Privacy Statement – personnel and payroll administration
Donkervoort Automobielen B.V. (“Donkervoort” “us”, “we” or “our”), a company registered in the Netherlands with number 30058097 and with its head office at Pascallaan 96, 8218 NJ in Lelystad, The Netherlands, is committed to protecting the privacy of its applicants, temporary workers/ payroll employees, trainees and employees. We therefore process your data with the utmost care. With this privacy statement we inform you about our way of handling personal data.
1. Who is responsible for the processing of your data?
In this privacy statement we describe how we treat your personal data as controller.
2. What is personal data?
Information about an identified or identifiable natural person is considered personal data. Whether or not certain information must be qualified as personal data depends on whether Donkervoort has legal means that can reasonably be assumed to be used to identify a data subject. Information about your car, such as your license plate number and chassis number, for example, also qualifies as personal data to Donkervoort.
3. Personal data processed by Donkervoort
We would like to draw your attention to the fact that we will collect and use the personal data you provide to us because this is necessary for following the selection procedure or to (possibly) conclude with you and perform an employment contract / traineeship agreement / temporary employment contract. In addition, certain personal data are required for compliance with and implementation of the provisions of the CLA that applies to us. We also collect and use your personal data to be able to comply with certain statutory obligations. These statutory obligations are related for example to the determination and payability of taxes and employee contributions.
This necessity means that you are obliged to provide to us the personal data required for this purpose. If you do not provide us with personal data or provide us with insufficient personal data, we may not be able to go through a selection procedure with you, (possibly) conclude and implement an employment contract / traineeship agreement / temporary employment contract with you or comply with our statutory obligations.
If you are an employee, a payroll employee or a trainee, we will use your data for drawing up, performing and terminating the employment contract or the traineeship agreement or the employment relationship. This includes among other things:
- the handling by human resources;
- determination and payment of salary, allowances and other amounts; and
- determination and payment of any taxes, contributions and other tax obligations for your benefit as an employee or trainee.
If you are a job applicant, we will use your personal data to be able to communicate with you about the progress of the selection procedure, the assessment of your suitability for a position that is or may become vacant and the possible settlement of the expenses incurred by you.
If you are a temporary worker, we will use the data we obtain from the temporary employment agency for the assessment of your suitability for a position that is or may become vacant and for the performance of the temporary employment contract.
Information provided to us
When you enter into an agreement with Donkervoort, the following of your personal details are required:
- name and address;
- contact details (telephone numbers, e-mail addresses);
- date of birth;
- (copy of) passport or identity card;
- financial data (bank account information);
- contact in case of emergency (name and telephone number);
- in case of internship: details educational institution and supervisor;
- other information relevant to the agreement.
4. Sharing with third parties
It is possible that we transfer your personal data to other parties. These other parties may be government bodies, but also parties that carry out activities on our instructions or parties to which we are obliged to provide data in connection with the (performance of the) employment contract. It concerns the following parties;
- the Tax and Customs Administration;
- the Employee Insurance Agency (UWV);
- our occupational health and safety service/company doctor;
- the Social Affairs and Employment Inspectorate;
- the Pension Fund;
- the sick leave insurer;
- our accountant/bookkeeper/payroll administrator.
The provision of your personal data to another party is sometimes necessary in order to be able to comply with the law, as is the case when transferring to the Tax and Customs Administration, UWV, the occupational health and safety service/company doctor, the (mandatory) Pension Fund and the Social Affairs and Employment Inspectorate.
We have a legitimate interest in transferring your data to our sick leave insurer, namely that this allows us to claim insurance benefits.
There are also parties that carry out activities on our instructions, such as the accountant/bookkeeper/payroll administrator. We have a legitimate interest in transferring your data in this manner. These activities have been outsourced (inter alia) in connection with the knowledge and expertise held by our accountant/bookkeeper/payroll administrator. The accountant/bookkeeper/payroll administrator requires your personal data in order to be able to perform the employment contract concluded with you.
We furthermore make use of external server space for the storage of (parts of) our personnel and payroll administration, which includes your personal data. Your personal data are therefore provided to our service provider. We also use Microsoft Office and the related storage facilities for e-mails and other files. We have a legitimate interest in these two instances of transferring because we wish to store and process these data digitally and outsourcing this provides several benefits.
5. How long we store personal data
We will retain your application for a period of at most 2 years after the selection procedure has ended unless you object to this.
The personal data from the payroll records that are relevant for tax purposes will be kept by us for a period of 7 years after you have left employment. This retention period is related to a statutory obligation that applies to us. We will retain payroll tax statements and a copy of your identity document for a period of 5 years after the end of your employment. This retention period is also related to a statutory obligation that applies to us.
As regards other data from the personnel or payroll records, we apply a retention period of at most 2 years after your employment has ended, unless it becomes clear that we require certain personal data in order to be able to comply with a statutory (retention) obligation or in case of a conflict in the workplace or legal proceedings. ‘Other data from the personnel or payroll records’ include employment contracts, reports of assessment and performance interviews, correspondence regarding appointment, promotion, demotion and dismissal, references and administrative absence data.
6. Your rights
You have the right to ask us to view your own personal data. If there is reason to do so, you can also request us to supplement your personal data or to change inaccuracies. You also have the right to ask us to delete your personal data or limit the use of your personal data. You can also object to the collection and use of your data or documents and make a complaint with the Dutch Data Protection Authority. Finally, you can request us to obtain your personal data or transfer that data to another person.
You cannot exercise the rights referred to above in all circumstances. You cannot object or request deletion if we require your personal data to comply with the law for example.
To exercise your rights, you can contact our secretary. You can also contact us with questions or for more information about the collection and use of your personal data.
7. Security and protection of data
Donkervoort applies appropriate security measures to prevent misuse, loss, unauthorized access, unwanted disclosure and unauthorized modification as much as possible. Donkervoort has taken both technical and organizational measures to protect your personal data. These security measures are periodically reviewed based on threats.
The way we process personal data, and the composition or quantity of data that we process, may change. That is why we reserve the right to change this privacy statement. If necessary, we will inform you of changes.
This statement was last revised on May 29, 2018.