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--- operations:policy:privacy_regulations [2023-12-15 10:29] – mtersteeg
+++ operations:policy:privacy_regulations [2024-07-02 07:35] (current) – hpoort
@@ Line 3: / Line 3: @@
 The Privacy Regulations are a company-wide document that governs how FritsJurgens deals with GDPR-qualifying personal data. It is one of the policies governed by the [[: operations|Operations circle]].
-{{:flags:nl.png?20&nolink|}} Privacyreglement
+{{:flags:nl.png?20&nolink|}} //Privacyreglement//
 ----
-FIXME
+This policy is based on the General Data Protection Regulation (GDPR: [[https://autoriteitpersoonsgegevens.nl/over-de-autoriteit-persoonsgegevens|link)]], which took effect on 25-05-2018.
-Naar dit reglement wordt verwezen vanuit:
+This are the privacy regulations for the protection of personal privacy in the context of personal registration and apply to the services provided by FritsJurgens.
-  - [[https://fritsjurgens.sharepoint.com/:w:/r/sites/support/_layouts/15/Doc.aspx?file=2023%20FritsJurgens%20-%20Toestemmingsverklaring%20personeel.docx|De toestemmingsverklaring personeel]]
-  - Website (of op de website moet een variant komen met alleen het publieke gedeelte)
-  - Diverse wiki-pagina's
-This policy is based on the General Data Protection Regulation (GDPR: [[https://autoriteitpersoonsgegevens.nl/over-de-autoriteit-persoonsgegevens|link)]], which took effect on May 25, 2018.
+Responsible publisher: FritsJurgens © 05-12-2023. All rights reserved. No part of this publication may be reproduced, stored in an automated database, or disclosed in any form or manner without prior written consent from the responsible publisher.
-The Privacy Policy for the Protection of Personal Privacy in the Context of Personal Registration was held for services provided by FritsJurgens.
-Responsible publisher: FritsJurgens© December 5, 2023. All rights reserved. No part of this publication may be reproduced, stored in an automated database, or disclosed in any form or manner without prior written consent from the responsible publisher.
@@ Line 25: / Line 18: @@
 In this policy, the following terms are defined:
-^ Privacy               | The right of individuals to protect personal privacy concerning recording and providing personal data.  |
+^ Term   ^ {{:flags:nl.png?20&nolink|}}Nederlandse term               ^ Definition  ^
-^ Data Subject               | The individual whose data is processed. This includes employees, network contacts, customers, debtors, and suppliers.  |
+^ Privacy                      | //privacy//                          | The right of individuals to protect personal privacy concerning recording and providing personal data.  |
-^ Data Controller               | The entity determining the purpose of processing personal data; within FritsJurgens, this is the management.  |
+^ FritsJurgens                 | FritsJurgens                         | Each of the companies under [[operations:fritsjurgens_b.v._address|the FritsJurgens holding.]]  |
-^ Processor               | The entity authorized to process personal data; within FritsJurgens, this includes the administration and employees, including hired external subcontractors.  |
+^ Data Subject                 | //betrokkene//                       | The individual whose data is processed. This includes employees, network contacts, customers, debtors, and suppliers.  |
-^ Processor Supervisor               | The entity processing personal data under the authority of the data controller.  |
+^ Data Controller              | //verwerkingsverantwoordelijke//     | The entity determining the purpose of processing personal data; within FritsJurgens, this is the management.  |
-^ Recipient               | Someone who receives personal data.  |
+^ Processor                    | //verwerker//                        | The entity authorized to process personal data; within FritsJurgens, this includes the administration and employees, including hired external subcontractors.  |
-^ Personal Data               | All information that can be traced back to an identified natural person.  |
+^ Processor Supervisor         | //bewerker//                         | The entity processing personal data under the authority of the data controller.  |
-^ Health Data               | Personal data related to a person's physical or mental health, including healthcare data provided.  |
+^ Recipient                    | //ontvanger//                        | Someone who receives personal data.  |
-^ Processing of Personal Data               | Any action involving personal data, including but not limited to collecting, recording, organizing, storing, updating, modifying, retrieving, consulting, using, disseminating, or destroying data.  |
+^ Personal Data                | //persoonsgegevens//                 | All information that can be traced back to an identified natural person.  |
-^ Consent               | Demonstrable agreement of the data subject to the intended data processing, provided through signature, checkbox + signature on a consent form, data submission by the data subject who has previously consented to recorded data, or written consent such as email or WhatsApp message.  |
+^ Health Data                  | //health data//                      | Personal data related to a person's physical or mental health, including healthcare data provided.  |
-^ Confidentiality               | Every employee of FritsJurgens who has access to the personal data of employees and customers is obliged to maintain confidentiality. This obligation also applies after termination of employment.  |
+^ Processing of Personal Data  | //verwerking van persoonsgegevens//  | Any action involving personal data, including but not limited to collecting, recording, organizing, storing, updating, modifying, retrieving, consulting, using, disseminating, or destroying data.  |
+^ Consent                      | //toestemming//                      | Demonstrable agreement of the data subject to the intended data processing, provided through signature, checkbox + signature on a consent form, data submission by the data subject who has previously consented to recorded data, or written consent such as email or WhatsApp message.  |
+^ Confidentiality              | //geheimhouding//                    | Every employee of FritsJurgens who has access to the personal data of employees and customers is obliged to maintain confidentiality. This obligation also applies after termination of employment.  |
-===== 2. Scope =====
+Throughout the policy, for some words, the Dutch translation is given in italics, to clarify.
-This policy applies to all paper and digital files, unwritten information within FritsJurgens, and associated data exchange and processing.
+===== 2. Scope  =====
-FritsJurgens processes information in the following categories:
+  - This policy applies to all paper files, all digital files, and unwritten information within FritsJurgens, as well as its associated data exchange and processing.
-  * Unordered List ItemFor Salary: Name, Address, Postal Code, Citizen Service Number, contact details such as position/salary scale/salary, a copy of ID, and the signed tax declaration.
+  - FritsJurgens processes information in the following categories:
-  * Unordered List ItemIn case of sick leave, Include name, address, postal code, citizen service number, salary, nature of sick leave, and reintegration progress.
+    * [[operations:policy:privacy_regulations:fields_per_category#personal_data|Personal data]] such as name, address and contact details
-  * Unordered List ItemFor Internal Communication: Name, position, business email address, business phone number, schedule, and tasks.
+      * for personel also date of birth and social security number (//burgerservicenummer, BSN//)
+    * [[operations:policy:privacy_regulations:fields_per_category#background_data|Background data]] such as work history, skillset and personal network
+    * [[operations:policy:privacy_regulations:fields_per_category#contract_data|Contract data]] such as employment contracts, permission forms, purchase and sales contracts, and review reports
+    * [[operations:policy:privacy_regulations:fields_per_category#proces_data|Process data]] such as date of entry, software usage logs, complaints registration, reports of data breaches, incident reports
+  - This policy applies within FritsJurgens and relates to the processing of personal data of:
+    * [[operations:policy:privacy_regulations:fields_per_subject#accounts|Potential customers and network contacts]] (individuals associated with companies in their professional capacity only).
+    * [[operations:policy:privacy_regulations:fields_per_subject#customers|Contacts of actual customers]] and other debtors.
+    * [[operations:policy:privacy_regulations:fields_per_subject#vendors|Contacts of suppliers]], including subcontractors and other companies.
+    * [[operations:policy:privacy_regulations:fields_per_subject#employees|Employees]], including interns and indirectly hired workforce.
+    * [[operations:policy:privacy_regulations:fields_per_subject#relations|Employee's relations]] such as emergency contact and family composition.
-FIXME opmaak FIXME
-For Business Activities: Dietary preferences and allergies.
-For Emergencies: Emergency contact information.
-Regarding employment, we share data with:
-Payroll administration (Mulderij & Partners): for payroll administration. They use the online payroll administration package Loket.nl. The payroll administration also provides the legally required information to the Tax Authorities.
+===== 3. Purpose  =====
-Pension Fund (ASR): exclusively for the initial registration with them (you subsequently permit them to process and transmit your data to the payroll administration; they are the data processor for this).
-Possible Sick Leave Insurance (currently not applicable): This includes personal data such as Name, Address, Citizen Service Number, Salary, and sick leave percentage.
-Occupational Health Service: The occupational health service has insight into the nature of sick leave.
-Possible Absence Guidance (Alpina@Work): Communication with the absence guidance organization involves reintegration in case of prolonged illness.
-Accountant (Afier): The accountant has access to and receives a copy of the entire administration, including the payroll administration.
-For work-related activities, we share data with:
-IT partner (MatenICT), software suppliers (Microsoft, Zoho, Holaspirit): your name and business contact details.
+  - The purpose of collecting and processing personal data is to have the necessary information for conducting market analysis, sending newsletters (if subscribed), and managing personnel and the company's functioning.
-Colleagues: All employees and interns within FritsJurgens. Through the administration package, all employees have access to all colleagues' work schedules and business contact details. This includes name, position, business email address, business phone number, work schedule, and roles.
+  - The data of potential customers and network contacts are collected and processed for:
-Organizer of company outings: name, dietary preferences, and allergies (if participating).
+    - Market analysis.
-Subcontractors and FritsJurgens seconded employees: considered external colleagues. The administration ensures that these external colleagues have access to the business contact details of the employees they are dealing with.
+    - Sending newsletters (if subscribed).
-Customers: only name, position, business email address, and work schedule.
+    - Referrals.
-Website: the name and position of the employee.
+  - The data of debtors (i.e. customers), are collected and processed for:
-Emergency contact involves the contact details of one or more individuals who should be contacted in emergencies.
+    - Executing and communicating about provided orders.
-Regarding data of potential customers and network contacts:
+    - Invoicing and receiving payment.
-We register:
+    - Discussing potential new orders.
+  - The data of creditors (i.e. suppliers and subcontractors), are collected and processed for:
+    - Executing and communicating about provided orders.
+    - Paying invoices and accounting for payments.
+    - Discussing deliveries or services.
+  - The data of employees are collected and processed for:
+    - Making and executing an employment or internship agreement.
+    - Conducting payroll administration.
+    - Collaborating as colleagues.
+    - Being prepared for emergencies.
+  - The data of employee's relations are collected and processed for:
+    - Communicating in case of emergencies.
+    - Implementing 'attentive employership' (e.g. Sinterklaas gifts, baby shower gifts).
-Name, business contact details, inquiry, and role within the company we have contact with.
-All communication (emails, chats, phone notes).
-All other information these customers offer, including search behavior on our website and media expressions.
-Company data, including what we can find through data enrichment from publicly accessible internet sources.
-This policy applies within FritsJurgens and relates to the processing of personal data of:
-Employees, including interns.
-(Potential) customers and network contacts, such as the relationship with and data of other individuals in the personal network.
-Debtors, such as clients and budget managers.
-Suppliers, including subcontractors and other companies.
-. PURPOSE OF PERSONAL REGISTRATION
-The purpose of collecting and processing personal data is to have the necessary information for conducting market analysis, sending newsletters (if subscribed), and managing personnel and the company's functioning.
+===== 4. Representation  =====
-The data of employees are collected and processed for:
+The subject whose personal data are recorded may be represented:
-A. Making and executing an employment or internship agreement.
+  * If younger than sixteen years: by their parent or guardian (such as name and age of employee's children);
-B. Conducting payroll administration.
+  * If under legal restrictions: by their official representative (curator, mentor, //bewindvoerder//).
-C. Collaborating as colleagues.
-D. Being prepared for emergencies.
-The data of (potential) customers and network contacts are collected and processed for:
-A. Communicating in emergencies.
-B. Coordinating services with the individual's network.
-The data of debtors, or clients, are collected and processed for:
-A. Executing and communicating about provided orders.
-B. Invoicing and receiving payment.
-C. Discussing potential new orders.
-The data of creditors, or suppliers and subcontractors, are collected and processed for:
+===== 5. Responsibility for maintenance and liability  =====
-A. Executing and communicating about provided orders.
-B. Paying invoices and accounting for payments.
-C. Discussing deliveries or services.
-Responsibility for management and liability:
+  - The management is responsible for ensuring the proper processing and management of personal data and can be held liable for it, except in case of force majeure.
-The management is responsible for ensuring the proper processing and management of personal data and can be held liable for it, except in case of force majeure.
-. RIGHTS OF THE DATA SUBJECT
-When the data subject has given written consent for the processing of their data, the management must be able to prove that this has occurred.
+===== 6. Access to data  =====
-The data subject has the right to withdraw their consent at any time.
-The data subject has the right to data portability.
+Access to the data is restricted to employees having certain roles grouped in so-called circles of accountability, which roles makes the data processing essential:
-The data subject has the right to be forgotten.
-The data subject has the right to access.
+^ Role             ^ Purpose                      ^ Access  ^
-The data subject has the right to rectification and supplementation.
+| People & Culture recruiting   | responsible for recruitment  | all data of applicants, read skillsets of employees  |
-. DATA RETENTION
+| People & Culture contracting  | responsible for contracting  | all data of employees  |
+| Hero's           | working in a team            | read role/name/schedule of employees  |
+| BD               | responsible for regions      | all data of contacts and customers  |
+| Sales            | responsible for sales        | all data of customers  |
+| Marketing        | responsible for marketing    | all data of contacts  |
+| Support          | support other roles          | all data managed by the roles requiring support  |
+| Operations       | ultimate responsibility      | all, if required only  |
+===== 7. Sharing data  =====
+  * Regarding employment, we share data with:
+    * Payroll administration //salarisadministratie// ([[https://mulderijenpartners.nl/wp-content/uploads/Privacyverklaring.pdf|Mulderij & Partners]]): for payroll administration. They use the online payroll administration package [[https://www.loket.nl/privacy-statement/|Loket.nl]]. The payroll administration also provides the legally required information to the Tax Authorities.
+    * Pension Fund //pensioenfonds// ([[https://www.asrnederland.nl/privacyverklaring|ASR]]): exclusively for the initial registration with them (you subsequently permit them to process and transmit your data to the payroll administration; they are the data processor for this).
+    * Possible Sick Leave Insurance //ziekteverzuimverzekering// (currently not applicable): This includes personal data such as Name, Address, Citizen Service Number //BSN//, Salary, and sick leave percentage.
+    * Occupational Health Service //arbodienst// ([[https://www.alpinawork.nl/privacyreglement/|Alpina@Work]]): The occupational health service has insight into the nature of sick leave.
+    * Possible Absence Guidance //verzuimbegeleiding// ([[https://www.alpinawork.nl/privacyreglement/|Alpina@Work]]): Communication with the absence guidance organization involves reintegration in case of prolonged illness.
+    * Accountant ([[https://afier.com|Afier]]): The accountant has access to and receives a copy of the entire administration, including the payroll administration.
+  * For work-related activities, we share data with:
+    * IT partner ([[https://MatenICT.nl|MatenICT]]), software suppliers ([[https://privacy.microsoft.com/nl-nl/privacystatement|Microsoft]], [[https://www.zoho.com/privacy.html|Zoho]], [[https://www.holaspirit.com/privacy|Holaspirit]]): your name and business contact details. All data is hosted within the EU.
+    * Colleagues i.e. all employees and interns within FritsJurgens. Through the administration package, all employees have access to all colleagues' work schedules and business contact details. This includes name, position, business email address, business phone number, work schedule, and roles.
+    * Organizer of company outings: name, dietary preferences, and allergies (if participating).
+    * Subcontractors and FritsJurgens seconded employees: considered external colleagues. The administration ensures that these external colleagues have access to the business contact details of the employees they are dealing with.
+    * Customers: only name, position //functietitel//, business email address, and work schedule.
+    * Website: the name and function/position of the employee.
+    * Emergency contact: This involves the contact details of one or more individuals who should be contacted in emergencies and with whom only the nature of the emergency is shared.
+===== 8. Processing special personal data  =====
+This privacy regulation explicitly does **not** cover any personal data that is classed as 'special'. This means that within FritsJurgens any data classed as such, such as medical data or information about religion or political preference, may not be handled in any way.
+===== 9. Rights of the data subject  =====
+FritsJurgens conforms to the legal requirements giving the data subject at least the following rights:
+  * When the data subject has given consent for the processing of their data, the management must be able to prove that this has consent has been given.
+  * The data subject has [[operations:policy:privacy_regulation:withdraw_consent|the right to withdraw their consent]] at any time.
+  * The data subject has [[operations:policy:privacy_regulation:port_personal_data|the right to data porting]].
+  * The data subject has [[operations:policy:privacy_regulation:delete_personal_data|the right to be forgotten]].
+  * The data subject has [[operations:policy:privacy_regulation:access_personal_data|the right to access]].
+  * The data subject has [[operations:policy:privacy_regulation:rectify_personal_data|the right to rectification and supplementation]].
+===== 10. Data protection  =====
+  - FritsJurgens has the legal obligation to take both organisational measures (see below) and [[it:policy:technical_data_protection|technical measures]] (see link).
+  - Paper files (i.e. contracts only) are kept under personal guard of the roles responsible for contracting, signage or administration, until they are scanned and digitally archived after which they are shredded.
+  - Digital files are stored on the [[it:software:sharepoint|Microsoft SharePoint]] environment only (including OneDrive local cache).
+  - Devices used to access Microsoft SharePoint are protected by at least password to the security standards set by our IT partner [[https://matenict.nl|MatenICT]].
+  - Personal data is stored in the dedicated applications only (see the [[it:policy:it_where_to_save_documents|IT policy on where to save data]]), but name and function (only) of employees may end up in any of the [[it:software|software packages]] used throughout the organization.
+  - When sensitive personal data is to be sent, [[it:howto:sending_sensitive_data|appropriate protection measures]] should be taken.
+  - All online data is stored within the EU only.
+  - Whenever anyone within FritsJurgens finds out about breach of security or an actual breach, the [[it:policy:protocol_datalekken|Protocol data leaks]] is to be followed.
+  - Any breach in relation to personal data is registered in the data leak register of FritsJurgens.
+===== 11. Data retention  =====
 Different documents have different retention periods:
-Destroying paper files: 2 years after departure.
+| Destroying paper files                         | 1 day after the digital scan has been properly archived. |
-Destroying digital files: 5 years after release.
+| Destroying digital files                       | FIXME  |
-Destroying access logbook: 5 years after mutation date.
+| Destroying access logbook                      | 5 years after mutation date.  |
-Destroying email archive: 5 years after release.
+| Destroying email archive                       | FIXME  |
-Destroying digital calendars: 5 years after the end of the fiscal year.
+| Destroying digital calendars                   | 5 years after the end of the fiscal year.  |
-Destroying paper day sheets: 2 years after the end of the fiscal year.
+| Destroying personnel file                      | 2 years after termination of employment.  |
-Destroying time registration: 5 years after the end of the fiscal year.
+| Destroying payroll administration              | 7 years after the end of the fiscal year.  |
-Destroying personnel file: 2 years after termination of employment.
+| Destroying financial information (debtors)     | 7 years after the end of the fiscal year.  |
-Destroying payroll administration: 7 years after the end of the fiscal year.
+| Destroying list of destroyed files             | 20 years after destruction.  |
-Destroying financial information (debtors): 7 years after the end of the fiscal year.
+| Destroying digital backups                     | 5 years after backup date.  |
-Destroying list of destroyed files: 20 years after destruction.
+| Destroying after approved destruction request  | 3 months after the request.  |
-Destroying digital backups: 5 years after backup date.
+| Destroying job application letter and CV       | 4 weeks after completion of the job application process, or one year for open applications.  |
-Destroying data in administration: 5 years after departure.
-Destroying after approved destruction request: 3 months after the request.
-Destroying job application letter and CV: 4 weeks after completion of the job application process, or one year for open applications.
-. COMPLAINTS PROCEDURE
+===== 12. Complaints procedure  =====
+The data subject can file a complaint with the management about data processing. This can be done in writing via [[info@fritsjurgens.com]].
+===== 13. Change log  =====
+  * Any future changes of this policy will be approved by the management and presented in a meeting for all employees.
+  * Changes become effective no sooner than four weeks after having been announced to all involved.
+  * This policy becomes effective per FIXME 01-01-2024
+  * The policy is available on this wiki page or in print through the reception of FritsJurgens.
-The data subject can file a complaint with the management about data processing. This can be done in writing via info@fritsjurgens.com.
+==== 14. References  ====
+  * These privacy regulations are referred to from: [[https://fritsjurgens.sharepoint.com/:w:/r/sites/support/_layouts/15/Doc.aspx?file=2023%20FritsJurgens%20-%20Toestemmingsverklaring%20personeel.docx|De toestemmingsverklaring personeel]]
+  * A similar regulation is found on [[https://www.fritsjurgens.com/fritsjurgens-privacy-statement|The website]]
+  * Various wiki pages