PRIVACY STATEMENT INDIRECT EMPLOYEES

Introduction

This is the privacy statement indirect employees of Recruit Global Staffing B.V., USG People Holdings B.V., USG People The Netherlands B.V. and all its Dutch operating companies. In this privacy statement we inform you of the personal data that we process about you, for what purposes and how we otherwise handle them.

This privacy statement is applicable to all indirect employees who are in any way – inter alia on the basis of an employment agreement, an agreement for the provision of services, a training or a comparable agreement and/or on a temporary employment / secondment basis – employed with Recruit Global Staffing, USG People Holdings, USG People The Netherlands or one of its Dutch operating companies.

Those who are employed by or who are placed at a client or are / were made available to a client via our Dutch operating companies are expressly excluded from the scope of this privacy statement.

Controller in respect of your personal data

The operating company that you concluded an agreement with and USG People The Netherlands B.V. are the controller within the meaning of the legislation and regulations in the area of privacy in respect of the processing of your personal data. USG People The Netherlands B.V. supports the other operating companies in the area of, inter alia, administration and facility management.

All our business units have their corporate seat at the P.J. Oudweg 61 in (1314 CK) Almere.

We are part of Recruit Holdings Co. Ltd., established in Japan.

For what purposes do we process your information?

We process your personal data for the following purposes:

  • to enter into and maintain an employment relationship with you and to keep a staff, absence and/or payroll administration for this;
  • to comply with our reintegration obligations;
  • to enter into and maintain a relationship aimed at the performance of contracts;
  • to implement a traineeship agreement or a similar agreement (work placement agreement / trial placement);
  • to keep a financial and contract administration (including the effectuation of payments and the conclusion of agreements);
  • to supervise, train (have trained) and/or steer you during the performance of your activities;
  • to assess if you qualify for a (premium) discount and/or subsidy or if you fall under a (premium) discount or subsidy scheme;
  • to comply with the purpose imposed by the government to help people removed from the labour market to work;
  • to enhance and stimulate your personal development, to have you participate in (online) tests and to generate test results;
  • to give you access to and to let you use our closed web and my environments, (self service) portals and our intranet;

In addition we can also use your personal data:

  • for legitimate business processes and activities, including management purposes and the generation of management information and reports, the performance of market analyses, the performance of data analyses, the keeping of statistics, (internal and external) controls, audits and accounting audits, business transactions (cooperative ventures, sale / purchase) and the stimulation and enforcement of the business security;
  • to comply with or examine (suspected) violation of stipulated arrangements, internal policy rules / instructions and/or legislation and regulations;
  • to comply with the applicable legislation and regulations;
  • to inform you of matters that are relevant to the performance of your activities, of our organisation, activities and/or professional information (e.g. via email, newsletters, business magazines and professional literature).

What personal data do we process?

- Name and address details (name, address, place of residence), email address, telephone number and potential other contact details

- Nationality, gender

- Date and place of birth

- Curriculum vitae (CV), work experience, training and educational information

- Target group status / target group statement (where applicable)

- Civil status

- Bank account number

- Staff number

- CSN, copy of proof of identity, copy of work permit, copy of residence permit and copy of Declaration of Independent Contractor Status (VAR) and/or replacement of VAR (to the extent prescribed by law and/or pursuant to regulations)

- Screening information, including Certificate of Good Conduct (VOG), attestations, references

- Assessment details and information regarding career counselling

- Information regarding the position or former positions

- Employment details

- Information with regard to terms and conditions of employment and the relevant implementation

- Information about family members, where required in view of the stipulated terms and conditions of employment

- Attendance administration (in connection with, inter alia, leave and absence)

- Reintegration dossiers

- Username and password to gain access to our closed web and my environments, (self service) portals and/or our intranet

- Other information required for the implementation of your employment, contract and/or activities

Legal foundations for the processing of personal data

We process your personal data on the basis of the following legal foundations:

  • the processing is required for the implementation of an agreement that is or was concluded and to which you are a party (including an employment agreement, an agreement for the provision of services, a traineeship agreement);
  • the data processing is required for us to comply with a statutory obligation, e.g. the inspection of your proof of identity upon the conclusion of an employment agreement;
  • the data processing is required in connection with one of our justified (business) interests, i.e.:
  • legitimate business processes and activities, including the generation of management information and reports, the performance of market analyses, data analyses, keeping statistics, (internal and external) controls, audits and accounting audits, business transactions (cooperative ventures, sale / purchase) and the enhancement and enforcement of business security;
  • compliance with or examination of (suspected) violation of stipulated arrangements, internal policy rules / instructions and/or legislation and regulations;
  • to inform you of matters that are relevant to the performance of your activities, of our organisation, activities and/or professional information (e.g. via email, newsletters, business magazines and professional literature).
  • the personal data are processed with your consent or your express consent, e.g. photos. You can always revoke your consent, which implies that effective from that moment we no longer process the relevant personal data for the purpose for which consent was requested;
  • the data processing is required in view of the implementation of obligations that are vested in us as an employer in the area of employment law and social security law in case of absence and reintegration.

Security of your personal data

We make our utmost effort to take appropriate organisational and technical measures to protect your personal data against unlawful processing and/or loss. Employees of USG People who have access to your personal data are bound by a confidentiality clause.

To whom are your personal data transferred?

Within our company

We share your personal data within our group with our group companies within the framework of the purposes described earlier on in this privacy statement.

We are part of Recruit Holdings Co. Ltd., established in Japan, hereinafter referred to as: Recruit. Your personal data may, to a limited degree, be shared with Recruit for legitimate business processes and activities, including management analyses, het creation of forecasts, (internal and external) controls, audits and accounting audits, business transactions (cooperative ventures, sale / purchase). Appropriate measures were taken to ensure that the personal data that are transferred are protected properly. The EU model agreements (standard provisions regarding data protection) established by the European Commission were stipulated. For more information about this you can address our Data Protection Officer in the manner indicated below under ‘Contact’.

Outside our company

Your personal data are also shared with external parties, persons and companies outside our group.

We share your personal data with external parties to implement the agreement that we concluded with you. In case of an employment agreement we disclose your personal data, where required for the implementation thereof, to, for instance, our pension provider, the Employee Insurance Agency (UWV) and training institutions.

We also rely on external companies, contractors and/or suppliers (including so-called processors) who on our demand perform specific duties or contracts and with whom your personal data may be shared. Some examples:

  • external hosting providers are used, including cloud providers for the storage, the management of your data;
  • external parties with applications / tools are used, including in the area of recruitment / assessments and staff management;
  • other specific duties that were outsourced, inter alia absence counselling, IT support and facility management;
  • external advisers and consultants are hired.

We disclose the personal data that are required for these external parties to perform their activities.

We also disclose your personal data to external parties like the police and official authorities if we are authorised or held to do so in pursuance of the applicable legislation and/or regulations, a judicial order or a judicial ruling or if you gave us consent for it.

How long is your information retained?

Your personal data are retained in accordance with the legislation and regulations and as long as required for the purposes for which these data were collected.

We apply several retention periods to your personal data.

  • Application data, screening information, assessment information and other dossier information are retained up to 2 years after the end of your agreement.
  • Copy of proof of identity, work permits, including associated documents and income tax and national insurance contributions statements, are retained during a period of 5 years after the end of the calendar year of termination of the employment.
  • Reintegration dossiers are retained during a period of 2 years after the termination of the employment agreement. If there is question of self-insurance status pursuant to the Dutch Sickness Benefits Act then a retention period of 5 years after the last handling of the dossier applies. In case of self-insurance status pursuant to the Dutch Return to Work (Partially Disabled Persons) Regulations a retention period of 10 years applies.
  • Pension information is retained for 7 years after loss of the current value.
  • Personal data and documents that are important for tax reasons (e.g. temporary employment agreements / employment agreements, training arrangements, payroll administration / data, statements about subsidies) are retained for a period of 7 years after loss of the current value.

We can, where required (e.g. in case of claims) and/or in view of a (different) statutory obligation, deviate from the aforementioned periods.

What are your rights?

You can always request us for insight into your personal data or to have these changed, supplemented or deleted. If you have a personal closed web environment or a portal then it is possible for you to personally (partly) change, supplement or delete your personal data. 

You can moreover request us to limit the personal data that we process about you and/or to transfer your personal data (data portability).

Right to object

You can also address us in case of objections to the manner that we handle your personal data.

You can address your requests and/or objections to our Data Protection Officer, Mrs Y. van Houte, LLM, in the manner indicated under ‘Contact’.

In case of questions, comments and complaints 

If you have questions, comments or complaints with regard to this privacy statement or the manner that we register, use or process your personal data then we request you to contact our Data Protection Officer, Mrs Y. van Houte, LLM, in the manner indicated below under ‘Contact’. You are also entitled to submit a complaint to the Dutch Personal Data Protection Authority.

Contact

Mrs Y. van Houte, LLM, Data Protection Officer (DPO)

privacy@usgpeople.nl

USG People The Netherlands B.V.

P.J. Oudweg 61

1314 CK Almere

Adjustments privacy statement

We may adjust this privacy statement. The latest privacy statement can always be consulted via our websites.