1. Introduction

Boels Zanders NV (“Boels Zanders”) processes personal information on a daily basis. In doing so, it complies with the law. Boels Zanders respects the privacy of the persons about whom it receives information and handles that information in strict confidence. In this privacy statement, we explain which personal data Boels Zanders processes and for what purposes. We recommend that you read this privacy statement carefully.

Boels Zanders, having its registered office at Aziëlaan 22 in (NL-6199 AG) Maastricht, the Netherlands, chamber of commerce number 14087235, e-mail address: cam@boelszanders.nl, is the controller for the processing and storage of your personal data. If you have any questions about the contents of the privacy statement, please contact our marketing department.

2. Personal data

Boels Zanders processes different types of personal data for different purposes. The personal data and purposes involved are explained below.

Service provision
In order to provide our services, we need your name and contact data. Furthermore, on the basis law and our code of conduct, we must identify you by means of a valid identification document. Depending on the contents of the service we are providing, we may require additional personal data. If it is necessary for our service provision, we disclose your personal data to third parties.

(Direct) Marketing
For acquiring new assignments, we collect commercially interesting information about companies, such as the position of a company within the market, the possible interest or further interest of the company in our products and the persons within the company who we wish to contact or have contacted. We collect the contact details of those persons, memos based on discussions and telephone conversations and visit reports. We collect similar information on suppliers and potential suppliers. This information is carefully organised and stored in a database that is accessible only to authorised employees. We do so on the basis of our justified business interest.

Social media
Boels Zanders is active on various social media, such as LinkedIn, Twitter, Instagram and Facebook. We can use your personal data when you use functions on our websites. If you use such a function, we can obtain your personal data via our social media.

Selection procedure
Boels Zanders collects and processes data of applicants by means of personal contacts, by post, by e-mail and/or telephone conversations. The information we collect includes the name, gender, contact details, motivation letters, training level and working history of the applicant. These data are relevant for following the selection procedure and will be removed no later than four weeks after the completion of the procedure. If you grant permission, Boels Zanders can store your personal data for a longer period in its administrative records, so that you can be contacted again if necessary in the future.

Boels Zanders also processes personal data of employees, in the context of the employment contract and on a statutory basis. For information about processing the personal data of employees, reference is made to the staff manual.

3. Recipient

We do not share your personal details with companies, organisations and individuals outside Boels Zanders, except in one of the following circumstances.

Performance of an agreement
Issuing your personal data to third-party organisations is permitted if this is necessary to fulfil our contractual obligations with respect to you. This includes initiating and conducting legal proceedings. We also pass on your data to the mail deliverer/courier, so that documents can be delivered to you if necessary.

With your permission
We can transfer your data to other parties if you grant us permission to do so. That permission applies only if it is clear what you are granting your permission for and what the consequences are.

For external processing
We issue personal details to our partners so that they can process data for us on the basis of our instructions and in accordance with our privacy policy and other appropriate confidentiality and security measures. Our partners include our IT suppliers, the website manager, the CRM system administrator and the Clients’ Funds Foundation of Boels Zanders Advocaten.

For legal reasons
We share personal data if we believe that disclosure of the data is necessary in order to comply with applicable legislation, statutory procedures or requests from government bodies.

Statutory obligation
If a statutory obligation requires us to do so, we will issue your personal data.

Boels Zanders imposes conditions on the recipients of your personal data to ensure that these data are handled confidentially and are secured.

Retention period
We do not retain your personal data for longer than necessary, unless we have a statutory obligation to retain your personal data for a longer period. Our basic principle is that we retain your personal data only for as long as that is necessary in order to deliver our services to you. We will subsequently remove your personal data in so far as possible. If, for instance, you have provided your e-mail address so that we can keep you informed of our services, we will retain your data for that purpose.

4. Transfer of personal data outside the EU

Boels Zanders may transfer your personal data from the Netherlands to a foreign country. Countries within the European Economic Area (EEA) have a personal data protection level that is similar to the Netherlands. We may transfer your personal data with due observance of the general requirements of privacy legislation. We can do so, for instance, within our group for the benefit of efficient operations.

5. Your rights

You have a number of statutory rights with respect to us: access, corrections or additions, data deletion, limitation of processing, transfer of digital data and the right of objection. We explain these rights below. We also explain how you can exercise these rights with respect to us.

Right of access
Upon your request, we will inform you in writing whether we are processing your personal data. When making your request, you must identify yourself by means of a copy of your driving licence or identity document. In our response, we will explain which of your personal data we have processed or are still processing and we will provide you with a copy. We will also explain the purposes for which the data have been or are still being processed, the parties with which the data are being shared, the period for which these data are expected to be stored, and which other rights you can exercise.

Corrections or additions
If you have received details about the processing of your personal data, you can request us to correct inaccuracies or to make additions to incomplete information. We will motivate our response. If we make corrections, you will receive a supplementary statement from us. That statement will also be sent to any recipients of your incorrect or incomplete data.

Data deletion
You can request us to delete your personal data in our systems in one or more of the following cases:
– the personal data are no longer necessary for the purposes for which we processed them;
– you withdraw your permission for processing or further processing and no other basis for processing exists;
– you lodge a motivated objection, and there are no urgent reasons for not respecting your objection;
– the personal data have been wrongfully processed by us;
– we have to delete your personal data on the basis of a statutory obligation;
– we have collected your data by means of mobile telephony or Internet services.

Limitation of processing
If you have notified us of an inaccuracy or incompleteness in your personal data, you can request us to limit the processing for as long as we are dealing with your request. You may also request us to limit the processing of your data if you believe that we are wrongfully processing your data or if we no longer need them, or if you have lodged an objection against the processing or the further processing of the data. After the receipt of your limitation request, we will continue to process the data only with your permission or if there are compelling reasons for doing so (such as legal proceedings).

Transfer of digital data
If you have provided us with personal data in a structured, customary digital file format and we have processed your data with your permission or in the context of performing an agreement with you, you will be entitled to request a copy of these data from us. In such cases, you can also request that your data be transferred directly to another service provider.

You may lodge an objection at all times against the processing of personal data relating to you. That applies particularly to profiles that we have created on the basis of your personal data. We will cease processing your data following the receipt of your objection, unless we can put forward urgent justifiable reasons that outweigh your interests, rights and liberties.

If we process your personal data for direct marketing purposes, you may object at any time and we will cease processing immediately.

Exercising rights
If you wish to exercise one or more of the rights summarised above, you can contact us via e-mail address cam@boelszanders.nl. Boels Zanders will take a decision regarding your request within four weeks, unless we inform you within that period that we need slightly more time.

If your personal data are processed on the basis of your permission, you will be entitled to withdraw that permission. Any withdrawal of your permission will not prejudice previous processing on the basis of that permission.

6. Complaints

If you have a complaint about the use of your person data, we refer you to the complaints procedure at the Dutch Data Protection Authority. This body is authorised to examine your complaint.

7. Any questions?

If you have any questions, send them in an e-mail to: cam@boelszanders.nl.

Version of January 2018