Privacy policy

In our role as a service provider for our clients, we may also be involved in the processing of personal data for which our clients are the ultimate responsible party. If you would like to know how we handle your personal data in this regard, please contact us. For specific enquiries, we will gladly direct you to the relevant client.

Who are we?

Nétive VMS (hereinafter also referred to as we or us) is responsible for the processing of personal data as outlined in this privacy statement. When we refer to Nétive VMS, we are talking about the legal entity Nétive Holding B.V., and all subsidiaries falling under it. At the bottom of this statement, you will find the contact information for Nétive VMS.

From whom do we collect data and for what purpose?

We collect data from individuals in the following categories:

• Business relations, including employees of current and potential clients, partners, suppliers, and subcontractors.
• Our employees.
• Applicants.
• Visitors to our website and other interested parties.

Business relations:

We collect your personal data if you are a contact person at one of our business relations. We do this for the execution of the agreed collaboration and/or services, and to provide the best possible assistance to each other.

Employees:

As an employer, we collect the personal data of our employees. We do this for the execution of the employment contract, the legal obligations arising from it, and for the further management of our organisation.

Applicants:

If you have applied for one of our open positions or if we have approached you for that purpose, we will, with your consent, collect the provided personal data. We do this to assess whether you are the right person for the job vacancy and to maintain contact with you about it.

Visitors to our website:

If you are a visitor to our websites and wish to sign up for an event and/or newsletter, or if you want us to contact you, you can leave your personal data.

We collect your data to, if you wish, maintain contact with you.

What data do we collect from you?

The data we process from our (potential) business relations is limited to name, job title, and (business) contact details.

If you are an applicant, we only process the personal data necessary to assess whether you are the right person for the job vacancy and to maintain contact with you. This includes:

Personal details: name, address, gender, date of birth.
Contact information: email address, phone number.
Professional information: CV, education and skills, certifications, work history.
Application-related information: motivation letter, availability, salary expectations, references from previous employers, assessment reports, interview notes, and application progress reports.

When entering into an employment contract, we additionally record the following data:

Nationality, Citizen Service Number, copy of ID, visa, work permits, marital status, partner’s name, emergency contact details, bank account number, salary details, criminal record check, confidentiality agreements, secondary activities, benefits, subsidies, premium discounts, wage garnishments, lease car details, absence registration, and other data related to HR, payroll, and absence registration.

For entering into a service agreement, we process the following data:

Company name, Chamber of Commerce number, bank account number, ID expiration date, document number, VAT number, and criminal record check.

We use Google Analytics to track website performance, with a data processing agreement in place. We use IP anonymisation and do not share analytical data with Google.

On what legal basis do we process your data?

We process your data because we need it for entering into or performing a contract with you or your employer, because we are legally obliged to do so, you have given consent, or because we (or a third party) have a legitimate interest in it (in accordance with the purposes for which we process personal data).

With whom do we share your data?

We may share your personal data with other Nétive VMS entities, our (potential) clients, subcontractors providing services on our behalf, suppliers, government agencies, and other business relations. We will only do so with your consent or if necessary for the performance of the contract with you or your client, and in all other cases where we may be obliged to do so by, for example, a court order or judgement. If this occurs, it will only involve relevant data. We do not sell personal data to third parties.

Companies processing your data on our behalf sign data processing agreements to ensure the same level of security and confidentiality. Nétive remains responsible for these processes.

Is my data transferred to parties outside the EEA?

We do not actively transfer your data to external parties located outside the EEA. All personal data is stored within the EEA. However, we use some applications with technical support outside the EEA. For such technical support, personal data is protected by only dealing with parties certified under the EU-US Privacy Shield.

How long do we retain your data?

We do not retain your personal data longer than necessary. Depending on the situation, we apply the following retention periods:

If you are a contact person for our business relation, we retain your data as long as you work for our business relation or as long as there is a legal retention obligation.

After the specified retention period, withdrawal of your consent, or upon a successful request for deletion, we remove your personal data from our systems.

If you apply for one of our job vacancies or if we approach you and you agree, we retain your data for no longer than 4 weeks after completing the application process. With your consent, we may keep your data for possible future vacancies, not exceeding 1 year unless you grant consent again.

If you work or have worked for us, we retain your data for a maximum of 2, 5, or 7 years, depending on the applicable legal retention period, unless we have a legitimate interest in retaining certain data for a longer period.

What rights do you have regarding your personal data?

You have the right to access, correct, or delete your personal data. Additionally, you have the right to revoke your consent for data processing, object to the processing of your personal data by Nétive VMS, and the right to data portability. This means that you can request us to send the personal data we have about you in a computer file to you or another organisation specified by you.

You can send a request for access, correction, deletion, data portability of your personal data, or a request to revoke your consent or object to the processing of your personal data to info@netive.nl. To ensure that the request for access has been made by you, we ask you to include a copy of your identity document with the request. In this copy, please black out your photo, MRZ (machine-readable zone, the strip with numbers at the bottom of the passport), passport number, and Citizen Service Number for privacy protection.

We will respond as quickly as possible, but within four weeks, to your request. We also want to inform you that you have the option to file a complaint with the the Information Commissioner’s Office (ICO), the Supervisory Authority for the UK. This can be done through the following link: https://ico.org.uk/make-a-complaint/

In some cases, we may refuse your request, for example, if you ask us to delete your data but we need it for tax reasons or as evidence in case of complaints. If this is the case, we will inform you as soon as possible.

Website visit data

We receive data based on your visits to our website, such as cookies, to better understand our customers and develop our services and website to cater to your personal preferences. We use Google Analytics to analyse the website’s operation and measure the return on traffic sources. Google may provide this information to third parties if required by law or if third parties process the information on behalf of Google. We have no influence over this. We have not allowed Google to use the obtained analytics information for other Google services. The information Google collects is anonymised as much as possible, and your IP address is not explicitly provided.

Cookies or similar technologies

We use functional, analytical, and tracking cookies on our websites. A cookie is a small text file stored in the browser of your computer, tablet, or smartphone upon your first visit to our website. We use cookies for purely technical functionality to ensure the website works properly and to remember your preferences. These cookies are also used to optimise the website’s functionality. Additionally, we place cookies that track your browsing behaviour to offer personalised content. During your first visit to our website, we have already informed you about these cookies and requested your consent to place them. You can opt-out of cookies by configuring your internet browser to no longer store cookies. You can also delete all information previously stored via your browser’s settings. For an explanation, see: https://www.hellotech.com/guide/for/how-to-clear-cookies-chrome-safari-mozilla-firefox-edge

Security

We take the protection of your data seriously and implement appropriate measures to prevent misuse, loss, unauthorised access, unwanted disclosure, and unauthorised modification. We have also agreed with processors and external parties processing personal data on our behalf that they must optimally secure personal data. If you believe your data is not properly secured or there are indications of misuse, please contact us at info@netivevms.com

Reporting data incidents

If you suspect or become aware of a (potential) breach of personal data security, we request that you report it immediately via info@netivevms.com

Changes

If necessary, we may modify this privacy statement. The most current statement is available on our website. The text was last updated on January 15, 2024.