Twente Personnel Services

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 organization . In the context of this statement from now on referred to as "we" and "us".

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

Twente Personeelsdiensten B.V. considers privacy important. Twente Personeelsdiensten B.V. therefore attaches great importance to dealing carefully and securely with data of candidates, flex workers, clients, employees, suppliers and visitors of the website 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, deal carefully with our personal data on file. After all, we remain responsible for the protection of personal data. In addition, we share data with other parties where we are obliged to do so by law, regulation or contractual provision. For example, with the tax authorities or another government agency. 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 retain personal data no 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 a person:

  • visiting any of our websites;
  • enter personal data on our website, such as 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 did not obtain directly from the person. Even then, we process this data only for a predetermined 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. It is therefore possible that several categories apply to someone. We also inform someone how we handle personal data in specific situations.

For certain processing, we seek prior personal consent. If someone does not give consent and/or objects to a processing, it may affect the services 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, such as via email, social media or by phone, we may ask for contact information. We do this to handle a question or complaint and to contact someone later with additional information if necessary. The data in question can then only be accessed by those within the organization who are involved in handling a question or complaint.
  • We use various ICT tools, such as e-mail, to communicate among ourselves and with anyone. We keep a history of this as long as it is relevant for follow-up, accountability and security. We use (cloud) vendors.
  • To give someone an even better user experience and to better tailor our offerings to someone, we use personal data when 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, among other things, the IP address and user data. 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, such as via email, social media or by phone, we may ask for contact information. We do this to handle a question or complaint and to contact someone later with additional information if necessary. The data is accessible only to those within the organization who are engaged in handling the question or complaint in question.

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

Billing

  • In order to bill 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 the use of 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 recognized.
  • To perform 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 the case of an external audit, parties involved 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 respect to legal records, it is important to be able to use and retain relevant personal data on an ongoing basis 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 enrollment, we use this data for another 4 weeks or, if consent is given, another 1 year to search for a suitable job. Relevant data we share 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 evaluate the application. We store this data until the procedure is completed. After that, if permission is granted, we use this data for another year in order to look for a suitable job.
  • As part of the application process, we request references from the contacts provided by the person concerned. With personal consent, we retain the data from the application process for 1 year after completion of the application process.
  • To give someone an even better user experience and to better tailor our offerings 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. Sometimes we will also ask you to share your name and contact information in doing so, so that we can follow up on 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 the use of 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 you cannot be recognized.
  • If you contact us, for example via email, social media or by phone, we may ask for your contact information. We do this to handle your question or complaint and to contact you later with additional information if necessary. Your details are only accessible to those within the organization who are dealing with your question or complaint.
  • We use various ICT means, 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.
  • 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 respect to legal records, it is important to be able to use and retain relevant personal data on an ongoing basis 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 we refer to the privacy statements of the parties concerned. It is possible that our health and safety service or insurer uses a different legal retention period.

Communications

  • In order to maintain our working relationship, to inform someone about development opportunities and to fulfill other legal obligations, we process personal data where necessary.

Employment contract and salary

  • We create a personnel file of the employee/employee, including, for example, a copy of the passport. We do this in order to fulfill contractual agreements. If we are required to do so by law, we share this data with government agencies and implementing bodies. We use a legal retention period of 5 years after the end of employment.
  • We are contractually obligated to insure an employee/employee. We share personal data with our insurance company/companies. We apply a statutory retention period of 7 years after the end of employment.
  • In order to provide a pension, we are contractually required to share personal data with our pension administrator. 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.
  • To apply for and account for grants and payroll tax credits, 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 about religion or belief, race, political affiliation, health, sexual life, union membership and criminal history.
  • When an employee calls in sick, we pass this on to our occupational health and safety service. We store the minimum data necessary for contact with the employee in question, the agreements made, whether there has been an accident at work or a traffic accident with the possibility of recourse, and information about recovery and any necessary adjustments that we receive from the occupational health and safety service or company doctor. We keep this data for up to 7 years after leaving employment.
  • In order to pay the salary we process personal contact and bank information. We use a legal retention period of 7 years from the fiscal legislation.
  • To handle business claims, we also need contact and bank information and supporting documents of the claim. We have a legal 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 revoked.

Career development and assessment

  • In order to follow the development and functioning within our organization, we create a personnel file. Any tests and assessments made are part of this. We keep this personnel file for up to 2 years after the employment has ended or for as long as it is relevant to your current functioning.

Services

  • If the assignment requires the possession of (official) documents, such as a Certificate of Good Conduct (VOG), we will support in the administrative process. For this it is necessary to process personal data. We use 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 use a legal 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. Where possible, we then combine data and make it anonymous, so that it cannot be recognized. 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 anyone. 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 position are then shared. Possibly also the photo that has been uploaded.
  • To learn and make improvements, we ask you to complete internal surveys. Sometimes we will also ask you to share name and contact information in doing so, so 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 perform internal controls, 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 cameras. These cameras are prominently placed and attention is drawn to them upon entry.
  • To manage and secure our systems, we use security measures. For example, a username to identify someone on our systems. We store usage data in log files for up to 6 months. Mutations in financially relevant systems we store for 7 years.
  • For legal purposes, the use of personal data may be necessary. With respect to legal records, it is important to be able to use and retain relevant personal data on an ongoing basis to the extent relevant.
  • For certain processing, we seek prior personal consent. Should someone not give consent and/or object to this processing, it 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, 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 the right exists to withdraw this consent at any time. Please note that if the consent is withdrawn, previous processing of data that 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 protect our interests, this may affect the way we carry out our services;
  • Object to the processing of personal data for the purpose of direct marketing;
  • not be subject 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 how we handle personal data.
About this privacy statement

We may change 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 created on 25May 2018

A question or request?

Have a question about personal data security or make a request? Please contact us by email: info@twentepersoneelsdiensten.nl or by phone 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 the security of personal data been breached? Please contact us via e-mail: info@twentepersoneelsdiensten.nl or via telephone number 0546 - 578 898. We kindly and urgently request not to distribute this information any further and to help ensure that the impact for those involved remains as small as possible.