Privacy and Complaints regulations

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1. Responsible party

Details Budgetcoach.NL:

Name:Budgetcoach.nl BV
Gildenveld 24D
3892 DG Zeewolde
 Tel. 085 – 2735841
Chamber of Commerce number:37156414
Email address:info@budgetcoach.nl
Contact:The Security Officer


2. Terms

For the purposes of these regulations, the following definitions apply:

(a) Budgetcoach.nl (private limited company): is the Responsible Party within the meaning of the GDPR.

(b) The File means the collection of personal data relating to the categories of persons mentioned in Article 3 of these regulations;

c) Personal file: the set of (written) recorded information relating to a person belonging to one of the categories mentioned in Article 3 of these Regulations. Files consist of both a physical and an electronic part;

(d) Data subject: the person whose personal data are included in the file;

(e) Personal data: data that can be traced back to an individual natural person.

(f) Processor: a processing is any operation with a personal data, such as: recording, storing, collecting, assembling, providing to another, and destroying;

g) User: persons affiliated to Budgetcoach.nl or persons acting on behalf of Budgetcoach.nl who have access to processed Personal Data.

h) Client: the organisation that pays the cost of the budget coaching. This may be an employer or another client such as a bank.

(i) Third party: any person who does not belong to the organisation of the controller, with the exception of the data subject.

3. Stock objective

Budgetcoach.nl processes data because this is necessary for the proper performance of the contract of assignment granted to it and/or on the basis of a statutory regulation and/or because of a legitimate interest and/or on the basis of explicitly granted consent. The data subject always has the right to withdraw a granted consent.

4. Categories of persons included in the file

The file contains only data of clients, principals and partners (budget coaches) of Budgetcoach.nl.

For clients, the file includes:

  • first name, surname
  • date of birth
  • family composition
  • marital status
  • address, postal code, town
  • e-mail address
  • phone number
  • financial data – income
  • financial data – expenditure
  • information on debt burden and creditors
  • all information necessary to arrive at an adequate budget plan/conversation report.


For clients the file contains:

  • name
  • business phone number
  • business e-mail address


As for business partners (budget coaches) and employees the file contains:

  • name
  • address, postal code, town
  • VAT number
  • Chamber of Commerce number
  • Certificate of Conduct (VOG)
  • Copy of ID

5. Acquisition of data

The personal data is obtained through provision by the Data Subject or by a third party authorised by the Data Subject to do so through consultation and approval for application for budget coaching.

The details mentioned in 4 are a part of this scheme.

  • Special personal data processed
    Processing of special personal data is prohibited unless the GDPR makes an exception and then only within the limits of that exception. Processing of special personal data by Budgetcoach.nl will only be possible pursuant to consent expressly granted to Budgetcoach.nl.
  • Processing Personal Data not obtained from the Data Subject
    If Budgetcoach.nl processes Data of Data Subject that does not originate from the Data Subject, Budgetcoach.nl shall, in accordance with Article 14 GDPR, inform the Data Subject, within one month of obtaining the personal data, of the source from which the personal data originated and the category of personal data being processed. This is done by starting the budget coaching process.
  • Functioning of the file
    The operation of the file is done solely at the behest of Budgetcoach.nl and its designated employees in compliance with the regulations set by Budgetcoach.nl.
    The data contained in the file shall be used solely for the purpose defined in Article 3) of this scheme.
  • Accessing the file
    Budgetcoach.nl ensures that only Users of Personal Data have access to the personal data to the extent necessary for the performance of their duties.

    Every user of Personal Data has a strict duty of confidentiality of all Personal Data of which he or she learns by virtue of such access.

    The file can only be accessed via authorisation by means of an access code
  • Provision of data to third parties
  • No data from the file will be provided to a third party unless:
  • such arises from the purpose of the file;
  • this is required by a statutory provision;
  • this is done with the consent of the Data Subject;
  • bodies with a public-law duty request it on a statutory basis.

6. Data subject’s rights

Access, rectification, addition, deletion or transfer.

The data subject or his or her written representative, where he or she can show an express request from the data subject, has the right to request the inspection, correction, supplementation, deletion, blocking or transfer of the data included in the file concerning the data subject, if he or she believes that the data included are inaccurate or incomplete or, in view of the purpose of the file, irrelevant, or have been included or not deleted in violation of these regulations.

A request should be made in writing to Budgetcoach.nl. This can be done by sending an e-mail to info@budgetcoach.nl. If necessary, the request will include the changes to be made.

Budgetcoach.nl shall provide information on the action taken on the request within one month of receipt of the request.

Retaining and destroying data

If there has been no contact between the data subject and Budgetcoach.nl for 1.5 years, the personal data will be destroyed.

Complaints

The data subject may make complaints about non-compliance with the provisions of these regulations or complaints for other reasons to the GDPR officer of Budgetcoach.nl and/or the Personal Data Authority.

7. Other matters

Organisation and security

The systems and programmes of Budgetcoach.nl are secured in the manner required by laws and regulations. Budgetcoach.nl has management procedures to keep the information accurate and complete. Unauthorised parties, both within and outside the Budgetcoach.nl organisation, are not granted access to the personal data of data subjects. Budgetcoach.nl ensures appropriate security of processed data against theft, loss or other unlawful use that could be made of such data.

Complaint handling regulations

In the context of the assignments carried out by Budgetcoach.nl on behalf of various clients, where personal data of third parties are made available to Budgetcoach.nl by the client for the purpose of the execution of the project, Budgetcoach.nl adheres to the following rules regarding the handling of complaints:

  • A complaint relating to remarks and/or conduct of Budgetcoach.nl employees or third parties hired by Budgetcoach.nl can be directed in writing to the management of Budgetcoach.nl. This can be done by sending an e-mail to info@budgetcoach.nl
  • The complaint may further be submitted verbally to the Budgetcoach.nl management, on the basis of which the Budgetcoach.nl management may request a written representation of the complaint for further handling.
  • The complainant will receive confirmation of the receipt of the complaint within 5 working days.
  • The complainant will receive a confirmation from the Budgetcoach.nl management within a maximum of 3 weeks after a written submission of the complaint or a written representation of the complaint, which will include the date of) said facts as well as a short description.
  • If the complaint is received verbally, efforts will be made to answer it in writing.
  • When a complaint is made orally and/or in writing, the principle of adversarial proceedings will be applied to both the complainant and the person to whom the complaint relates.
  • In the event of a complaint, the complainant will be informed in writing, with reasons, of the findings of the Budgetcoach.nl management and of measures taken or to be taken as a result of the findings.
  • Budgetcoach.nl will record complaints made, as to the nature, extent and action taken as a result. If clients want access to the complaints, this will only be to the extent that the complainant agrees and this does not conflict with GDPR legislation.
  • The management of Budgetcoach.nl reserves the right to have itself replaced by a mediator, who is not directly involved in the conduct and/or statements giving rise to the complaint, in the handling of complaints.

8. Amend Privacy Statement
Budgetcoach.nl reserves the right to modify this privacy statement. Budgetcoach.nl will announce these changes on its website.