on this to clients. We avoid using personal data as much as possible. Sometimes we are forced to use a limited amount of data anyway. Where possible, we then combine data and make them anonymous so that they cannot be recognised. The retention period of these reports is 5 years.
To measure how customers experience and use our services, we conduct studies and surveys. To continuously improve our products and services, we use personal data.

General

We use various ICT tools, such as e-mail, to communicate among ourselves and with someone. We keep a history of this as long as it is relevant for follow-up, accountability and security. We make use of (cloud) suppliers. For example, name, contact details and function are then shared. Possibly also the photo uploaded.
To learn and make improvements, we ask you to complete internal surveys. In doing so, we sometimes ask you to share name and contact details so that we can follow up on the results and inform someone about them if necessary.
For our financial records and for checking and approving invoices, we store relevant data. We keep these for 7 years according to laws and regulations.
To carry out internal checks, such as audits, we process relevant data from clients, employees and candidates. The retention period is 5 years after the audit report is delivered.

Security and protection

For security, we use an access pass at some locations. We keep log data according to the legal maximum retention period of 6 months.
For the safety of our employees, our customers and property, we secure our buildings with camera's. These camera's are placed in a clearly visible position and they are alerted upon entry.
To manage and secure our systems, we use security measures. For example, a user name to identify someone on our systems. We store usage data in log files for a maximum of 6 months. We store changes in financially relevant systems for 7 years.
For legal purposes, the use of personal data may be necessary. With regard to legal records, it is important to be able to use relevant personal data on an ongoing basis and to retain it to the extent relevant.
For certain processing, we ask for personal consent in advance. Should anyone not give consent and/or object to such processing, this may affect the services we are able to provide.
In handling claims, it is necessary to use and retain relevant personal data for as long as it is relevant to the case. For other legal purposes, we may also use personal data.

For certain processing operations, we ask for prior personal consent.

Automated decision-making

We do not use processes that involve fully automated decision-making (including profiling).

Permission

Has someone given (explicit) permission to process personal data? Then there is the right to withdraw this consent at any time. Please note: if the consent is withdrawn, the previous processing of data we have done with the personal consent remains lawful.

What are the personal rights?

You have the right to:

to know what personal data we have recorded;
to have personal data amended or deleted;
request a restriction on the processing of personal data;
asking us to transfer personal data to another party;
objection. If an objection is made to a processing of personal data that we consider necessary to safeguard our interests, this may affect the way we carry out our services;
object to the processing of personal data for direct marketing purposes;
not be subjected to a decision based solely on automated processing (including profiling) that has legal consequences or major impact;
file a complaint with the Personal Data Authority (or another supervisory authority) about the way we handle personal data.

About this privacy statement

We may amend this privacy statement, for example when we start processing more or different personal data, or when we are obliged to do so under privacy laws and regulations. We advise you to regularly take note of any changes. Previous versions of the privacy statement can always be requested.

This version was made on 25May 2018

A question or request?

Have a question about personal data security or make a request? If so, please contact us via e-mail: info@twentepersoneelsdiensten.nl or via telephone number 0546 - 578 898.

In case of complaints, you can contact our Data Protection Officer, also known as Data Privacy Officer (DPO), directly.

Report data breach

Is there a vulnerability in one of our websites or systems, or is it suspected? Or has personal data security been breached? Please contact us via e-mail: info@twentepersoneelsdiensten.nl or via telephone number 0546 - 578 898. We hereby kindly and urgently request that this information not be disseminated further and help ensure that the impact on those involved is minimised.