PRIVACY DECLARATION P. SMIT B.V.

 

January 2019

To answer any of your questions, or to materialise your rights, or to receive further information regarding the collection, use, and processing of your personal data, you can contact us: P. Smit b.v., Lisenka van der Wilt, Schrijnwerkersweg 7, 1786 PC  Den Helder, telefoon +31(0)223-613033, info@cwpsmit.nl.

We reserve the right to change the privacy declaration, when required. The changes will be indicated on our website.

Website:

P. Smit b.v. is using solely functional cookies for its website, whereby user information is not processed or collected. P. Smit b.v. is not using tracking or marketing cookies on its website.

 

Customers and suppliers:

Collecting and processing personal data

We would like to make you aware that we will collect and process your personal data because this is a necessary requirement, and sometimes a legal obligation, to start a potential agreement and to fulfil all requirements of the agreement. This counts as well towards our (potential) customers as to companies who we (potentially) use to provide products and/or services.

When you are a (potential) customer or supplier to us, we will use your personal data to communicate with you regarding quotations, proposals, required specifications and other specifics for the products / services, the execution of the services / activities, en other components of the agreement.

Which personal data

The personal data which will be collected and processed for entering into an agreement and/or for the execution of the agreement, include for example your name, telephone number(s), email address, and function title within your organisation.

When you are giving us unsolicited any additional personal data, you will provide us, via this active action, the explicit permission to also store and/or process the additional personal data.

Retention period for the personal data

When you have requested for a quotation or proposal, or we requested this from you, but you didn’t become a customer or supplier for us, and there is no prospect you will become a customer or supplier in the future, we will remove your personal data within a maximum of one year following our last contact.  

When there is a possibility we will enter into or execute a contract order, or you for us, we will keep your personal data within our records and process when required, for the duration the possibility of such contract order (agreement) is applicable.

When you became a customer or supplier to us, we will keep your personal data within our records and process when required, for the duration of seven (7) years counting from the end of the financial year in which the contract order (agreement) has been fully completed. Following this period of seven (7) years, we will remove your personal data when we envisage no further agreement or contract order will be applicable in the future.

 

Subcontractors, hired workers from other companies, and consultants:

This part of the privacy declaration is intended for

This declaration is intended for labor and workers, who are employed by another company (subcontractor or company who will lend out personnel), or consultants who will be performing activities for us.

Collecting and processing personal data

Via our subcontractor, or via the company who is lending you out to us, or being a consultant, you will perform activities for us. With regards to these activities we are required to collect and process certain personal data from you. Sometimes the processing of the personal data is a legal obligation, for example being a requirement by the tax authorities or for the law ‘wet arbeid vreemdelingen’. In other cases we have a legitimate interest, for example to limit risk exposure to the company.

Which personal data

When you are being subcontracted or being lend out by your company, we will receive certain personal data from your employer. The personal data received will be your ‘burgerservicenummer’ (BSN) and if you are a worker from abroad we will sometimes receive copies of your identification papers or personal data required for (other) legal obligations.

When you are a consultant performing activities for us, we will collect and process your contact details (name, email, telephone number), as well as your company details (‘VAR verklaring’, KvK number, VAT number, bank account number).

Prior to starting your activities with us, we will request you to provide a valid and original identification paper, from which we will obtain certain personal data.

When you are giving us unsolicited any additional personal data, you will provide us, via this active action, the explicit permission to also store and/or process the additional personal data.  

Retention period for the personal data

We will maintain your personal data for the duration of seven (7) years counting from the end of the financial year in which the activities have been completed. This retention period is in line with the obligated period indicated by the tax authorities to maintain our administration records.  

 

Job applicants:

Collecting and processing personal data

We would like to make you aware that we will collect and process your personal data because this is a necessary requirement to perform and complete the job application procedure. The personal data provided by you will be used to contact you for further questions and/or to invite you for a job application interview, to communicate with you regarding the recruitment and selection procedure, to contact references and/or training institutes, and for judging your suitability to a vacancy.

When you are being employed by us, the obtained personal data will be processed further to initiate and perform the potential employment contract / internship contract / employment agency contract.

Which personal data

The personal data which will be collected and processed for performing and completing the job application procedure and for potentially entering into an employment contract / internship contract / employment agency contract, are for example your NameAddressResidence (‘NAW’) details, date of birth, identification details, gender, telephone number and email address, your curriculum vitae, information regarding your education (including grade listing), courses and training, internships, and details of your previous employment records.

When you are giving us unsolicited any additional personal data, you will provide us, via this active action, the explicit permission to also store and/or process the additional personal data.

When necessary and applicable for a job function, personal data will be collected and used for additional selection procedures and judgements, for example for an employment examination and/or an obligated background research, or a certification of good conduct. If this is applicable, only those person(s) who are tasked with completing the process, will only be provided with the personal data necessary to complete the requirements.        

Retention period for the personal data

We will remove your job application records, including your personal data, within a maximum of four (4) weeks after completing the job application procedure, unless you have provided us with your permission to maintain your personal data for a maximum period of one (1) year. You can withdraw your permission at any moment in time, which can be initiated by sending a request to the stated email address.

 

Other (business) relations:

Collecting and processing personal data

We would like to make you aware that we will collect and process the personal data you provide to us when you have given us your permission to do so or when it is a necessity for maintaining our legitimate interests.  

When you are a (business) relation to us, we will use your personal data to contact you for purposes which are in the interest of our company. The purposes can be, for example, discussing a potential collaboration, providing or obtaining information, and maintaining network relationships.

Which personal data

The personal data which will be collected and processed by us, include for example your name, address, telephone number(s), email address and function (title) within your organisation.

When you are giving us unsolicited any additional personal data, you will provide us, via this active action, the explicit permission to also store and/or process the additional personal data.

Retention period for the personal data

We will remove your personal data within a maximum of one (1) year following our last contact. However, when there is a possibility we could enter into a collaboration and or there is a possibility that exchanging information in the future could be of interest to us, we will maintain your personal data in our records.

 

General:

Your rights

You have the right to request us to view your personal data. When applicable, you can also request us to complete your personal data with additional information or to correct any inaccuracies. In addition, you have the right to request us to remove your personal data or to limit the use of your personal data. You can also object to us to collect and process your personal data or file a complaint with the authority who monitors the privacy regulations, i.e. the “Autoriteit Persoonsgegevens”.    

We are not always obliged to honour your above stated rights under all circumstances. For example, when we are required to collect and process your personal data to fulfil the requirements of an applicable law, you will not be able to request for an objection to us and/or you will not be able to request us to remove your personal data. The right to hand over your personal data (‘data portability’) is not applicable in certain cases. 

Forwarding externally

We will not sell your personal data or use your personal data for other purposes than indicated by us.

With regards to the execution of potential services / activities for you, it is possible we are required to provide your personal data to parties who possibly will execute services / activities under our remit. With regards to the execution of potential services / activities for customers, it is possible we are required to provide your personal data to our customer.    

There is a possibility we have to provide access to our administration or have to prove your identity to (government) authorities, for example to the tax authorities, to the UWV, to the “Inspectie for sociale zaken en werkgelegenheid”, or to the “sociale verzekeringsbank”. In these cases we are required to provide them with your personal data, due to a legal obligation.

There is a possibility we provide your personal data to parties who will execute activities under our remit to perform a possible additional selection procedure and/or an employment examination, for example during the recruitment process. Forwarding of your personal data is in our legitimate interest. These services will be outsourced due to, but not limited to, the knowledge and expertise.

We make use of data storage server facilities to store (parts of) our contracts and personnel records, whereby your personal data is included. Your personal data will therefore be administered by our provider of the data storage server. We make use of Microsoft Office software applications including the associated storage possibilities for emails and other files. We have a legitimate interest, as digital storage and processing of information provides several advantages.