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Privacy policy

Content

1. Introduction
2. What personal data do we collect and for which purposes do we process it?
2.1 Data of children
2.2 Data of parents
2.3 Data of employees
2.4 Data of other relations
3. Sharing data with third parties
4. Minors
6. Data security
7. Rights concerning personal data
8. Complaints
9. Contact details

1. Introduction

Natuurfontein attaches great importance to the protection of personal data. In this privacy policy, we (employees of Natuurfontein) explain in a clear and transparent way how we handle personal data. It concerns personal data of children, parents, employees, suppliers and other relations.
We are committed to safeguarding the privacy of children, parents, employees, suppliers and other relationships and therefore handle their personal data with care. Natuurfontein complies in all cases with the applicable laws and regulations, including the General Data Protection Regulation.

In any case, this entails the following:

We process personal data in accordance with the purpose for which they have been provided; these purposes and which personal data are involved are described in this privacy policy.

The processing of personal data is limited to the data necessary for the purposes for which it is processed.

We will ask for the explicit consent of the data subject if consent is required for the processing of his or her personal data.

We have taken adequate technical and organisational measures to ensure the security of personal data.

We do not transfer personal data to other parties, unless this is necessary for the performance of the purposes for which they have been provided.

We are aware of and respect the rights concerning personal data. Parents, employees, suppliers and other relations are informed of these rights through this privacy policy.

This privacy policy is available for review by all parents, employees, suppliers and other relations. It can be found on our website.

2. Which personal data do we collect and what do we process it for? Natuurfontein only requests personal data that is necessary for running its business in a good and responsible way.

2.1 Data of children

Natuurfontein offers daycare for children from 4 to 12 years. In order to be able to do this properly, Natuurfontein asks the parents/carers to provide the following personal information about their child(ren):

● Name details: first name(s)/Christian name(s)/ affix /last name
● Address details: address, postal code, city, country
● Gender
● Date and place of birth (+ country of birth)
● Nationality
● Language
● Health information including general practitioner, dentist, health insurer
● BSN number
● Photo (parents can add this to their child's profile in Flexkids)

In addition, Natuurfontein keeps a file (in paper form) on each child. In addition to the above data, this file contains consent forms, results of observations, reports of 10-minute conversations, agreements with parents and other details that are important for the proper care of the children.

Natuurfontein uses the personal data of the children for the following purposes: providing responsible and healthy child care, in accordance with legal requirements.

2.2 Data of parents

Natuurfontein requests the following personal information from the parents/carers of each child:
● Name details: first name(s)/ Christian name/ affix/ last name 
● Address details: address, postal code, city, country 
● Gender
● Date and place of birth (+ country of birth) 
● Marital status (also if divorced and if there is co-parenthood)
● BSN number 
● Telephone number(s) 
● E-mail address 
● Bank account details and name 
● Nationality
The personal data of parents are used by Natuurfontein for the following purposes:
● Sending newsletters
● Invoicing 
● Preparing agreements 
● Customer survey 
● Data analysis for our own marketing and sales 
● Tax returns

2.3 Data of employees

Natuurfontein asks its employees the following personal data:

● Name details: first name(s) /Christian name(s) / affix / last name
● Address details: address, postal code, city, country
● Gender
● Date and place of birth (+ country of birth)
● BSN number
● Telephone number(s)
● E-mail address
● Employed at (Natuurfontein and any other employer)
● Bank account details and name
● Nationality
● Health information
● Salary details
● Copy of identity card showing the photo (copied without a cover)
● Photo (on the website)
● Education (copy of diploma to meet legal requirements)
● Certificate of Conduct

Natuurfontein uses this personal information for the following purposes:

● The HR administration incl. employment contract
● Personnel register incl. Certificate of Good Conduct
● Salary administration
● ARBO
●Insurances
● Taxes

Interns and volunteers:

● Name details: first name(s)/ Christian name/ affix/ last name
● Address details: address, postal code, city, country
● Gender
● Date and place of birth (+ country of birth)
● BSN number
● Telephone number(s)
● E-mail address
● Education
● Bank account details and name
● Nationality
● Health information (limited)
● Copy of identity card showing the photo (copied without a cover)
● Certificate of Conduct

Temporary agency workers:

● Name details: first name(s)/ Christian name/ affix/ last name
● ● Gender
● Date and place of birth (+ country of birth)
● BSN number
● Telephone number(s)
● E-mail address
● Copy of identity card showing the photo (copied without a cover)
●Education (copy of diploma to meet legal requirements)
● Certificate of Conduct

Applicants:

● Information in the CV (only in the e-mail)
In case of changes in the target groups (e.g. customers of a webshop), we will adjust this policy.

2.4 Data from other relations

Natuurfontein uses the services of several suppliers. Natuurfontein collects the following data from these suppliers:

● Company name, contact person name, if applicable (name/ initials/ last name)
● Company address details (address and/or PO Box)
● Telephone numbers: company (and contact person, if applicable)
● E-mail: company (and contact person, if applicable)

This data will only be used for the purpose for which it has been made available to us, i.e. to pay invoices and maintain contacts. It shall not be shared with third parties unless permission has been given.

Natuurfontein works together with various organizations, such as community and nature organizations. Of these relations, the following (contact) data is collected:

● Company name, contact person name, if applicable (name/ initials/ last name)
● Address details of organization (address and/or PO Box)
● Telephone numbers: company (and of contact person, if applicable)
● E-mail: company (and of contact person, if applicable)
● Website, if applicable

This data will only be used for the purpose for which we obtained it, i.e. cooperation. It shall not be shared with third parties unless permission has been given.

3. Sharing data with third parties

The data given to us may be shared with third parties if this is necessary for the performance of the purposes described above.

Concerning data of children:

Flexkids

Concerning data of parents:

● Flexkids
● VerbeterMeter (customer survey)
● Mailchimp (newsletter)
● Tax and Customs Administration*

As far as personnel data is concerned:

● Flexkids
● RS Finance (+ sub-processors NMBRS, Exact, Payt)
● ARBO: WorkingStyle*
● Insurance: Amersfoortse and Schreuder*
● TalentMotivatie (Insights)
● Tax and Customs Administration*

Other:

Website administrator

We have entered into a processing agreement with these parties (processors) or will enter into such an agreement when we start supplying data (VerbeterMeter). This contains the agreements necessary to guarantee the security of all personal data.

*These bodies are controllers themselves (and determine, just like Natuurfontein does, the purpose and means of the processing of personal data). Therefore, we do not need to enter into a processing agreement with these organizations.

Natuurfontein never passes on personal data to parties with whom we have not entered into a processing agreement.

Furthermore, we will not share the data provided to us with any other parties, unless this is required and permitted by law. An example of this is a request from the police for (personal) data as part of an investigation. In such a case, we have to cooperate and are therefore obliged to provide this information.. We may also
share personal data with third parties if the data subject gives his or her written permission for this.

We also use the (online) services of Google, Microsoft, Mailchimp and Wrike. These organizations are based outside the EU. They have aligned their privacy legislation with European legislation. Natuurfontein has agreed to their terms of service and
privacy protection. We do not provide data concerning our suppliers and other relations to third parties.

4. Minors

We only process personal data of minors (persons under 16 years of age) if written consent has been given by the parent, guardian or legal representative.

5. Retention period

Natuurfontein will not retain personal data longer than necessary for the purpose for which it is provided or required by law.

Child records: in accordance with what is customary in education, we keep data of children for two years.

● Data of customers: Financial and tax data: seven years
● Other data: two years
● Employee data:
● Salary administration: seven years after end of employment
● Copy of employee ID card: five years after end of employment
● Other data from the personnel file: two years after end of employment
● Data of applicants: will be removed at the latest four weeks after the end of the
application procedure, unless we have received permission to keep
it for another year in case a suitable job opening comes up.
● Data of suppliers and other relations: we will remove these no later than one year after the end of the
collaboration.

6. Security

We have taken adequate technical and organizational measures to protect personal data against unlawful processing. This concerns the following measures:

● All employees have a duty of confidentiality. When signing the employment contract, they indicate that they are aware of this.
● People working in HR, invoicing and with planning/placement of children and who have access to sensitive information have signed a separate confidentiality declaration.
● All employees are aware of our privacy policy.
● A staff privacy protocol has been drawn up for the use of Flexkids, child records, phones and laptops. Each employee has signed a declaration that he/she is aware of this protocol. This will be checked randomly. These guidelines are discussed during a work meeting at least once a year and if there is reason to do so.
● Security of personal data on PCs and laptops:
● Secured with a general password; subsequently, employees must log in with their personal login account (Flexkids, Google)
● Screen protection with password after inactivity after 3 minutes
● Passwords are changed every 3 months
● Via Google Suite, users and login details can be deleted at any time
● Software updates and backups are made automatically by the online service providers
● Security of personal data on phones and tablets:
● Secured with a general pin code; after that, employees must log in with their own login account (Flexkids, Google)
● Via Google Suite, users and login data can be deleted at any time

● Security of data of children and parents:
In Flexkids: only accessible with username and password. Hard copies: in the cabinet in the office (both will be locked when nobody is there). On Google Drive: only accessible with username and password

● Security of employee data:
HR administration on Googledrive: only accessible to authorized persons. Hard copies: in locked file cabinet, only accessible to authorized persons

Data leaks: there is a step-by-step plan in case of an unexpected data leak, e.g. due to theft, loss of a phone or unauthorised access to paperwork.

7. Rights concerning personal data

Parents, employees, suppliers and other relations have the following rights:

● The right to inspect, rectify or delete the personal data we hold about them;
● The right to object to the processing of all or part of their personal data by us or by one of our processors;
● The right to have the personal data concerning him or her transmitted to him or her or, if desired, directly to another party.

Parents have the above rights also with regard to the personal data of their children. If necessary, we will ask people to identify themselves before we can respond to the above requests.

8. Complaints

In case of a complaint about the processing of your personal data, we kindly ask you to contact us first about this (see below).

If for some reason we cannot find a solution together, we will deeply regret this of course. Data subjects have the right to file a complaint with the Dutch Data Protection Authority (the supervisory authority in the field of privacy).

9. Contact details

As Natuurfontein we are responsible for the processing of personal data. For questions or complaints about our privacy policy, please contact us via the contact details below:

Natuurfontein
Westerpark 1A
1013 RR Amsterdam
info@natuurfontein.nl
020-7701603