Privacy statement applicants and employees of Valk Exclusief

In case you are applying for, or working at, a Valk Exclusief hotel or restaurant ("Valk Exclusief"), then Valk Exclusief is processing personal data about you. In this privacy statement ("Privacy Statement") we explain which personal data of applicants and employees are being processed, for what purpose and how you can exercise your privacy rights. You will also find other relevant information in the context of your personal data.

Valk Exclusief values your privacy. We therefore process your personal data in a careful manner and in accordance with the applicable laws and regulations.

Applicability Privacy Statement

The Privacy Statement applies to all activities and actions of the Valk Exclusief hotels and restaurants ("Valk Exclusief") related to job applicants and employees. In Appendix 1 you can find a list of the hotels and restaurants covered by this Privacy Statement.

Valk Exclusief informs job applicants and employees about the processing of personal data, among others, through job websites, web pages and various (digital) employee platforms. In addition, a new employee is made aware of this Privacy Statement when entering into an employment contract.

What is the purpose and basis for processing?

Valk Exclusief processes different types of personal data, for different purposes, on different bases and for a certain period of time. The company shares this personal data - if necessary for its services - with third parties. You will find an overview below.

Type	Personal data	Purpose	Base	Disclosure and sharing with third parties	Retention period
Recruitment and selection of candidates.	Title; first name; infix; surname; residence; house number; zip code; street; date of birth; e-mail address; and telephone number; and when applicable employment documents; educational and application information such as resume, cover letter, training, courses, assessments, references; interactional data such as IP address, surfing behavior on Valk Exclusief websites, click behavior, cookie ID and contact with Valk Exclusief; en other data voluntarily and additionally provided to us by you.	Effective and efficient recruitment and selection process of new employees.	Consent; and legitimate interest.	Webservice Create Webservice iO/Nxtlvl	5 years
Employee administration	Employee number; first name; surname; e-mail address; telephone number; date of birth; card ID; street; house number; zip code; residence; country.	Employee management	Execution of the employment contract; and legal obligation.	Valkplanner Nxtlvl	During employment
Payroll and timekeeping	Employee number; first name; surname; e-mail address; telephone number; date of birth; card ID; street; house number; zip code; residence; country.	Payroll and timekeeping.	Implementation of the employment contract; and legal obligation.	Valkplanner Nxtlvl	During employment
Absence registration and policy	Employee number; first name; surname; e-mail address; telephone number; date of birth; card ID; street; house number; zip code; residence; country.	Part of its payroll, prevention of absence and promote reintegration.	Implementation of the employment contract; and legal obligation.	Valkplanner Nxtlvl	During employment
Employee training and assessment	Employee number; first name; surname; e-mail address; telephone number; date of birth; card ID; street; house number; zip code; residence; country.	Training; and assesment.	Legitimate interest; and Implementation of the employment contract.	N/A	During employment
Hotel security	Appearance of employee;	Security and protection through cameras and security guards.	Legitimate interest.		4 weken, tenzij er een gerechtvaardigd belang bestaat om de beelden langer te bewaren.
Hotel marketing	Appearance of employee; Name employee.	Marketing	Consent	N/A	N/A
Sharing news and relevant staff info	Email address	Distribution of newsletters; and Relevant personnel information.	Consent	N/A	N/A
ValkWork app	Date of birth; place of birth; email address; first name; surname; infix; mobile; telephone number; residence; house number; zip code; street.	Bookings at staff rate; and viewing bookings; viewing work schedule; swap shift; viewing document.	Consent; and performance of the employment contract.	Valkplanner Nxtlvl	During employment

Transfer of personal data outside the EEA

Valk Exclusief can transfer personal data from the Netherlands to other countries. Where personal data is shared (or otherwise processed) by Valk Exclusief outside the EEA, it will ensure an adequate level of protection for the data shared. We require that service providers and other service providers take appropriate measures to ensure the confidentiality and security of personal data.

Cookies

Concerning processing of your personal data by means of cookies, Valk Exclusief refers you - given the scope - to the cookie statement in Appendix 2.

How long does Valk Exclusief store personal data?

Valk Exclusief will not store personal data longer than necessary for the purposes stated above, unless there is a legal obligation to retain the data, or you have given your consent for the retention period.

Security and measures

Valk Exclusief maintains a high level of data security for applicants and employees. Valk Exclusief takes appropriate organizational and technical measures to ensure confidentiality and availability, as well as to prevent unlawful processing of personal data. Access to data by employees of Van der Valk is done on the basis of necessity, given the function of the employees concerned (Need to know principle). Valk Exclusief periodically tests the security of its data processing and underlying IT systems. In case of outsourcing of data processing processes to third parties, we make agreements with these parties on adequate security of personal data. The measures taken are in line with applicable privacy laws and regulations. However, absolute (100%) security of personal data cannot be guaranteed. If, despite the security measures taken, a security incident occurs, we will take measures to limit the consequences for your privacy as much as possible.

Your privacy rights

As a job applicant or employee at Valk Exclusief, you may request access, correction, deletion, objection, restriction, or transfer of personal data. In addition, you have the right to withdraw a granted consent. Any withdrawal of your consent shall not affect any previous processing based thereon.

1. Right of insight
  You have the right to ask Valk Exclusief whether we process personal data about you. If we process personal data about you, you have the right to access the personal data concerned, the purposes of the processing, any sources or recipients of that personal data and the retention period.
2. Right of rectification
  If it becomes clear that the data is incorrect, you can request this to be corrected.
3. Right of removal
  You may request that we delete personal data collected by us regarding you in the following cases:
  1. The personal data are no longer necessary for purposes for which we collected or otherwise processed them;
  2. if the consent on the basis of which the processing is carried out has been withdrawn by you;
  3. the personal data is being processed unlawfully by us;
  4. we have to delete your personal data by virtue of a legal obligation;
  5. we have collected your data through mobile telephony or internet services.
4. Right to limitation
  If you have reported an inaccuracy in your personal data to us or if you have objected to the processing, you may ask us to restrict processing, while we are processing your request.
5. Right of transferability
  If the processing is based on your consent or the processing is carried out through automated processes, you may ask us to transfer your personal data to you. You may also ask us to transfer this data directly to another processing controller.
6. Right to object
  You have the right to object to processing of your personal data at any time. This applies in particular to profiles we have created on the basis of your personal data or if we use your personal data for direct marketing purposes.

Exercising rights

If you wish to exercise one or more of your rights listed above, you may do so only by sending an e-mail to the e-mail address of the relevant hotel (see Appendix 1 to the Privacy Statement). Your request must comply with legal requirements. We may require you to identify yourself before we will process a request. Valk Exclusief will inform you of its decision within four weeks, unless we notify you within that period that we need further time. In that case, we will inform you why we need more time and how long it will take. Please note that Valk Exclusief may, under circumstances or based on applicable (privacy) laws and regulations, refuse to comply with your request in whole or in part.

Contact and identification

For other questions, comments or complaints about the processing of personal data, please contact the relevant hotel of Valk Exclusief. These contact details can be found on the Appendix 1 to the Privacy Statement. Please indicate clearly in the subject that it concerns privacy and which request it concerns, so that we can respond within the applicable deadlines. If you wish, you can also start a complaint procedure with the Personal Data Authority, this body is authorized to take cognizance of your complaint and may decide to take the complaint further.

For questions regarding this Privacy Statement, please contact:

Valk Exclusief
Attn. Privacy Coordinator
Winthontlaan 4-6
3526 KV Utrecht
privacy@valklegal.nl

Modification of the Privacy Statement

Valk Exclusief may make changes to the Privacy Statement. Changes to the Privacy Statement will be posted directly through the websites listed on Appendix 1 and will apply immediately, in full to Valk Exclusief's privacy statement. Valk Exclusief therefore recommends that you regularly check for changes.

Applicable law and competent court

The Privacy Statement is governed by Dutch law. Any disputes between the parties shall be submitted exclusively to the competent judge of the court in the center of the Netherlands (rechtbank Midden-Nederland).

Appendices:

Version October 2023