Thank you for your interest in Exactpi and our services. This privacy statement applies to Exactpi and also Exact personeelsintermediair BV, Exact detachering BV and Exactpi werving & selectie. We are pleased to tell you all about how we handle your personal data. If you choose to provide us with information voluntarily we will use that information in accordance with our Privacy Statement. Permission given can be withdrawn at any time. We value your privacy and will therefore handle your personal information with care and confidentiality. For specific services separate or additional rules may apply.
When do we collect personal data?
We collect your data from the moment you fill in or leave your details on our website, you register with one of our branches, you contact one of Exactpi’s employees by email, telephone or in writing, you participate in a social media activity (for example by clicking ‘Like’ or ‘Share’), you subscribe to a newsletter or job alert from Exactpi or otherwise sign up or are signed up to use our services.
Depending on the preferences you have set on various social media sites, and your settings for the purpose of our site, certain personal information may be shared with Exact, for example about your online activities and social media profiles.
Why we collect your personal data
We collect and process your data for the execution of our hr services, including mediation, staffing, secondment, payrolling, recruitment & selection and payroll.
More specifically, your personal data is processed in order to:
- Make you offers and/or provide you with information about our services and other activities and to better tailor them to your needs and qualities. This is done by our employees and partly automated (e.g. a vacancy alert).
- To approach you about commercial offers, newsletters and promotional campaigns that may be of interest to you, only if you have signed up for them (opt-in).
- To assess your suitability and availability in connection with the placement of permanent or temporary work or an assignment, including the use of test results, reference checks, etc.
- To enter into and maintain an employee or personnel/brokerage relationship with you and to carry out the relevant administration for this purpose.
- To record an assignment with the client in an agreement with the client and maintain and fulfill the agreement with the client.
- To promote your personal development and employability, including training, education and testing.
- To management purposes including management information, taking care of internal controls and company safety and to carry out audits and auditing.
- To quality purposes such as certification.
- To apply for subsidies, premium discounts etc.
- If we have entered into an employee or personnel/brokerage relationship with you, to comply with legislation and regulations, including but not limited to identification, employment legislation, tax and social security legislation, fraud prevention and sanction legislation.
What personal data do we collect?
We process personal data that is necessary for our services; some of this data is mandatory in order to use our services. Additional data may be desirable in order to better tailor the service to your needs and qualities or to meet more specific questions or obligations from clients. You are responsible for the accuracy and relevance of the data you provide.
More specifically, it concerns – among others – the following (documents with) personal data:
In case of application / registration
- name, address and other contact details
- birth data, age, gender
- Curriculum vitae (CV), including information about education, internships and work experience.
- data on availability and leave
- wishes regarding your new job
- other information that may be important in assessing your suitability, such as references and testimonials
- passport photograph and video (introduction) – on a voluntary basis
At the time that you can start working for exactly the same company/work/have worked for exactly the same company
- nationality, BSN number, ID proof, work permit.
- other data related to personnel, salary and absence registration.
Exactpi will only record special personal data if this is necessary to comply with its legal obligations, to the extent consent has been given, or if otherwise permitted by or under the law. Special personal data” means data about race, religion or belief, political affiliation, health, sexual life, trade union membership, criminal data and/or personal data relating to unlawful or annoying conduct.
We advise you not to include any special personal data on the CV you provide or upload. This includes, in particular, your BSN, information about your origin or health or information about your criminal record. Nevertheless, it is possible that such data provided by you voluntarily will be processed by us.
With whom we may share your personal data (candidates, flex workers, self-employed workers)
Exactpi may share your personal data, after consultation with you, with other Exactpi entities, its clients, subcontractors (e.g. data processors) who provide services or carry out assignments on its behalf, suppliers, government agencies and other business associates. And in all other cases where we may be obliged to do so, for example by a court order or a court judgment.
The provision of the personal data is done on the basis of a legitimate interest, legal obligation and / or to execute the agreement in accordance with the purposes as mentioned in “Why do we collect your personal data?”.
Exactpi may store your personal data in a cloud. This means that your personal data may be processed and stored by a cloud service provider on behalf of Exactpi. Exactpi has taken organizational and contractual measures to protect your personal data and impose security and privacy requirements on our cloud service providers, including the requirement that your personal data be processed only for the purposes set out above.
How long do we keep your personal data?
The retention periods we apply depend on the applicable legal retention periods.
Candidates (if you have not (yet) worked for exactly)
Your placement data (CV, work experience, education, test results etc.) will be available for 24 months after you have given your permission if you have not worked for Exact. Before the end of this period you will receive a notice from us asking you if you wish to continue your registration with us.
If you no longer wish to be placed with us you can indicate this to your contact person or via email@example.com. You will then no longer be contacted by Exactpi. Your personal data will be available in a secure environment for another three calendar months (in case of recruitment and selection mediation this period is 24 months because of the risk of claims). In this protected environment your data will only be available to Exactpi under strict conditions in accordance with the purposes and deadlines set. After the aforementioned periods have expired your data will be permanently deleted.
Candidates who work/have worked for Exact
Your personal data will be available for five years after the end of your employment.
If, after your employment with us, you no longer wish to be recruited, you can indicate this to your contact person or via firstname.lastname@example.org. You will then no longer be contacted by Exactpi. Your personal data will be archived in a secure environment. Your personal data will only be available to Exactpi under strict conditions in accordance with the applicable purposes and time periods.
This includes contact details of employees of clients, suppliers, vendors, referees and any other entity with whom we maintain a business relationship.
Exactpi processes the personal data of data subjects who work for companies with which we do business (1) to make offers for and/or provide information about the services and other activities and (2) to maintain a business relationship and (3) to conclude and maintain an assignment agreement.
We process, among others, the following personal data of business relations:
- names, contact details and functions of contact persons.
Exactpi may transfer personal data obtained from its business relations in case this is necessary to achieve the objectives of the business relationship or for the purposes of mediation. These data may be disclosed to other Exact entities, job applicants or candidates, business partners and subcontractors (e.g. data processors) providing services on its behalf, and in any other case in which Exact may be required to do so, for example by a court order or court judgment. Exactpi has taken the necessary measures to ensure that any personal data transferred is adequately protected.
What rights do you have?
We expect you to keep your data up to date yourself. Any changes should be communicated to your contact person or via email@example.com.
In case you do not want Exactpi to send you personal offers or information, you can let Exactpi know via your contact person or by indicating this via a reply or opt-out in the emails you receive.
We also inform you of your legal rights of access, correction, deletion and restriction. Requests for correction can be submitted to your contact person. Other requests can be submitted using the contact information below. We will respond to your request within 4 weeks.
Details of the cookies we use to make sure your visit to our website runs smoothly can be found in our Cookie statement.
If you wish to disable cookies from Exactpi or other specific parties you can do so at www.youronlinechoices.com.
Exactpi is committed to protect your personal data against unauthorized use. We do this by using physical, administrative, organizational and technical measures. For example: only authorized persons have access to the data. If and to the extent that data is provided to processors who provide services or services on behalf of Exactpi, Exactpi has agreed with them to secure the personal data as well.
Questions, comments, complaints or (suspected) data breach
Should you have any questions, comments or complaints regarding the protection of your personal data by Exact, you can contact us by email at firstname.lastname@example.org or call 070 – 364 66 00. You can also write to:
2514 AA The Hague
In case of a (suspected) data breach, please report it immediately. Outside office hours please call 06 – 22 877 590.
Exactpi may from time to time make changes, additions or modifications to its Privacy Statement for various reasons. The most current Privacy statement can be viewed on the website of Exactpi at all times. This version was last modified in December 2021.