Privacy Statement
In this privacy statement you read everything about the way your personal data is collected and how it is handled. It will explain where your data is stored and for which purposes your data is stored. In addition, you will also find all your rights with regard to your data and how you can make use of these rights. The privacy statement will sometimes be changed due to, for example, legislative changes. It is therefore advisable to periodically consult the statement.
HillFive
HillFive is a consultancy firm that focuses on process optimization of companies. Think of improving quality, speed and costs or tightening up your own improvement capacity. There are situations where your data is collected by HillFive. It is therefore good that you know what is being done with it and how you can indicate your wishes about your data. If you are uncomfortable about the use of your data by HillFive, please contact
mail@hillfive.nl
Kwekerijweg 2B
3709 JA Zeist
KVK Nr. 62005928
Personal data
For a number of purposes, HillFive processes personal data of customers, (potential) employees, (potential) contractors and website visitors (who leave a message there). These are explained below.
Security and roadmap for data leaks
Data processing is mainly done digitally. Written documentation is stored in lockers. The HillFive software is sufficiently secure for this. We use a username and password policy on all our systems. We back up the personal data in order to be able to recover it in the event of physical or technical incidents. Furthermore, our employees are informed about the importance of the protection of personal data.
In addition, your visit to our website is secured by an SSL certificate. This means that your connection with the HillFive website is private. You recognize this security by the green lock for the url. In addition, HillFive’s domain has been signed with DNSSEC. This is an extra tool that makes the ‘signage’ of the website safer and more familiar.
If there is a data breach (USB stick with personal data lost, laptop with personal data stolen, hacker broken into personal data etc.) at HillFive then we will report this to the Dutch Data Protection Authority (Autoriteit Persoonsgegevens). We will also inform the parties involved and initiate the roadmap for data breaches of the AVG program.
Your rights
- Right to inspect
You have the right to request your data at all times that are recorded and stored at HillFive. You do this by sending an e-mail or by calling HillFive. You will then receive an overview of your data.
- Right to rectify
Are your data incorrect? Or have your data changed? You have the right to have this rectified by HillFive.
- Right to erase
Do you no longer want your data recorded at HillFive? Then you have the right to have your data deleted. The use of these rights can be done via mail@hillfive.nl with the sending of a copy id-card, whereby the passport photo, the numbers at the bottom of the passport, ID number and BSN are unreadable. The aim is to respond within a week.
- Right to complain
You have the right to submit a complaint to the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) if you feel that HillFive does not handle your data correctly. This can be done via this link. https://autoriteitpersoonsgegevens.nl/nl/zelf-doen/privacyrechten/klacht-over-gebruik-persoonsgegevens
Our duties
HillFive always processes personal data with a reason. Your details will never be sold to third parties. The information that is mandatory to provide is the minimum required data for offering the services or entering into an agreement. If this mandatory information is not provided, HillFive cannot offer the relevant service or the agreement cannot be entered into.
If it is necessary to share data that you have shared with HillFive with others than the parties mentioned above (for example, to offer a service), your permission will first be requested. HillFive reserves the right to disclose the information when legally required or when HillFive deems it justified to comply with a legal request / process or to protect the rights, property or safety of HillFive. In doing so, we always try to respect your right to privacy as much as possible. Do you still have questions? Feel free to contact us via the following contact details:
mail@hillfive.nl
Prins Hendriklaan 9-11
3701 CK Zeist
KVK Nr. 62005928
| From customers, personal data is processed of the contact person from the organization and from employees who are involved with the project. It can include first name, prefix, last name, job title, e-mail address, telephone number. |
| Aiming: |
Performing the service properly. |
| Receivers: |
These are not provided to external parties and are shared internally only with employees who are on the same project. |
| Storage: |
Will be removed 2 years after the end date of the service provided. |
| From customers who are willing to give a reference, the following data is processed: first name, prefix, lastname, job title, company, picture, and their opinion about HillFive. This reference will be put on the HillFive website and on HillFive flyers. |
| Aiming: |
Inform and attract (potential) customers. |
| Receivers: |
Potential customers. |
| Storage: |
References will be removed after 5 years. |
| From potential employees CV and any motivation letter are stored with the personal details stated therein. Hereinafter: application data. |
| Aiming: |
Finding new employees. |
| Receivers: |
These data are not provided to external parties and are only shared internally with relevant employees. |
| Storage: |
If no employment contract is created and HillFive does not get permission to keep it, the application data will be deleted after 4 months. If HillFive is allowed to keep the data for longer then application data will be deleted after 1 year. If an employment contract has arisen, application data will be retained for up to 2 years after the end of employment. |
| From employees the following data are stored: first name, prefix, surname, gender, date of birth, BSN number, telephone number, e-mail address, salary details, copy ID and bank details. |
| Aiming: |
Executing the employment contract. |
| Receivers: |
Only internally relevant employees, external accountant and tax authorities. With the external accountant we have a processor agreement. |
| Storage: |
Contract of employment is annulled 2 years after the end of employment. Payroll administration must be kept for 7 years (legally required) and then destroyed. |
| From employees the following data are also stored: obtained diplomas and acquired work experience. In combination with name and photo, these are sent to customers as business CVs and placed on the HillFive website in a storytelling form. |
| Aiming: |
Inform and attract (potential) customers. |
| Receivers: |
(Potential) customers. |
| Storage: |
Corporate resume is removed 2 years after termination of employment. Story form on the website will be deleted within 1 month after the end of employment. |
| From potential contractors CV and any motivation letter are stored with the personal details stated therein. Hereinafter: application data. |
| Aiming: |
Finding new contractors. |
| Receivers: |
These data are not provided to external parties and are only shared internally with relevant employees. |
| Storage: |
If no contract is created and HillFive does not get permission to save the data, application data will be deleted after 4 months. If HillFive is allowed to retain data for longer then application data will be deleted after 1 year. If an assignment contract has been created, application data will be retained until 2 years after the end of the collaboration. |
| From contractors the following data are stored: first name, prefix, surname, gender, date of birth, BSN number, telephone number, e-mail address, salary details, copy ID and bank details. |
| Aiming: |
Executing the contract. |
| Receivers: |
Only internally relevant employees, external accountant and tax authorities. With the external accountant we have a processor agreement. |
| Storage: |
Contract agreement must be kept for 7 years (legally required) and is then destroyed. |
| From contractors the following data are also stored: obtained diplomas and acquired work experience. In combination with name and photo, these are sent to customers as business CVs and placed on the HillFive website in a storytelling form. |
| Aiming: |
Inform and attract (potential) customers. |
| Receivers: |
(Potential) customers. |
| Storage: |
Corporate resume is removed 2 years after termination of employment. Story form on the website will be deleted within 1 month after the end of employment. |
| From website visitors who make the online scan or leave a message on contact form on the site, the following data are stored: first name, prefix, surname, phone number, mail adres, company, job title, and reason for contact. |
| Aiming: |
Responding (as well as possible) to the contact question and sending feedback in response to the online scan. |
| Receivers: |
Messages on the website come in to a general e-mail address that only relevant employees can access internally. They are also stored in the database that belongs to the website. This database can be entered by relevant HillFive employees and our website administrator. |
| Storage: |
Messages in the mail are deleted 2 years after the event. |
| From participants LeaderLunch the following data are stored: first name, prefix, surname, phone number, mail adres, company, job title. These can be entered via the registration form on the website, but can also be given orally or via another written way. |
| Aiming: |
Keep track of registrations and be able to contact if something unexpectedly changes at the last minute. |
| Receivers: |
Applications arrive at a general e-mail address that only relevant employees can access internally. Submissions that come via the site are also stored in the database belonging to the website. This database can be entered by relevant HillFive employees and our website administrator. |
| Storage: |
Messages in the mail are deleted 2 years after the event. |
| During LeaderLunch there will be filmed so that an atmosphere compilation can be made afterwards. Since this may involve special personal data, we will always explicitly request permission before the LeaderLunch. |
| No personal data will be processed from website visitors who do not make the online scan and do not leave a message on the site. (The website of HillFive collects data with Google Analytics to improve the website, but this data is anonymous and is therefore not bound to your personal information, such as information about the duration of your website visit or the pages you visit a lot.) |
