PRIVACY STATEMENT
De Gilde Groep, located at Blankenstein 136 in Meppel (7943PE), is responsible for the
processing of personal data as set out in this privacy statement.
▌Contact details
De Gilde Groep B.V.
Blankenstein 136
7943PE Meppel
Telephone number: 0522 235 990
Email: info@degildegroep.nl
Chamber of Commerce: 04083104
▌How do we obtain your personal data?
De Gilde Groep processes your personal data because you use our services and/or because
you provide them to us yourself. For example, when you register via our website or when
you sign up for one of our services (HR services, including mediation, recruitment and
selection, temporary employment, payroll, secondment, payroll administration, and
personnel management).
We may also receive your personal data from a recruiter. They will then send us your
application details by email or via the Recruitersportal.
▌What personal data do we process?
We process personal data in the context of our services, employment relationships, job
applications, and website use. Below is an overview of the personal data we specifically
process in this context.
Services/business contacts
• First and last name
• Job title
• Company name
• Business email address
• Business phone number
• Correspondence
Employment contract
• First and last name
• Gender
• Date of birth
• Place of birth
• Address details
• Telephone number
• Email address
• Bank account number
• Salary data
• Personnel file
• Citizen Service Number (BSN)
• Marital Status
• If applicable: details about your company car and its use
Applicants
• First and last name
• Telephone number
• Email address
• Curriculum Vitae (CV)
• Motivation letter
• References (optional)
• Any additional information you provide with your application
Contact form:
• First and last name
• Company name (optional) Email address
• Telephone number
• Any additional information you submit via the contact form
Newsletter:
• First and last name
• Email address
Website usage:
• IP address
• Cookie data
• Browsing and click behavior
▌Special or criminal personal data
In addition, we process the following special and/or sensitive personal data if you become
employed by us:
• Citizen Service Number (BSN)
• Passport photograph (if you provide one yourself)
• Health-related data (limited to sickness notifications): we only record your sick
report. We do not process medical data and have no access to your medical records.
Medical data is processed exclusively by the occupational physician / occupational
health service.
▌On what legal basis do we process your personal data?
We process personal data solely on the legal bases as referred to in Article 6 of the GDPR.
Performance of a contract
• Performance of the employment contract
• Performance of services
• Handling of job pplications (pre-contractual phase)
Legal obligation
• Payroll administration
• Processing of BSN
• Employment law obligations
Legitimate interest
• Internal business operations
• System security
• Handling of business communications
• Retention of application data for up to 4 weeks after completion of the recruitment
process
Consent
• Sending newsletters
• Retention of application data longer than four weeks after rejection
• Marketing cookies
• Consent can be withdrawn at any time.
▌How long do we retain your personal data?
We do not retain your personal data longer than necessary for the purposes for which it is
processed. Once these purposes have been achieved, your personal data will be deleted,
unless we are legally obliged to retain the data for a longer period, for example due to tax
legislation.
Applicants (rejected) – 4 weeks after completion of the procedure
Applicants (with consent) – Maximum of 1 year after submission
Personnel file – 2 years after termination of employment (unless a longer statutory period applies)
Payroll administration – 7 years (statutory tax retention obligation)
Newsletter – Until unsubscribed
Contact form – 2 years after handling
▌With whom do we share your personal data?
De Gilde Groep only shares your personal data with third parties if permitted by law.
Sharing with third parties may occur:
• To perform the agreement with you
• If you have given your consent
• If we have a legitimate interest
• If required by law (for example, in case of suspicion of a criminal offense)
• If we have engaged a third party to process specific personal data
We may share your personal data with the following third parties:
• Clients seeking suitable candidates
• Occupational health services
• Government authorities
• Pension funds
• Companies that are part of or affiliated with De Gilde Groep
• Suppliers of training, education, safety clothing, workwear, or tools
• Certification bodies for safety or employment services
• Registrations at project locations
• Other third parties for whom you have given consent
▌International data transfers
In principle, no data is transferred outside the European Economic Area (EEA). If personal
data is transferred outside the EEA, this will only take place if:
• An adequacy decision applies; or
• Appropriate safeguards have been implemented.
▌How do we secure your personal data?
We protect your personal data with appropriate technical and organizational measures to
prevent misuse, loss, and unauthorized access as much as possible. Only persons who
require access for their work are granted access. This access is secured, and our measures
are regularly reviewed and updated.
We implement, among others, the following security measures:
• Password protection
• Physical security measures
• Access restrictions
• Authorization roles
• Two-factor authentication
• Secure network connections
• Keeping software up to date
• Data processing agreements with processors
What privacy rights do you have?
If we process your personal data, you have the following rights:
• Right of access: You have the right to request access to the personal data we
process about you, including which data, for what purposes, and with whom it is
shared.
• Right to rectification: You have the right to have inaccurate or incomplete
personal data corrected or supplemented.
• Right to withdraw consent: Where processing is based on your consent, you
may withdraw it at any time. Withdrawal does not affect the lawfulness of
processing prior to withdrawal.
• Right to object: You may object to processing based on our legitimate interests.
• Right to erasure: You may request deletion of your personal data when it is no
longer necessary or when you withdraw consent and no other legal basis exists.
• Right to data portability: You may receive your data in a structured, commonly
used, machine-readable format or request transfer to another controller, where
technically feasible.
• Right to restriction of processing: You may request restriction of processing,
for example when you contest the accuracy of the data.
▌Exercising your privacy rights
To exercise your rights, we request that you identify yourself by sending a copy of your
identity document with your request. Black out your photograph, MRZ (machine readable
zone – the strip with numbers at the bottom of the passport), passport number, and BSN,
to protect your privacy.
Using this information, we can verify that you are the individual to whom the personal data
relates. You can submit your request using the contact details listed at the top of this
privacy statement.
We will generally respond within four weeks. This period may be extended by two months if
the request is complex or if multiple requests have been submitted. If this occurs, we will
notify you within one month, stating the reason for the delay.
▌Submitting a complaint
If you have questions or wish to submit a complaint regarding the way we use your
personal data, you may contact us using the details listed at the top of this privacy
statement. We handle every question and complaint carefully and will communicate our
response to you.
If you believe we are not handling your data correctly, you may contact the Dutch
supervisory authority for data protection: the Dutch Data Protection Authority
(Autoriteit Persoonsgegevens).
▌Cookie information
We use cookies on our website to improve your experience and optimize our services.
Cookies are small files stored on your device that help us collect information about your
use of our website. This includes improving website functionality, analyzing visitor
behavior, and offering personalized content. Please refer to our cookie policy for more
information.
▌Changes to this privacy statement
De Gilde Groep reserves the right to amend this privacy and cookie statement. Changes will
be published on our website. To stay informed, we recommend checking this privacy and
cookie statement regularly.