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Privacy Statement

This version is from: July 2018

PUM Netherlands senior experts (PUM) supports SMEs in developing countries and emerging markets. Our senior experts have extensive experience in Dutch SMEs and offer practical knowledge and advice within all kinds of sectors with an eye for producers and consumers. Our advice missions take place all over the world and of course data traffic is involved. We think it is important that your privacy is not compromised. That is why we act in accordance with the General Data Protection Regulation (AVG) and we treat your data carefully. In this statement we explain what we do with your data and why. In the specific section we give more details per role.

We:

  • process your personal data only in accordance with the purpose for which you provided it. These goals and the type of personal data are described in this privacy statement;

  • only process the personal data that are necessary for the purposes for which they are ;

  • ask for your permission your personal data, for example through your agreement with us;

  • take appropriate technical and organizational measures to ensure the security of your personal data;

  • only transfer personal data to other parties if this is necessary for the purposes for which they were provided;

  • are aware of your rights with regard to your personal data and will respect them.

     

General

About the data we process  

We have drawn up a record of processings according to legal obligations. This is available on request for individuals whose data we process.

We do not make decisions in a fully automated manner and do not engage in profiling. We also do not use your data for direct marketing.

We do not process personal data of minors (persons younger than 16 years).

 

Security

We have taken appropriate technical and organizational measures to protect your personal data against unlawful processing, for example we have taken the following measures:

All persons who can take note of your data on our behalf, are obliged to observe confidentiality.

  • We use a username and password policy on our systems.

  • We use authorizations for access to systems.

  • We make back-ups of the personal data in order to be able to recover these in case of physical or technical incidents.

  • Our employees have been informed about the importance of the protection of personal data.

  • We have described in these regulations which groups we process data from. If we provide other parties with your data, we will ask them to treat your data with due care by means of agreements.

     

Your rights

We store the data that we receive from you in our computer system. You have the right to submit a request for:  

  • inspection of the personal data that we process from you and the transfer of your data in a currently used computer format.

  • rectification of your personal data if you find that there are factual inaccuracies in your data. You can adjust some data yourself if you can log in to our system, such as your CV information or your address details.

  • deletion of your data or restriction of processing; we cannot always comply with this request because, for example, we may have a legal obligation to process your data or not to delete it.

    You can make use of these rights by submitting a request to us via info@pum.nl. If you make a request to us, we will need to be able to identify your identity. We will answer your request within four weeks. It is possible that we cannot comply with your request because it, for example, damages the rights of others or is not legally permitted. Then we will let you know.

 

Processing manager

Our processing manager is Dick Ernste. He is our CEO and working at our office at Bezuidenhoutseweg 12 in The Hague. He can be reached via email: dick.ernste@pum.nl

 

Questions / comments

If you have any questions or comments about this privacy policy, please contact us via email: info@pum.nl . If you think that we do not comply with certain rules, you can report this to the Dutch Data Protection Authority.

 

Changes to these regulations

We may change these regulations from time to time. For example, if there are new data processings and these are of interest to you. We keep our customers, volunteers and employees informed. The latest version can always be found on our website:https://www.pum.nl/privacystatement

 

Specific details per role

Who are you?

The information we ask from you, depends on your relationship with us.

We will receive information from you if you register with us as a senior expert, local representative or customer, if you enter into a partnership with us or conclude an agreement with us or if you use our website. Sometimes we receive data through someone else. For example, we receive information from our customers about our senior experts and from our local representatives about our customers.

We process the collected data. By that we mean that we store, use, transmit and delete them. Naturally, we ask more information from our volunteers than from the users of our app. We have compiled a list of the data that we process in the various relationships, in which way and for what reason.

  • Senior experts

  • Customers

  • Local representatives

  • Permanent employees

  • Other interested parties

     

Volunteers who sign up for our advice missions and go on advisory missions and staff volunteers

What data do we collect and what do we do with it?

We collect many different types of information from our so-called senior experts, for example to assess whether you are eligible for registration in our expert database and where and when you can be matched to our clients. The table shows what we do with what kind of data:

About the data we process

We process your data to meet our agreement with you or others. Sometimes we are legally obliged to process data in a certain way, for example for our donor or for the tax authorities. In other cases we ask for your permission. If you refuse to provide certain information, this may affect your agreement with us.

We ask some experts to play an extra role in the organization, in addition to their senior expertship. Then you are a staff volunteer. We only process extra information about your additional role. With this role you also have more access to our systems.

Who has access to your data?

All PUM employees with permanent employment have access to your data. In addition, staff volunteers, for example, have access to your data to match you with the customers. All experts have access to the knowledge sharing platform. Like our local representatives. We send other selected information to other parties.

Your data for advisory missions and third parties

We share your information with parties within the European Union and with parties in so-called third countries that do not have to comply with the rules of the GDPR. Of course we ask these parties, such as the local representatives and the customers, to treat your data confidentially. But in addition, in the agreement you conclude with us, we ask for your permission to share this information.

This concerns, for example, data that we send to the local representative in order to be able to pick you up from the airport, to contact you or in the event of calamities, with us. We have sent your CV to the customer at an earlier stage and they will also receive your contact details in order to be able to communicate with you before, during and after the advisory mission.

How long do we keep your data?

If you have registered as a PUM expert, but your application has been rejected, all data that can be traced to your person will be removed from our administration within no more than 4 weeks after rejection.

Data about senior experts will be cleaned up within 1 year after deregistration. In doing so, data such as passport scans, bank numbers and CVs are removed. We keep some data longer. Our financiers may need data for possible audits.

We always keep a limited set of data (for example your name, your email and your advisory mission history), because it is necessary to maintain the relationship with our alumni and their mission history, in the event that a customer holds us liable with regard to an advisory mission or when you are nominated for a ribbon. Unless you request us to delete your data.

 

Our customers

As a customer you fill in a form to make an application for an advisory mission. You then share contact information and information about yourself and / or the owner of the organization and we conclude an agreement with you.

About the data we process

We process your data to provide you with our services. The staff volunteer and the senior expert who will visit you will need your data to come to a successful advisory mission. The permanent employees of PUM can also access this information if this is necessary for the progress of your advisory mission. We use your gender and your age for reporting to our donor, the Ministry of Foreign Affairs. If you refuse to provide certain information, this may affect your agreement with us.

Who has access to your data?

All PUM employees with permanent employment have access to your data. In addition, staff volunteers and senior experts have access to your personal data in order to be able to contact you in advance and afterwards about the content of the advisory mission. Our local representatives also process your personal data in order to remain in contact with you. We send other selected information to other parties.

Your data for advisory missions and third parties

We share your information with parties within the European Union and with parties in so-called third countries that do not have to comply with the rules of the GDPR. Of course we ask these parties, such as the local representatives and the experts, to treat your data confidentially. But in addition, in the agreement you conclude with us, we ask for your permission to share this information.

How long do we keep your data?

We store your data so that if you request a next visit from a senior expert after many years, we have the data from the previous visit available. We retain some data because our donors, such as the Ministry of Foreign Affairs, may need data for possible audits.

 

Our local representatives

We need contact details from you to maintain contact. We also need data such as bank account numbers to transfer payments to you. And we process data from our agreement with you.

About the data we process

We usually process your data to meet our agreement with you or others. Sometimes we are legally obliged to process data. For example, for our donor or for the tax authorities. If you refuse to provide certain information, this may affect your agreement with us.

Who has access to your data?

All PUM employees with permanent employment have access to your personal data. In addition, staff volunteers, for example, have access to your data in order to communicate with you about clients or matched senior experts. Also in case of calamities. You also receive access to our knowledge sharing platform and can contribute to this. Your name and email address will be registered. Your contact details are also on our website, so that potential customers can contact you.

Your data for advisory missions and third parties

We share your data with parties within the European Union and so-called third countries that do not have to comply with the rules of the GDPR. Of course we ask these parties, such as the experts and the customers, to treat your data confidentially. But in addition, in the agreement you conclude with us, we ask for your permission to share this information.

How long do we keep your data?

We always keep a limited set of data (for example your name, your email address and the advice missions you have facilitated), because this information is integrated in the knowledge sharing platform and in case a customer holds us liable with regard to an advisory mission.

 

Our employees

We request the same information from our employees as from the senior experts with additional legally required HR data: copy of passport, BSN, leave registration, personnel file, data for insurance and pension. We need this information to keep in touch with you, to transfer your salary and to properly fulfill our employer role.

About the data we process

We process your data to meet our agreement with you or others, such as the tax authorities. In some systems we also keep track of which data is viewed or modified by whom. We do this in order to be able to monitor the processes in order to be able to offer a good service.

Who has access to your data?

Some personal details are on the website or the knowledge sharing platform. These are intended to contact you, for colleagues and external potential customers. The more sensitive data, such as the passport scan, insurance and pension information, are only available for the HR department or the Finance department. We will send other parties specifically selected data to, for example, have an order delivered to you.

Your data for advisory missions and third parties

We share your data with parties within and outside the European Union and so-called third countries that do not have to comply with the rules of the GDPR. Of course we ask these parties, such as the local representatives and the customers, to treat your data confidentially. But in addition, in the agreement you conclude with us, we ask for your permission to share this information.

We never share confidential HR data with third parties outside the EU.

How long do we keep your data?

The retention periods for permanent staff after termination of employment are largely prescribed by law:

  • Employment contracts, assessments: a maximum of 2 years

  • Payroll taxes, copy of proof of identity, BSN: at least 5 years

  • Tax service information: at least 7 years

    If you use your right to be forgotten, we will delete all data that is not legally required to be retained.

     

Our suppliers, clients and stakeholders

We ask our suppliers and clients for information such as the name, address and telephone number of the contact person. We also process the bank number of the organisation to be able to pay for the delivered goods. We request information from interested parties such as name, address and telephone number to maintain contact.

About the data we process  

We process your data to meet our agreement with you, for administrative purposes or to maintain contact with you.

Who has access to your data?

We store your data in our customer system and are available for voluntary and permanent staff members.

Your data for advisory missions and third parties

We do not share your information with third parties.

How long do we keep your data?

Your data will be kept forever, unless you use your right to be forgotten, we will delete all data that does not have to be legally required.

 

Users of our website, app or social media channels

We collect cookies, see our cookie policy at https://www.pum.nl/cookie-policy .

We communicate with you via social media channels such as Facebook, Twitter, Instagram and LinkedIn. You will find social plugins on the website that ensure that you can respond easily. You can switch these off in the relevant channels. We also use Google Analytics to view which articles are popular on our website and which are not.

About the data we process

We process your data to gain insight into the use of our media channels.

Who has access to your data?

The data is available for our Communications and ICT departments.

Your data for advisory missions and third parties

We do not share your information.

How long do we keep your data?

We store your data temporarily.