Privacy statement - Flextoday

Privacy statement FlexToday

We want to live up to the trust that we handle your personal data with care every day. We work with well-secured information systems and clear privacy statements. We will adjust these when necessary. Such as now, with the introduction of the General Data Processing Regulation (GDPR). Read here how we handle your personal data.

Who Are We

We are FlexToday
FlexToday is located in Beuningen, Rijstveld 5, zip code 6641 SK and is (hereinafter: FlexToday or we or we) is responsible for the processing of your personal data (Controller within the meaning of the GDPR).

From whom do we collect personal data

We collect personal data from:

Visitors and users of the website or FlexToday app

When you visit our website or use our app, we collect information related to the type of device, browser and how you use our website or app. This information helps us to improve the website or app, for your ease of use and to provide you with the best possible service.

We process the information;

With your permission
To properly execute the agreement and/or user conditions that we have agreed with you.

Applicants, (potential) candidates, self-employed persons, flex workers, supplier employees, customer participants or other persons

We collect and process your data to provide our HR services, including; mediation, temporary employment, secondment, payroll, recruitment & selection, hiring and outsourcing, personal development and employability, reintegration, career guidance and outplacement, advice, planning and personnel and payroll administration.

We process the information;

To properly execute the agreement and/or user conditions that we have agreed with you
To comply with a legal obligation
On the basis of a legitimate interest that is in accordance with or results from the stated purposes (why do we process personal data), we do this on the basis of a careful assessment and weighing of interests
In limited cases: with your permission, where this is possible and you can give this permission freely. (If you are under 16 years old, we require the consent of your parents or the person with parental responsibility).

Business relations

We process personal data of persons who work for companies with which we do business (1) to make offers for and/or provide information about services and other activities, (2) to maintain a business relationship and (3) to to conclude and maintain an assignment agreement.

We process the information;

To properly execute the agreement and/or user conditions that we have agreed with you
To comply with a legal obligation
On the basis of a legitimate interest that is in accordance with or results from the stated purposes (why do we process personal data) we do this on the basis of a careful assessment and weighing of interests
Based on your consent.

When do we collect your personal data?

For example, we collect your personal data if;

You visit our websites or the FlexToday app used
Enter or leave your details on our website
Create an account on the website or via the app
You register at one of our locations; or you otherwise register or are registered to use our services or to provide you with a service.

And if we have not received this directly from you;

From social media, only if we have a legitimate reason to assume that you are interested in work. In that case, we will contact you to check whether you are interested in registering with us or using our services in another way. If you are not interested, we can process relevant data from you to take into account your wish not to be contacted by us
If we receive personal information from reference contacts you provide
If customers where you have been offered or where you work or have worked share personal information about you with us or who register you for our services; if this forms part of or arises from our agreement
From suppliers in the context of hiring and on-lending, in which case we have agreed with the supplier that he or she will inform you and refer you to our privacy statement.

With whom can we share your personal data?

FlexToday you can pass on personal data to the following (categories) of recipients:

Companies that are part of FlexToday and related companies
Subcontractors and suppliers (such as data processors) acting on behalf of FlexToday provide services or carry out assignments. These recipients only have access to the data they need to perform their tasks and are bound by contractual obligations
Third parties such as service providers who perform functions on our behalf (including testing, training and/or examination institutes, parties that carry out customer satisfaction measurements for, among other things, quality marks and certifications, external consultants, business partners and professional advisors such as lawyers, auditors, technical support functions and IT consultants who develop and test our systems)
Clients to whom we can introduce you, where you will or are working through us, or who ask us to use our services for your career guidance, coaching, mediation or outplacement;
Individuals and organizations that have information about, for example, your reference or suitability (such as diplomas) or to whom we provide information at your request or who provide us with information at your request, such as current, former or intended employers, trainers, examination institutes and employment agencies
Third parties to whom we provide data, with your explicit consent, or, at your request, share data in connection with data portability
Pension fund, if applicable
Government agencies and other bodies (such as subsidy applicants) if we believe that we are obliged or entitled to do so.

And in all other cases where we may be obliged to do so, for example by a court order or a judicial decision.

Sharing personal data takes place on the basis of a legitimate interest, consent, legal obligation and/or for the execution of the agreement in accordance with the purposes mentioned under “Why do we collect your personal data?”

Your personal data may be transferred or stored outside the Netherlands. FlexToday has taken the necessary measures to ensure that the personal data transferred is adequately protected. Your personal data may be sent to one or more countries within or outside the European Union and processed there. We will only transfer your personal data to countries outside the EU where the European Commission believes that you have an adequate level of protection there or where FlexToday or its affiliated companies has taken appropriate security measures to ensure the privacy of your data. For questions about this, see contact details below.

Your rights

You have the right to submit a request for;

Access to the personal data that we process about you
Rectification of your personal data
Deletion of your personal data or restriction of processing: in certain circumstances, unless we have a good reason, such as a legal obligation, to process or not delete the personal data
Restriction of or objection to the processing of personal data
Transfer of your data.

In the event of your request, to protect personal data, we must be able to determine your identity.

We do not use automated decision-making that is solely based on automated processing including profiling.

For candidates, flex workers, self-employed people and clients with an account in the Mijn FlexToday Surroundings:

If you have your own account (My FlexToday), you have access to a large part of your personal data and, as a candidate, flex worker or self-employed person, you can download the data for the right to data portability. You can also change a number of details yourself, such as making adjustments to your CV, if applicable, or your account details.

If the processing of your personal data is based on your consent, you also have the right to withdraw your consent at any time. However, withdrawing your consent will not affect the lawfulness of any processing based on your previous consent, before we have received such withdrawal or in the event that further processing of the same data has continued on another basis, such as an agreement or legal obligation FlexToday.

Below is the way in which you can withdraw your consent;

If you have signed up to receive information for news items, events, alerts or other messages, you can unsubscribe via the unsubscribe option in the email you receive.
You can prevent cookies from being placed via your browser settings, but you can also change or delete your cookie settings from your device at any time via the browser settings.

If you want to change or delete data that you cannot change yourself, you can contact your contact person and/or branch.

Questions, comments, complaints or (suspected) data breach

If you have any questions, you can use the feedback button on the website or My FlexToday app, contact the contact person listed in your account on the website, or find it via the help and feedback option in My FlexToday or via contact (at the top of the website). If you have any complaints, we would like to hear from you, so that we can help you further and adjust/improve our services/work processes if necessary.

Do you have any questions, comments or complaints about the protection of your personal data? FlexToday, please contact our branch or your contact person. Or contact us in writing at FlexToday Attn: administration department, Rijstveld 5, 6641 SK, Beuningen. You can reach our data protection officer by email. You have the right to file a complaint about the processing of your personal data with the Dutch Data Protection Authority.

If there is a (suspected) data breach, for example, you suspect loss or unauthorized access to personal data, please let us know immediately. We request that you report this by email

Security

FlexToday does everything it can to optimally protect your personal data. We do this on the basis of our information security policy. To this end, we have taken physical, administrative, organizational and technical measures to prevent unlawful use, taking into account the latest state of technology. These measures are regularly evaluated and updated where necessary.

If and insofar as data is provided to data processors who provide services or carry out assignments on its behalf, FlexToday agreed with them that they will also optimally protect the personal data.

You should be aware that you are responsible for the security of your computer equipment and/or telephone and your own internet connection, and that it is never 100% secure. The transmission of personal data via the internet is therefore at your own risk. The correct operation and security of the FlexToday App only applies when the device, where the FlexToday The app is installed on the official versions of Google (Android) and Apple (iOS) operating systems that we support.

modifications

FlexToday may make changes, additions or changes to its Privacy Statement from time to time for various reasons. The most current Privacy Statement can be viewed at any time on the website. We recommend that you read the privacy statement regularly. This version was prepared in May 2018.

More information

Visitors and users of the website or FlexToday app

What personal data do we collect from you?

In general, our website can be visited and the app used without your personal data being passed on to us.

We collect non-identifying information about users of the website and app, such as the date and time of access, the source from which you linked directly to our website, the operating system you use, the parts of the website or app you visit, the pages of the website or app that you have visited, information about the type of device you use and the material you submit or download from the website.

FlexToday uses cookies and web statistics. We do this to see how visitors use our website. This information helps us to improve the site. A cookie is a file that is stored on your computer. These cookies can be recognized during a subsequent visit to our website. You can read more about this in our cookie statement.

As soon as you provide us with information by completing a form or submitting an application or registration where you create an account, we process the information you provide to us.

We only ask you to provide us with information that is correct and relevant.

We collect personal data from you to;

To be able to respond to questions, tips, feedback, applications or requests if you have completed a form or left information
To be able to provide information about our services and other activities and to better tailor these to your wishes and qualities
To contact you for offers, events and other information that may be of interest to you
To be able to send you emails such as newsletters or vacancy alerts, if you have registered for this (opt-in)
Process or respond to your feedback or complaints in order to improve our services and resources or to serve you better.

How long do we keep your personal data?

We store your data to fulfill the purpose for which it was collected. We determine the required retention period based on legislation and regulations and any claim risks, with the principle that we do not retain the data longer than necessary. See also our cookie statement.

Applicants, (potential) candidates, self-employed persons, flex workers, employees of suppliers or participants of our customers

What personal data do we collect from you?

We process personal data that are necessary for our services; Some of this information is mandatory in order to use our services. Without this information we cannot provide our services. Additional information may be desirable to better tailor the service to your wishes, qualities or availability or to meet more specific questions or obligations with regard to the position and/or from clients. We only ask you to provide us with information that is correct and relevant.

We may also collect (contact) information from you if you have placed it on public resources, only if we have a legitimate reason to assume that you would be interested in work or our services. In that case, we will contact you whether you are interested in registering with us in accordance with our terms and conditions and in accordance with this Privacy Statement. You are responsible for personal data that is available about you on/via the internet. Tip: check this regularly and if you do not want information to be available to third parties, protect it properly.

More specifically, this concerns, among others, the following (documents containing) personal data:

When registering;

Name and address details, e-mail address and other contact details
Birth details, age, gender
Curriculum vitae (CV), information about education, internships and work experience
Information about training and education and/or tests that you have followed or completed yourself or through us
Availability and leave data
Other information that is (or may be) important in the context of assessing your suitability as a candidate, for example references and certificates

The ID may be stored and checked during recruitment and selection to determine whether you are allowed to work in the Netherlands. If you do not start working for us within four weeks, your ID will be removed.

We are committed to an inclusive labor market, where everyone who can can participate. We request information such as your gender to communicate with you, information about age to identify you in our systems and to determine whether we have certain obligations (such as with regard to wages and whether we need permission from parents or guardians). .

At the moment you are in front of FlexToday can go to work/work/have worked;

Nationality, BSN number, ID proof, work permit
Other data related to personnel, salary and absenteeism registration
In addition, we sometimes process data for certain functions in the context of a pre-employment screening.

If you are hired through us and on-lent to a client:

Data necessary in the context of limiting the hirer's liability (such as name and address, date of birth, BSN, type of ID, number and period of validity, if available: residence permit, A1 statement, work permit).

FlexToday only records special personal data if this is necessary to comply with its legal obligations, or if this is otherwise permitted by or pursuant to the law. 'Special personal data' means data about racial or ethnic origin, political opinions, religious or philosophical beliefs, genetic and biometric data, health, sexual life, trade union membership, criminal personal data and/or personal data about unlawful or nuisance behavior.

Why do we collect your personal data?

We collect and process your data to provide our HR services, including; mediation, temporary employment, secondment, payroll, recruitment & selection, personal development and employability, career guidance, coaching and outplacement, planning, personnel and payroll administration.

More specifically, your personal data is processed to;

(correctly and clearly) Communicate with you
To be able to make you offers and/or provide information about services and other activities and to better tailor these to your wishes and qualities, this is done by our employees and partly automated (for example in the case of a vacancy alert)
To contact you for commercial offers, newsletters, events and promotional campaigns that may be of interest to you, only if you have registered for them (opt-in)
Process or respond to your feedback or complaints in order to improve our services and resources or to serve you better
Improve our services; for example, if we record conversations for training purposes, we will inform you in advance;
To be able to assess your suitability and availability in connection with mediation for permanent or temporary work or an assignment, whereby test results, reference checks, social media can also be used (only if this is really relevant for the position and is indicated in the vacancy text )
Gain insight into companies where or through whom you may be employed or how we can support or advise you in your job search
Introducing yourself to our clients, this can also be done by means of sound and/or images, in the case of videos or photos: only if you have or have provided these to us on a voluntary basis
To schedule you as best as possible according to your wishes and availability and the options available to our client
Enter into and maintain an employee or personnel/mediation relationship with you and carry out the relevant administration for this
To be able to fulfill your orders in a webshop offered by us
To fulfill our reintegration obligations and to meet (the government-imposed objectives) to help people with a large(r) distance to the labor market find work
To carry out the necessary actions and administration in case we are our own risk bearer
To be able to record an assignment with the client in an agreement with the client and to maintain and fulfill the agreement with the client
To process data for certain functions in the context of a pre-employment screening
Promote your personal development and employability, including through training, education and testing
To guide your career and help you with outplacement
For management purposes including; management information, providing internal controls and corporate safety and conducting audits and auditing
Quality purposes such as certification
To be entitled to subsidies, premium discounts, wage cost benefits, etc
If we have entered into an employee or staff/agency relationship with you, for compliance with laws and regulations, including but not limited to; identification, labor legislation, tax and social security legislation, pensions, combating fraud and national and international sanctions legislation.

How long do we keep your personal data?

The retention periods that we apply depend on the applicable legal retention periods, any claim risks or other obligations, based on the principle that your personal data will not be retained for longer than necessary.

That means:

Candidates (if you have not (yet) applied for FlexToday worked)

Your mediation data (CV, work experience, education, test results, etc.) are available for up to two years after the last contact if you do not FlexToday have worked. You will receive a message from us one year after the last contact and two years after the last contact that you are registered with us.

If you no longer wish to be mediated, you can unsubscribe by sending an email to FlexToday. We request that you report this by email

You will no longer be approached and mediated by FlexToday. Your personal data is still available for three calendar months in a protected environment (for Recruitment & Selection this period is 24 months) due to claim risks. In this protected environment your data is only available for: FlexToday under strict conditions in accordance with the objectives and deadlines set for this purpose. After the aforementioned periods, your data will be permanently deleted.

If you are in favor FlexToday works/has worked

Your personal data is available for up to two years after the end of employment.

If you no longer wish to be mediated, you can indicate this in My FlexToday or from your contact person. You will no longer be approached and mediated by FlexToday. In that case, your personal data will be archived in a protected environment after two years. Your personal data will then only be available for FlexToday under strict conditions in accordance with the applicable goals and deadlines.

Business relations

We process personal data of people who work for companies with which we do business (1) to make offers for and/or provide information about services and other activities and (2) to maintain a business relationship and (3) an assignment agreement to close and maintain.

What personal data do we collect from you?

Name and contact details
Role
Data from the company you work for or represent;
Information to maintain a good business relationship with you
Data for events and meetings.

Why do we collect your personal data?

We collect your data to;

To be able to record, maintain and fulfill the agreement with you
To be able to communicate with you
To maintain a good business relationship with you
To be able to make you offers, provide business gifts and/or provide information about services and other activities
To contact you for commercial offers, newsletters, events and promotional campaigns that may be of interest to you, only if you have registered for this (opt-in)
To be able to invoice
To determine creditworthiness
To provide you and/or your colleagues with access to the portal and to arrange account management
For reporting purposes (e.g. to provide the right report to the right person)
To be able to make you offers and/or provide information about services and other activities
To approach you for commercial offers, newsletters, events and promotional campaigns that may be of interest to you, only if you have registered for this (opt-in)
Process or respond to your feedback or complaints in order to improve our services and resources or to serve you better
Improve our services.

How long do we keep your personal data?

The retention periods we use depend on the relevance of the data for maintaining or recording our relationship and the other purposes mentioned above, applicable legal retention periods, any claim risks or other obligations, based on the principle that your personal data will not be retained for longer than necessary for this.

Version November 2018