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Privacy Statement

CIMSOLUTIONS B.V. (“CIMSOLUTIONS”) attaches great importance to the careful handling of personal data. In this Privacy Statement, we explain which personal data are processed via our website, for what purposes this is done, and which rights visitors and data subjects have.

CIMSOLUTIONS acts as the controller within the meaning of the General Data Protection Regulation (GDPR).

1. Identity of the process controller

CIMSOLUTIONS B.V.
Havenweg 24
4131 NM Vianen
Chamber of Commerce (KvK): 23068838
Email: privacydesk@cimsolutions.nl

2. What personal data do we process?

When you visit our website, contact us, register for an event, or express interest in a position or assignment, only personal data necessary to process your request, registration, or application will be processed.

Please note: fields marked with an asterisk (*) are mandatory. Without these data, we cannot process your request, registration, or application.

2.1 Data for contact and information requests

If you complete the contact form, we process:

  • First and last name;
  • Email address;
  • Any additional information voluntarily provided in the message field.

2.2 Data for registration as self-employed professional / supplier

If you use the contact form, we process:

  • First and last name;
  • Contact details (email address, telephone number);
  • Company name and Chamber of Commerce number;
  • Dietary requirements (if applicable);
  • Any additional information voluntarily provided in the message field.

2.3 Data for recruitment (Applicants)

If you express interest in a vacancy or submit an open application via the website, we process:

  • First and last name;
  • Place of residence;
  • Contact details (email address and telephone number);
  • Curriculum Vitae (CV) and cover letter.

2.4 Data for event registration

If you register for an event via the contact form, we process:

  • First and last name;
  • Contact details (email address);
  • Company name;
  • Dietary requirements (if applicable);
  • Any additional information voluntarily provided in the message field.

2.5 Technical and automated data

When visiting our website, technical data necessary for the operation and security of the website are automatically processed:

  • IP address (privacy-friendly masked);
  • Traffic data (date, time, and duration of the visit);
  • Usage data (pages visited and click behaviour);
  • Technical specifications (browser type and operating system).

3. Special categories of personal data

CIMSOLUTIONS does not intend to process special categories of personal data as referred to in Article 9 GDPR. Visitors and applicants are requested not to provide such data and to check CVs, explanatory notes and/or additional documents beforehand, removing any such data prior to submission.

4. Purposes of processing

CIMSOLUTIONS processes personal data via the website solely for the following purposes:

  • Communication: responding to questions and requests submitted via the website or email;
  • Events: registering and processing event registrations, informing participants of updates, and improving the quality of events;
  • Recruitment and selection: informing interested parties about vacancies, freelance assignments, events and company news, and assessing applicants’ suitability;
  • Website optimisation: analysing, securing, and improving the website’s operation, functionality, and technical performance;
  • Legal obligations: complying with applicable legal requirements.

5. Legal bases for processing

CIMSOLUTIONS processes personal data on the following legal bases:

  • Legitimate interests: for facilitating, securing and optimising the website, and responding to standard contact requests (Art. 6(1)(f) GDPR);
  • Performance of (pre)contractual measures: where processing is necessary to take steps at your request prior to entering into an agreement, such as job applications or business enquiries (Art. 6(1)(b) GDPR);
  • Consent: where you have given explicit consent for specific processing (e.g. retaining your CV for future opportunities or permitting certain cookies). Consent may be withdrawn at any time (Art. 6(1)(a) GDPR);
  • Legal obligation: where CIMSOLUTIONS is legally obliged to process or retain certain data (Art. 6(1)(c) GDPR).

6. Disclosure to third parties

Personal data may be shared with service providers acting as processors for CIMSOLUTIONS, including IT, hosting, security, and application providers. Appropriate contractual agreements (data processing agreements) are in place with these parties.

Additionally, personal data may be shared with parties that act as independent controllers, such as:

  • Website software suppliers;
  • Hosting providers;
  • CRM system providers;
  • Applicant Tracking System (ATS) providers;
  • Competent public authorities, where legally required;
  • Auditing and certification bodies.

Personal data are, in principle, processed within the European Economic Area (EEA). Where data are transferred outside the EEA, this is done in accordance with GDPR requirements (e.g. adequacy decisions, the EU–US Data Privacy Framework where applicable, standard contractual clauses, and transfer impact assessments where necessary).

7. Retention periods

CIMSOLUTIONS does not retain personal data longer than necessary:

  • Contact forms and general enquiries: Personal data will be retained for a maximum of four (4) weeks after completion of the relevant process. If you provide explicit consent for us to retain your details in our database, your personal data will be kept for a maximum period of one (1) year.
  • Event registrations: Personal data relating to a specific event will be retained for up to seven (7) years after the end of our relationship with you.
  • Self-employed professionals / suppliers: Personal data will be retained for a maximum of four (4) weeks after completion of the relevant process.
    Where you have expressly consented to this, we will retain your personal data for a maximum period of one (1) year following completion of the process, in order to contact you regarding future vacancies, assignments or other suitable opportunities.
    If the process results in an agreement being entered into between you and us, your personal data will be retained for the duration of that agreement and for a maximum of seven (7) years thereafter following the termination of the business relationship.
  • Job applicants: Personal data will be retained for a maximum of four (4) weeks after completion of the recruitment process. If you provide explicit consent for us to retain your details for future vacancies or assignments, your personal data will be kept for a maximum period of one (1) year.
  • Website statistics (Google Analytics): Data collected for statistical and analytical purposes will be retained for a maximum period of twenty-six (26) months.

8. Cookies and Google Analytics

Our website uses functional and analytical cookies. Functional cookies are necessary for the technical operation of the website and ease of use.

We use Google Analytics in a privacy-friendly manner, meaning:

  • A data processing agreement has been concluded with Google;
  • The last octet of your IP address is masked (anonymised);
  • Data sharing with Google is disabled;
  • No other Google services are used in conjunction with Analytics cookies;
  • No demographic data (such as age or gender) are collected.

You can disable cookies via your browser settings and delete previously stored data.

9. Security

CIMSOLUTIONS implements appropriate technical and organisational measures to protect personal data against loss, misuse, and unauthorised access. These measures are periodically reviewed and updated where necessary.

10. Your privacy rights

Under the GDPR, you have the right to:

  • Access;
  • Rectification;
  • Erasure;
  • Restriction of processing;
  • Object;
  • Data portability (where applicable).

You may withdraw your consent at any time.

Requests can be submitted via: privacydesk@cimsolutions.nl

CIMSOLUTIONS will, in principle, respond within one month.

You also have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

11. Amendments

CIMSOLUTIONS reserves the right to amend this Privacy Statement. The most recent version will always be published on this website.